UPGRADE TO MICROSOFT OFFICE SYSTEM 2007 PRE-ENGAGEMENT J.Dylan McNeill, Microsoft Certified Professional, MCDST
What we will cover <ul><li>Why now, why this, why me? (5 minutes) </li></ul><ul><li>Introduction to MOSS (5 minutes) </li>...
Why are we here? <ul><li>Generate excitement about Sharepoint/MOSS. Inspire by demonstration and discussion </li></ul><ul>...
Why us? <ul><ul><ul><li>We are involved in how “information work” is done </li></ul></ul></ul><ul><ul><ul><li>Processes </...
“ The File Server is Dead” <ul><li>Old way:  cghsharelanapps    </li></ul><ul><li>Static data  </li></ul><ul><li>inadequat...
File Shares vs. MOSS File Server Features MOSS Features ACL based File Security and Effective permissions (AD only) Author...
More Problems with our information processes <ul><li>Information overload.  </li></ul><ul><ul><ul><li>Due to extreme volum...
Microsoft Office Sharepoint Server  “MOSS” <ul><li>New Way: </li></ul><ul><li>Enter Microsoft version of Web 2.0: “Sharepo...
What MOSS can help us do: <ul><li>Provide easier and timelier access to the information employees need to get their work d...
Show me MOSS <ul><li>http:// insidecgh/sites/nextgen   </li></ul><ul><ul><li>Announcements (communication) can expire </li...
A e-Day in the e-life <ul><li>Wednesday Oct 22 nd </li></ul><ul><ul><li>Health plan changes </li></ul></ul><ul><ul><li>Pla...
Old Way: Posting available positions internally <ul><li>Document updated by HR staff </li></ul><ul><li>E-mailed to all use...
New way(s) of posting internal positions <ul><li>On HR site, add single entry for the job </li></ul><ul><li>At  http:// in...
Old Way: Switchboard’s On-Call Calendar <ul><li>Manager/staff e-mails or prints calendar for the on-call (anesthesia, CIS,...
On-Call Calendar: new way <ul><li>http://insidecgh/sites/cis/Lists/ETOTraining%20Calendar/Tech%20OnCall.aspx  (published i...
What has been done with Sharepoint? <ul><li>Change Management Requests to track changes to our system, an audit of activit...
Purchase Orders: Old way <ul><li>Find quote, print up quote </li></ul><ul><li>Fill out PO, attach printed quote </li></ul>...
Purchase Orders: New Way <ul><li>Workflow at  http://insidecgh/sites/purchasing/PO%20Workflow/Forms/AllItems.aspx   </li><...
MOSS Case Studies <ul><li>Case study of MOSS and Lawson at </li></ul><ul><ul><li>http://www.microsoft.com/industry/manufac...
<ul><li>Accounting  http:// insidecgh /sites/acct   </li></ul><ul><li>HR  http:// insidecgh /sites/hr   </li></ul><ul><li>...
What next? <ul><li>Participate in the next meeting with MOSS consultant </li></ul><ul><li>Consider what critical business ...
To have successful implementation, we need <ul><li>“ buy-in” from highest levels to the vision, to support changes in proc...
A Vision <ul><li>Everyone’s home page in Internet Explorer opens to InsideCGH, with all of the day’s news right there, cus...
Resources <ul><li>MOSS training for end-users  http:// insidecgh /moss   </li></ul><ul><li>Healthcare savings from using M...
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Upgrade To Microsoft Office System 2007 2

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Upgrade To Microsoft Office System 2007 2

  1. 1. UPGRADE TO MICROSOFT OFFICE SYSTEM 2007 PRE-ENGAGEMENT J.Dylan McNeill, Microsoft Certified Professional, MCDST
  2. 2. What we will cover <ul><li>Why now, why this, why me? (5 minutes) </li></ul><ul><li>Introduction to MOSS (5 minutes) </li></ul><ul><li>Demo of MOSS already built (30 min) </li></ul><ul><li>Next steps (5 min) </li></ul>
  3. 3. Why are we here? <ul><li>Generate excitement about Sharepoint/MOSS. Inspire by demonstration and discussion </li></ul><ul><li>Inspiration leads to more involvement </li></ul><ul><li>More involvement leads to better results. Results will include: </li></ul><ul><ul><li>Improved processes and reporting to make better informed and quicker decisions </li></ul></ul><ul><ul><li>Improved communication for responsive workforce. Responsive workforce can focus on meeting the needs of clients. </li></ul></ul>
  4. 4. Why us? <ul><ul><ul><li>We are involved in how “information work” is done </li></ul></ul></ul><ul><ul><ul><li>Processes </li></ul></ul></ul><ul><ul><ul><li>Sharing </li></ul></ul></ul><ul><ul><ul><li>Communication with staff </li></ul></ul></ul><ul><ul><ul><li>You get the “big picture”, and often the details </li></ul></ul></ul>
