My presentation for the Share2012 conference that took place in February 2012. How to use SharePoint to support ISO compliance.

2. SharePoint vs. DisapPoint: Taking the Narrow Less
Travelled Road
Tracy van der Schyff – AFGRI Operations Limited (Animal Feeds)
SharePoint is such a versatile product, that a monster can be built in 3 easy steps. By using a
Quality Management System as framework and well-defined business processes we’ve been able
to alleviate the strain of governance, security/permissions & user adoption. This directly affects
the selling value of SharePoint. Put the user first. If you add value – YOU WILL SUCCEED.

3. SharePoint vs. DisapPoint Index
• Introduction
• Challenges
• What works
1. Successful team
2. Management System as foundation
3. Navigation
4. More with less / Have Fun
• Questions
• Yours for the taking…
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4. Introduction
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5. SharePoint vs. DisapPoint
Introduction
About AFGRI
AFGRI is South Africa's leading agricultural services and foods business. We offer a wide range of physical and
intellectual inputs to farmers, producers and users of agricultural products. As a transforming force in the business of
agriculture, AFGRI offers farming clients the following services: banking, broking, logistics, trading and retail services.
We are also producers of animal feeds, poultry, proteins and oil.
About Me
I’ve been working for Animal Feeds for 6 years. 4 Years ago I was introduced to SharePoint and Quality Management. My
sole responsibility is to manage and build (quality management) solutions for the business.
In 2010 a decision was made not to upgrade from 2007 to 2010 – but to rather use the opportunity to rebuild (and
clean-up) the entire solution. In June 2011 our new Intranet was launched and I am now in the process of finalizing
Animal Feeds and rolling out the Management System Solution to the rest of AFGRI.
I’m not a ‘technical / IT person’ or an expert on legislation & guidelines. My true
passions are people, enhancing processes and building simple solutions that work.
Read more: Article on IT Web
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6. SharePoint vs. DisapPoint
Challenges
HISTORICAL CHALLENGES (2003 / 2007 SharePoint)
• Inadequate Hardware / Poor design
• Poor performance
• Issues after 2003 > 2007 upgrade
• Not user friendly
• Users not understanding the potential of SharePoint
• The make-up of the project team was not representative of the business
• Lack of Training
• Management Support
CURRENT CHALLENGES (2010 SharePoint)
• Documentation
• Change Control
• Keeping it simple
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7. SharePoint vs. DisapPoint
Successful team
End User
Site Owner
Site Collection Administrator
Helpdesk
Developer
Farm / Server Administrator
Evangelist
Architect
Project Manager
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8. SharePoint vs. DisapPoint
Successful team
STEP 1
Get a successful team together
Getting the “right” people involved
THE TEAM
is the 1st step to a successful
Project / Intranet.
This doesn’t necessarily
point towards diplomas & degrees. The “Wacky
/ Arty One”
DON’T forget the people who know the business /
processes – people who have a passion
for what they do and can think outside
the box.
The Business KNOWS BEST!!
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9. SharePoint vs. DisapPoint
Foundation
People
Business
Management System
Keep it Simple
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10. SharePoint vs. DisapPoint Foundation
STEP 2
Choose a guideline / standard / code which
compliments your business
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11. SharePoint vs. DisapPoint Foundation
More detail: ISO 9001 – Quality Management Systems Certification
ISO 13485 – Medical devices – Quality Management Systems – Requirements for regulatory purposes
ISO 14001 – Environmental Management Systems Certification
OHSAS 18001 – Occupational Health & Safety Management System Certification
ISO 22000 – Food Safety Management Systems Certification
HACCP (SANS 10330) – Hazard Analysis and Critical Control Point Systems
ISO 27001 – Information Security Management System Certification
SANS 16001 – HIV and AIDS management systems – General requirements
SANS 10399 – Quality Management Systems for Bus Operators
SANS 10240 – Certification Scheme for Auto-Glass Fitment Centres.
KING iii - Code of corporate governance in South Africa which is a requirement for companies listed on the
Johannesburg Stock Exchange
Resources: ISO - http://www.iso.org/iso/home.html
- http://www.praxiom.com/
SABS - https://www.sabs.co.za/index.php?page=home
KING iii - http://www.pwc.co.za/en/king3
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12. SharePoint vs. DisapPoint Foundation
Plan Do Check Act
• Identify and analyse • Develop and test a
the problem potential solution
• What do you want to
Most Business
achieve?
Management Systems are
built / designed around this
Plan Do principle.
Plan Do Check Act – PDCA
This is a methodical
approach to problem
Act Check solving and implementing
solutions.
• Implement the • Analyse and
improved solution fully determine
improvements
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http://www.mindtools.com/

13. SharePoint vs. DisapPoint Foundation
Example: ISO 9001
STEP 3 Which SharePoint features
Highlight the areas that will become the checklist for your new system can be utilized to assist with
Quality Management Systems this requirement?
• Records Center
• Document Libraries
• Version Control / Alerts
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14. SharePoint vs. DisapPoint Foundation
Example: ISO 14001
Which SharePoint features
can be utilized to assist with Environmental Management Systems
this requirement?
• Document Library for
project plans
• Project Tasks List
• Survey to determine
relevance / impact
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15. SharePoint vs. DisapPoint Foundation
Example: OHSAS 18001
Occupational Health & Safety Management System
Which SharePoint features
can be utilized to assist with
this requirement?
• Document Library -
procedures
• Custom List as database
for Incident reporting
• SharePoint Designer
Workflows
• Publishing sites with
• workflow
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16. SharePoint vs. DisapPoint Foundation
Example: ISO 22000
Which SharePoint features
Food Safety Management Systems can be utilized to assist with
this requirement?
• Import spreadsheet as
list (database)
• Custom List
• Document Libraries
• Visio Process
Repository
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17. SharePoint vs. DisapPoint
Navigation
Example
Intranet / Landing Page
• Corporate look & feel?
• Who will be working with
the Intranet?
• What is important to
them?
• Intranet NOT Internet
• Keep it interesting / ‘alive’
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18. SharePoint vs. DisapPoint
Navigation
Behind the scenes
STEP 4
Build “navigation” to bring it all together
What do I
need to
accomplish
this?
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19. SharePoint vs. DisapPoint
Navigation
Example
From ± 180
libraries / lists /
calendars ˃ 10
End Result:
• Transparency
• Trends Analysis
possible
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20. SharePoint vs. DisapPoint
Navigation
Example
From ± 33 libraries /
lists / calendars ˃ 5
End Result:
• Transparency
• Trends Analysis
possible
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21. SharePoint vs. DisapPoint
Navigation
Example
• Processes needs to be clearly
defined and documented
• This can be used for navigation
• Training / induction
• System / processes gets
audited daily – and changes
made immediately
• Users understand where in the
process they fit in
• The system (site) is built to
maintain and make sense – not
to impress users / make
navigation easier.
• Do NOT try to build for easy
navigation
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22. SharePoint vs. DisapPoint
Questions
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23. Yours for the taking…
• Think small to ‘make’ big 
• Use the PDCA Cycle
• Without user buy-in and uptake, investment in technology is wasted.
• Remember that even users that don’t ‘use’ the system – still influence it / are influenced
by it – CONSIDER ALL.
• If your Intranet only serves as a file server – you have failed.
• “Life is short, make it amazing.” Hugh MacLeod
• “Choose a job you love and you will never have to work a day in
your life.” Confucius
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24. Tracy van der Schyff
AFGRI Operations Limited
Quality Systems Manager (Animal Feeds)
tvdschyff@afgri.co.za
+27 11 063 2418 / 082 552 5022
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