Why sharepoint


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Why sharepoint

  1. 2. <ul><li>Lead Solutions Specialist and SharePoint Administrator </li></ul><ul><li>MCP, MCTS and MCPD </li></ul><ul><li>Microsoft User Group Founder and Leader </li></ul><ul><li>Blog: http://blog.raminassar.com </li></ul><ul><li>Twitter: @rami_nassar </li></ul><ul><li>Email: [email_address] </li></ul>About The Speaker
  2. 3. <ul><li>Microsoft's first portal application was called Digital Dashboard </li></ul><ul><li>This introduced the concept of Web parts — boxes of information on a page that represented a summary or overview of information. </li></ul><ul><li>By assembling multiple parts on a page, each user could customize his view of the portal to contain the information </li></ul><ul><li>Every visitor of the site could have different content at the same URL. However, the technology behind the Digital Dashboard was not up to the task , and it never made it out of the beta stage. </li></ul><ul><li>continued….. </li></ul>
  3. 4. <ul><li>At the same time , Microsoft's Office group was working toward a collaboration solution. </li></ul><ul><li>The need for many people to contribute to a single document or worksheet was growing, these people were not necessarily working at the same location. </li></ul><ul><li>The result was SharePoint Team Services (STS) , a Web-based solution that allowed shared access to information and documents. </li></ul><ul><li>STS also allowed end-users to make changes to the site via a Web browser instead of requiring a development-oriented application. </li></ul><ul><li>Continued… </li></ul>
  4. 5. <ul><li>The merging of the collaboration and aggregation functions lead to SharePoint Portal Server 2001 . </li></ul><ul><li>Portal Server has been upgraded to run on the .Net framework and is now referred to as SharePoint Products and Technologies. </li></ul><ul><li>The &quot;Product&quot; is SharePoint Portal Server 2003 (SPS) and the &quot; Technologies&quot; are Windows SharePoint Services (WSS). </li></ul><ul><li>A significant point about these two is that WSS is included with the Windows Server 2003 license . </li></ul><ul><li>Any organization that is licensed for Windows Server 2003 can also host Websites that are based on WSS . </li></ul>
  5. 7. <ul><li>People usually store all the required files on their local system. </li></ul><ul><li>As and when required the share the folder so that someone else can access the file. </li></ul><ul><li>A Central Storage Space for all your documents, Pictures, Presentations etc. </li></ul><ul><li>Single Computer Or database to backup </li></ul><ul><li>For creating any report, you have to dig through tens of files to find the document </li></ul><ul><li>and then create a report manually. There is no way to search for it. </li></ul><ul><li>What about Backup? It will be the most difficult task as you have to backup </li></ul><ul><li>all your system. </li></ul><ul><li>Can you access the file if you are not in your office or out of your network? </li></ul><ul><li>You have multiple copies of the same file located all across your network. </li></ul><ul><li>Managing and locating the data is the biggest hurdle. </li></ul>Common Scenario Issues Possible Solution
  6. 8. <ul><li>An online form which is easy to fill and submit. </li></ul><ul><li>A Central Storage location for all the forms. </li></ul><ul><li>Easy report creation at the end of the month / year. </li></ul><ul><li>People still use Paper forms like Daily Reports, Leave Application, Sending Purchase Orders, Invoices etc. </li></ul><ul><li>People on various locations send these forms to the HO using Email. </li></ul>Common Scenario Issues <ul><li>At the end of the month / year if you need to create a report , you have to search all cabinets to find the file. When you find the file you have to go through all the forms and then create report . </li></ul><ul><li>There is no way to search for any specific forms submitted by a person. </li></ul><ul><li>Increase printing / paper expenses. </li></ul><ul><li>It’s very difficult to carry folders to any other place. </li></ul>Possible Solution
  7. 9. <ul><li>A central location from where you track the progress / Issues for any Project. </li></ul><ul><li>A location where even your client can check the progress of the project. </li></ul><ul><li>There is no central place to manage all your projects. </li></ul><ul><li>There is no coordination between any two teams and especially when you have teams located on two different locations. </li></ul>Possible Solution Common Scenario Issues <ul><li>As a Manager, you do not get all the reports at the Central location. </li></ul><ul><li>Where you need any information from the other site, you have to call the other team and request for the information. You will be wasting lot of time. </li></ul><ul><li>People working on the sites do not give the complete reports about the working on the daily or weekly basis. </li></ul><ul><li>You have to ask for the information every time rather than they updating you about current status. </li></ul>
  8. 10. Solution for this problem Microsoft Office SharePoint Server
  9. 11. What is SharePoint ?