  5. 5. “ The File Server is Dead” <ul><li>Old way: cghsharelanapps </li></ul><ul><li>Static data </li></ul><ul><li>inadequate auditing features (who read this? Who last changed it?) </li></ul><ul><li>doesn’t share well (what if someone else has it open?) </li></ul><ul><li>Data by itself is meaningless. It needs context </li></ul><ul><li>Where is it? Is there a Directory? How do I find it? Data “all over the place”, different systems </li></ul><ul><li>Documents/files become shared with different versions </li></ul><ul><li>E-mail as repository of information (which one is the right one? Can you find it?) using e-mail, using 2 interfaces with data (drive letters, e-mail), not process-driven </li></ul>
  6. 6. File Shares vs. MOSS File Server Features MOSS Features ACL based File Security and Effective permissions (AD only) Authorization based Item Security with user picker, supporting AD, LDAP, and .NET Pluggable providers Opt in email based Request Access Windows Auditing Security and Policy based Auditing, expiration and pivot reports Shadow Copy User Restore User Restore with Recycle bin Snapshotted versions (not change based versions) Check in Check out w/ Forced Checkout Version History/ Major/Minor Versions
  7. 7. More Problems with our information processes <ul><li>Information overload. </li></ul><ul><ul><ul><li>Due to extreme volume of CGH-wide corporate announcements, the information is hard to archive or organize. Information in these messages may not be read because the messages get lost in the vast collection of e-mails. </li></ul></ul></ul><ul><li>Knowledge locked in silos (Lawson, Cerner, Spreadsheets in e-mails, someone’s H drive, file cabinet), duplicate reporting </li></ul><ul><li>Hard to find what we need when we want it </li></ul><ul><ul><li>Ex: HR forms, reports on projects, census trends, flu shot schedule, hours of operations, phone #s </li></ul></ul>
  8. 8. Microsoft Office Sharepoint Server “MOSS” <ul><li>New Way: </li></ul><ul><li>Enter Microsoft version of Web 2.0: “Sharepoint”, part of the Office Server System </li></ul><ul><li>Portal </li></ul><ul><li>Content and document Management </li></ul><ul><li>Enterprise Search </li></ul><ul><li>Workflow solutions </li></ul><ul><li>integration with Office and databases and spreadsheets </li></ul><ul><ul><li>the fastest-growing server Microsoft ever </li></ul></ul>
  9. 9. What MOSS can help us do: <ul><li>Provide easier and timelier access to the information employees need to get their work done </li></ul><ul><ul><li>Centralize information (one-stop shop) </li></ul></ul><ul><ul><li>Search like Google </li></ul></ul><ul><ul><li>Target to appropriate parties </li></ul></ul><ul><ul><li>Structure information </li></ul></ul><ul><ul><li>Let us (end-users) manage the information </li></ul></ul>
  10. 10. Show me MOSS <ul><li>http:// insidecgh/sites/nextgen </li></ul><ul><ul><li>Announcements (communication) can expire </li></ul></ul><ul><ul><li>Calendar (can do downtime, holidays, ETO) </li></ul></ul><ul><ul><li>Subsites (site “collections”, set permissions by group) </li></ul></ul><ul><ul><li>Document Libraries </li></ul></ul><ul><ul><ul><li>Versioning, permissions, e-mail alerts, check-out, workflows </li></ul></ul></ul><ul><ul><li>Knowledge Base (search) </li></ul></ul><ul><ul><li>Issues List </li></ul></ul>
  11. 11. A e-Day in the e-life <ul><li>Wednesday Oct 22 nd </li></ul><ul><ul><li>Health plan changes </li></ul></ul><ul><ul><li>Planned downtime for various things </li></ul></ul><ul><ul><li>Carmel Apples </li></ul></ul><ul><ul><li>Request for assistance (technical) </li></ul></ul><ul><ul><li>Purchase order </li></ul></ul><ul><ul><li>Request work order </li></ul></ul><ul><ul><li>Timecard </li></ul></ul>
  12. 12. Old Way: Posting available positions internally <ul><li>Document updated by HR staff </li></ul><ul><li>E-mailed to all users once a week </li></ul><ul><ul><li>Cons: Do I need to see this? I plan on staying here a long time! </li></ul></ul><ul><ul><li>Cons: takes up room on e-mail server, clutters my inbox </li></ul></ul><ul><ul><li>Cons: is not immediately up-to-date (employees have to wait another week to see the position opening) </li></ul></ul><ul><ul><li>Cons: reminds me that my current job is replaceable/impermanent  </li></ul></ul>
  13. 13. New way(s) of posting internal positions <ul><li>On HR site, add single entry for the job </li></ul><ul><li>At http:// insidecgh /sites/hr/ , see the web part/section for Job Postings </li></ul><ul><ul><li>Can set to expire information at set time </li></ul></ul><ul><ul><li>Indicates “new” </li></ul></ul><ul><ul><li>Sortable </li></ul></ul><ul><ul><li>Immediate </li></ul></ul><ul><ul><li>Keeps history of available positions </li></ul></ul><ul><ul><li>Took 10 minutes to build and publish </li></ul></ul><ul><ul><ul><li>Future updates take about the same as sending an e-mail, perhaps less </li></ul></ul></ul>
