1. Improved Processes & Collaboration with SharePoint
Richard Bernhard
Executive Director, Kenan Institute Asia

2. Improving Processes and
Collaboration through
SharePoint
Kenan Institute Asia
Tech4Good Summit
Bintan, Indonesia
May 22, 2012
© 2012 Kenan Institute Asia

3. Introducing Kenan Institute Asia
Bangkok-based non-profit
providing sustainable
development services in
Thailand, Cambodia, Laos,
Vietnam and Southern China
(registered in Laos and Vietnam)
55 full time staff and a network
of project staff and consultants
Working in Four program areas:
education, business, public
health and corporate social
responsibility
Partner of Microsoft on
community projects in Thailand
for 8 years
Designated as a Microsoft
Strategic NGO Partner in 2009
© 2012 Kenan Institute Asia 33

4. Drivers for Adopting SharePoint
Reap benefits of moving from
paper to digital format – increase
efficiency and accountability,
greater utilization of resources,
better reporting and record
keeping, eco-friendly, disaster
preparedness
Remote access to approvals and
information
Booking resources, organizing
training schedules, getting travel
expenses signed
Easy access to project
information
Sharing cross-unit information
sharing for better internal
coordination and ultimately
improve client services
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5. The SharePoint Solution
K.I.Asia used latest MS software (Windows, Office, Outlook)
MS recommended SharePoint in order to share information, manage
documents from start to finish, and publish reports to help everyone
make better decisions
Microsoft SharePoint 2007 was installed in September 2010
External IT consultant contracted to adapt K.I.Asia process to
SharePoint
Other software installed - Microsoft Office 2010, CRM 4.0, Exchange
2007, SQL Server Enterprise, Windows 7.
For hardware side, the new system included 7 Servers, 3 Tablet PCs,
28 Laptops and 63 PCs.
© 2012 Kenan Institute Asia 35

6. How do we use SharePoint?
Sharing general information for the Institute
- key documents, employee database, HR
and training information, budget-to-actual
information, etc. (fully operational)
Managing resources - cars, equipment,
offices (fully operational)
Leave and travel, “who is where?”
(currently testing)
Invoice and payment tracking (currently
testing)
Client pages – all key documents
(proposal, agreement, budget, project
tracking, reports expert CVs, etc.) for each
project of a particular client (partially
implemented)
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11. SharePoint Citi Team Site
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12. Qualitative Outcomes
Easier sharing of information
Better reports for senior
management and project staff
The ability to access information
while travelling outside of the
office
The ability to track document
changes
The ability to design and
develop reports and other public
documents
Better management of resource
More coordinated project and
client management
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13. Quantitative Outcomes
Efficiency of related tasks has
improved by 15 per cent
A corresponding savings of US
$125,000
Time savings are pegged at
around 20 per cent
A corresponding savings Kenan
US $150,000.
Savings allow the Institute to
conduct two-three additional
medium-sized projects for the
community per year
© 2012 Kenan Institute Asia 43

14. What worked well and what didn’t?
Software adaptation has been
successful
Managing of resources and
project information is very
useful
Getting some staff to change
their attitudes and practices
has been a challenge
Still transitioning…
Next steps include making use
of the business tools (Dash
Board, KPI tracking, etc.)
© 2012 Kenan Institute Asia 44

15. THANK YOU
For more information contact:
Richard Bernhard at richardb@kiasia.org
Or visit:
www.kiasia.org
© 2012 Kenan Institute Asia