  10. 12. <ul><li>SharePoint is web-based intranet that can help improve your organisation’s effectiveness by streaming the management of data, storage of data and access of data. </li></ul>What is Sharepoint ?
  11. 13. <ul><li>SharePoint provides a single, Central storage point where all your data can be stored . </li></ul><ul><li>SharePoint is fully searchable, finding your file quickly , not matter how much data you have. </li></ul><ul><li>SharePoint also allows you plenty of control over your data - you can manage who has access to certain areas . </li></ul>What is Sharepoint ? A Document Management System
  12. 14. <ul><li>With SharePoint, you can share information quickly, easily and effectively. </li></ul><ul><li>Create internal posting, news features and announcements, and publish them in an instant. </li></ul><ul><li>Anyone with access to your intranet will be able to keep up –to-date with the latest news and information about your organisation. </li></ul><ul><li>Users can even sign up to an ‘alert ’ feature. </li></ul>What is Sharepoint ? A Communication Platform
  13. 15. <ul><li>It allows you to share information quickly and effectively with your colleagues . </li></ul><ul><li>SharePoint saves users time and effort because the see only what is relevant to them . </li></ul><ul><li>SharePoint keeps your records organized, safe and in easy to access format. </li></ul>What is Sharepoint ? A Intranet or Extranet
  14. 16. <ul><li>SharePoint can drastically improve your work processes and workflow. </li></ul><ul><li>A single, centralized system introduces consistency into your working practices and remove any margin for error . </li></ul><ul><li>Where you need approvals, feedback collected, signatures collected or information reviewed, SharePoint will ensure the data you receive will be consistent and exactly what you require. </li></ul>What is Sharepoint ? A Process and Workflow Platform
  15. 17. <ul><li>SharePoint allows you to gather critical business information from customers, partners and suppliers via simple web browser interface. </li></ul><ul><li>Smart, electronic form in a familiar format are quick and simple for respondents to fill out, while built-in data validation rules helps you gather accurate and consistent data. </li></ul><ul><li>This avoids redundancy and errors that often result from manual data re-entry. </li></ul>What is Sharepoint ? A Rapid Development Environment
  16. 18. Conclusion -What is Sharepoint does? Boost the Efficiency and Effectiveness Central and secure Document Storage location Search Data for instant Access Share Information across Divisions, Departments, Teams or Groups Maintain Security Eliminate Errors
  17. 19. Benefits of SharePoint Benefits of Sharepoint Reduces company's costs Increases Productivity Saves Time Saves Space Retains Knowledge
  18. 20. <ul><li>SharePoint allows your data simply and quickly to access . </li></ul><ul><li>No more wading through piles of paperwork, no more wresting with difficult-to-navigate, clunky databases. </li></ul><ul><li>Now you can find information instantly , edit data without having to remove it from the system and new files as the are created. </li></ul><ul><li>SharePoint is online 24/7 , you have instant access to your data whenever you need it. </li></ul><ul><li>Even if your organization produces large volumes of data, SharePoint makes it really easy to find thanks of it’s powerful search feature. </li></ul><ul><li>Sharepoint can be deployed rapidly , putting your business on track of success </li></ul>Benefits of SharePoint SharePoint Saves Time
  19. 21. <ul><li>With SharePoint, you can say goodbye to busy archives and filling cabinet stuffed full of paperwork . </li></ul><ul><li>Documents are ‘filed’ in soft format with a simple click of the mouse , freeing up valuable storage space within your work area. </li></ul><ul><li>Now there is a central repository of all your organisation’s information – no need for everyone to have individual copies of files . </li></ul><ul><li>SharePoint allows you to create a fixed library and folder structure that unauthorized users cannot add on to, thus keeping your data organised just how you want it. </li></ul><ul><li>SharePoint makes sense of vast and varied data , yet uses just a tiny amount of space. </li></ul>Benefits of SharePoint SharePoint Saves Space
  20. 22. <ul><li>SharePoint help you retain exactly the kind of information you need , in exactly the way you want. </li></ul><ul><li>Create centrally controlled and owned areas in order to manage your data storage. </li></ul><ul><li>Documents and Information are only added if they are approved. </li></ul><ul><li>Establish access rights to prevent unauthorized users accessing, reviewing or editing specific files . </li></ul><ul><li>Thanks to SharePoint’s centrally stored and categorized structure, making changes is as easy as1, 2, 3. </li></ul>Benefits of SharePoint SharePoint Retains Knowledge