  14. 14. Old Way: Switchboard’s On-Call Calendar <ul><li>Manager/staff e-mails or prints calendar for the on-call (anesthesia, CIS, etc.) </li></ul><ul><li>Switchboard makes copies, perhaps translates, sticks copy in booklet or sticks on the wall at Switchboard </li></ul><ul><li>If a change is needed (change of on-call), whole process starts over again </li></ul>
  15. 15. On-Call Calendar: new way <ul><li>http://insidecgh/sites/cis/Lists/ETOTraining%20Calendar/Tech%20OnCall.aspx (published in Citrix to Switchboard staff) </li></ul><ul><ul><li>Always current, immediately. </li></ul></ul><ul><ul><li>No printing </li></ul></ul><ul><ul><li>Reportable (is a list) </li></ul></ul><ul><ul><li>Centralized </li></ul></ul><ul><ul><li>User-submitted </li></ul></ul><ul><ul><li>Secure </li></ul></ul><ul><ul><li>Part of larger Calendar for CIS (Ops, ETO, etc.) </li></ul></ul>
  16. 16. What has been done with Sharepoint? <ul><li>Change Management Requests to track changes to our system, an audit of activities related to the network. </li></ul><ul><ul><li>An automated, custom form with an approval workflow integrated with e-mail. </li></ul></ul><ul><ul><li>http://insidecgh/sites/cis/Lists/Change%20Management%20Requests/AllItems.aspx </li></ul></ul>
  17. 17. Purchase Orders: Old way <ul><li>Find quote, print up quote </li></ul><ul><li>Fill out PO, attach printed quote </li></ul><ul><li>Get signature from manager and/or VP </li></ul><ul><li>Put in Mat. Man mail </li></ul><ul><li>Mat Man keys in the order with vendor/Lawson, sends pink copy/slip back to dept </li></ul><ul><li>When item arrives, match paper with order </li></ul><ul><li>Deliver to dept </li></ul>
  18. 18. Purchase Orders: New Way <ul><li>Workflow at http://insidecgh/sites/purchasing/PO%20Workflow/Forms/AllItems.aspx </li></ul><ul><li>Person gets quote electronically, cut and paste into form on Sharepoint </li></ul><ul><li>Manager e-mailed an alert that new item needs approval. Manager approves. Goes to mat.man, repeat as necessary </li></ul><ul><li>Mat.Man copies order from MOSS to Lawson </li></ul><ul><li>When items arrive, state of workflow changed to reflect arrival, delivery, completion, archive </li></ul>
  19. 19. MOSS Case Studies <ul><li>Case study of MOSS and Lawson at </li></ul><ul><ul><li>http://www.microsoft.com/industry/manufacturing/automotive/casestudylibrary.mspx?casestudyid=4000002576 </li></ul></ul><ul><li>MOSS and Healthcare </li></ul><ul><ul><li>http://www.microsoft.com/presspass/press/2007/feb07/02-26MenningerClinicPR.mspx </li></ul></ul><ul><li>Healthcare Collaboration Tools for Sharepoint </li></ul><ul><ul><li>See documents at http://insidecgh/sites/office/upgrade/Shared%20Documents/Forms/AllItems.aspx </li></ul></ul>
  20. 20. <ul><li>Accounting http:// insidecgh /sites/acct </li></ul><ul><li>HR http:// insidecgh /sites/hr </li></ul><ul><li>Patient Accounts http:// insidecgh /sites/pa </li></ul><ul><li>Dietary http://insidecgh/sites/cafe </li></ul>
  21. 21. What next? <ul><li>Participate in the next meeting with MOSS consultant </li></ul><ul><li>Consider what critical business objectives keep you awake at night. How can MOSS help? </li></ul><ul><li>What processes/documents do you spend a lot of time with? How are they shared and communicated? </li></ul><ul><li>Success of MOSS depends on user adoption, stakeholder involvement, and governance planning </li></ul>
  22. 22. To have successful implementation, we need <ul><li>“ buy-in” from highest levels to the vision, to support changes in processes, allocate resources appropriately </li></ul><ul><li>Identification of “owners of content”. Your team knows your data/processes best. </li></ul><ul><li>Effective on-going training </li></ul><ul><li>Good governance </li></ul>
  23. 23. A Vision <ul><li>Everyone’s home page in Internet Explorer opens to InsideCGH, with all of the day’s news right there, customized </li></ul><ul><li>Reports all online, not in e-mail </li></ul><ul><li>Clinical data in secure environment </li></ul><ul><li>Less spreadsheets, less e-mail clutter </li></ul><ul><li>Clinical uses (department workflows) </li></ul><ul><li>All classroom schedules on Sharepoint </li></ul><ul><li>Work from home without using Citrix </li></ul>
  24. 24. Resources <ul><li>MOSS training for end-users http:// insidecgh /moss </li></ul><ul><li>Healthcare savings from using MOSS http://tinyurl.com/62aozh </li></ul><ul><li>Visit the CGH “Office” site http:// insidecgh /sites/office/ for best practices, charters, proposals </li></ul><ul><ul><li>Proposed: replace 62Nurse program with Sharepoint form. </li></ul></ul><ul><ul><li>Café menu </li></ul></ul><ul><ul><li>Training </li></ul></ul>

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