  21. 23. <ul><li>SharePoint makes life so easy for users . Because it is tightly integrated with familiar and everyday programmers such as e-mail client or web browser. </li></ul><ul><li>It’s simple and easy to use , so there’s no headaches for the user and no expensive training bill for your organisation . </li></ul><ul><li>SharePoint’s ‘out-of-the-box’ workflows can be implemented in an instant, allowing users to review and approve documents, track issues and collect signatures right from the get-go . </li></ul><ul><li>The simple , consistent web-user interface makes the whole process hassle-free and efficient. SharePoint also eliminates headaches for business users and owners, too. </li></ul>Benefits of SharePoint SharePoint increases productivity
  22. 24. <ul><li>No more travelling to your Project Site to get the real status of the Projects. </li></ul><ul><li>Invest in SharePoint once, and watch how it can be adapted to meet your needs. </li></ul><ul><li>It can expand as your company grows , or changes as your focus is redirected. </li></ul><ul><li>From speeding up communication t o storing precious data effectively and efficiently , SharePoint do it all. </li></ul><ul><li>Make the most of your investment – you’ll be glad you did . </li></ul>Benefits of SharePoint SharePoint reduces your company’s cost
  23. 25. Why Sharepoint is good for you?
  24. 26. <ul><li>It helps you manage all your projects at one place . </li></ul><ul><li>It shows you all the information in a Chart view . So its lot easier to track your project. </li></ul><ul><li>You can divide one project into number of activities that need to be performed for the successful completion of the whole projects. </li></ul><ul><li>You can also bring in an issue Tracking system , which keeps track of issue that come up on the Project site. You can assign each issue to anyone and that person will get an email informing the same . </li></ul><ul><li>At the end of the Project , you can easily create a report in excel by simply exporting all data to excel. </li></ul><ul><li>You can even allow your clients to track the Progress of the project. </li></ul>Why Sharepoint is good for you ? Manage Your Projects
  25. 27. Why Sharepoint is good for you ? Manage Calendar and Contacts <ul><li>SharePoint can integrate with your Outlook Calendar. </li></ul><ul><li>So if you make any changes in the Outlook Calendar, it is reflected on the SharePoint website at the same time and vise-versa. </li></ul><ul><li>You can access your calendar from anywhere , which is not possible otherwise. </li></ul><ul><li>You can put in all your contacts online . So you do not need to carry your address book. </li></ul>
  26. 28. Why Sharepoint is good for you ? Easy to Manage <ul><li>Since all your data will be on ONE SQL Server , you can easily manage it. </li></ul><ul><li>Backup and Restore is very easy and can be scheduled. </li></ul><ul><li>You do not need any of your files on the local System , you can simply upload your data to the portal and you can easily access the it anywhere. </li></ul><ul><li>SharePoint also allows you to share a same file with your team. Changes made to the file by everyone can be saved. </li></ul>
  27. 29. Why Sharepoint is good for you ? Manage Your Reports <ul><li>You can create online forms which can be filled by anyone </li></ul><ul><li>You can convert the daily reports received from the Project sites into an online form. </li></ul><ul><li>You can easily convert your excel sheets into online Forms for easy submission of data . </li></ul><ul><li>It helps you to create weekly/monthly/yearly report s , which is not possible manually. </li></ul><ul><li>You can export all the data to an excel sheet and get printed </li></ul>
  28. 30. <ul><li>As soon as there is a change on the site, e.g. When someone uploads the Daily Report , when someone applies for a leave, when someone complete the task assigned to him, you will get a mail. So you simply need to check your mail in order to keep yourself updated. </li></ul><ul><li>No more calls to get the latest update. </li></ul><ul><li>You can setup Alerts for yourself for a particular Item, File, Folder, List, or a Document Library. </li></ul>Why Sharepoint is good for you ? Alerts
  29. 31. <ul><li>Managing SharePoint like a piece of cake. </li></ul><ul><li>It does not require the any special training for the users to use it. </li></ul><ul><li>You do not need any special software to manage and access the website. </li></ul><ul><li>Anyone knows how to work with Internet Explorer and Outlook can work on it. </li></ul><ul><li>No special Hardware Requirements . You need a simple computer with at least 2GB of RAM but recommend 4GB of RAM . </li></ul>Why Sharepoint is good for you ? No Special Training Required
  30. 32. THANK YOU