progress april 2011

What is sharepoint?

Hello everyone, Welcome to the Third edition of Progress.

We had completed the 1st quarter of this year, this quarter was pretty well and can also see that we had almost covered the journey of transformation. Progressive's design & transformation solutions enable organizations to establish a flexible and scalable infrastructure without compromising on cost benefits.

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Sharepoint is a browser-based platform from Microsoft that allows for easier, timely and effective documents management. In many cases, it can be used to facilitate business collaboration between an enterprise and the web. Once used in a business, it comes along with several benefits that every person going to use it will enjoy because it allows the user to gain access to a lot of information.

Using sharepoint as a business platform in an organization promotes collaboration among employees. This is because work reports are easy to prepare and present at any company meeting. What is Sharepoint furthermore enhance communication within an organization if appropriately used. There is no need for a person to walk around the company offices passing messages to specific individuals since that is centrally managed using sharepoint. Information is equally available to the intended person at the right time and there are no cases of delay or distortion. The recipient receives his message in its original form and on time which enables him to send a reply if any. Every employee is accorded specific privileges as per their needs thus everybody gains access to information that is helpful to him only. Employees will only handle what is theirs, supervisors deal with what concerns them and any other person in an organization will follow the cue.

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For what Organizations are looking ahead?

Companies have found large gains in the use of SharePoint to address specific business problems with measurable results. For many organizations looking to tackle their data management once and for all, there seem to be only a few possible options. One of the solutions is a fully customized data server, but while this can be a great solution, it's reserved only for those who have immense amounts of money to burn -- both on development and consistent IT costs. On the other hand we have preconstructed knowledge management systems that have such a rigid framework that the service only meets the least specific needs of the company. We can customize web parts specifically to the requirements of your company, helping the already versatile SharePoint platform hug to the contours of your company's unique structure.

How is SharePoint helping Organizations?

SharePoint services allow your employees to work together, sharing relevant information and business data. These services work as a tool, facilitating collaboration among team members and individuals.

SharePoint servers facilitate content management features, are helpful in implementing business processes and allow your employees to access essential information which is important for organizational goals.

Benefits of Document Management Organize Our systems help you organize your document filing and storage as well as each document's lifecycle. They provide a secure centralized storage location for all your documents (in a library) while at the same time allowing you to store legal matter- or projectrelated document together (in workspaces).

Find Our systems automatically tag document according to their nature, such as correspondence, invoices or technical “Increase Productivity and documents, based on a flexible design Information Value, Drive tailored for your organization.

Govern Through the use of flexible security schemes, our document management systems enable you to better govern your document and their lifecycle.

Compliance and Reduce Risk, Fewer Systems and Easier Integration” Gulshan Karbanda VP Global Services Progressive Infotech

Share With centralized content and flexible security options, ossur systems allow you to safely share your work product within and outside your organization, enabling collaboration between all stakeholders in the document's lifecycle.

Document Management Workflow Management Workflow management is a heart of business process because without a suitable workflow management a business cannot grow. Before 10 years ago no one uses this strong concept in their business. Today each business first makes strategies for their workflow process than they start their process to implement in business. Business Process Management (BPM) is quite similar to this but both are different. Both have different meaning in the business and also implemented in different way.

Part of an Enterprise Content Management System—along with document imaging, workflow and records management—, the document management system is used to store, find, share, and track electronic document. Most document management systems store document and information about those documents, called metadata, to promote search ability. They support versioning and provide security options for access control.

Benefits of Workflow Management • Keep content processing in motion by notifying responsible users and/or groups at each stage of the workflow • Monitor workflow activities in your enterprise with real-time graphical reports • Design human- and system-based processes and integrate them with existing applications(including iManage WorkSite) • Help users comply with COBIT, ITIL, SOX, HIPAA and other requirements

Project Management Most project organization programs are designed for large projects with lots of interworking parts. Small businesses often have the different, many small projects and there is no way to organize diverse. Although Microsoft SharePoint is not a good fit to manage a large project for a large company, he does very well with small projects.

Collaboration

Solution for Fresenius

In a small company, each employee is proportionally much more significant for the company, and is usually filled with multiple rolls. If the employee leaves for any reason, the loss of their knowledge can be overwhelming. Microsoft SharePoint is a way for people to share their experience with the rest of the company.

Fresenius choose SharePoint Server 2010, Visual Studio 2010, and SharePoint Designer 2010, SQL Server 2008 R2 to make the HR system centralized and collaborated.

• Workspaces SharePoint provides workspace where team members could have discussions over documents, content, and can collaboratively work on documents, etc.

• Blogs Blogs are templates that allow you to do the following: - Publish timeline or event-based content - Share team or personal knowledge - Communicate events or action • Discussion Boards Discussion boards are very similar to blog, though the provide additional functionality, where unlike a blog, one can only comment to the author's post, in a discussion board, people can comment to each other's comments as well.

• Wikis Wikis are very popular collaboration tool, where a group of users can simultaneously edit a document, which allows for a great mechanism for people to co-author content without having to worry about check-in, check-out capabilities. They are used for: – Team collaboration and communication – Capture of raw or in-process knowledge – The capability to gather community review

Case study Fresenius Kabi is the leader in infusion therapy and clinical nutrition in Europe and in its most important countries of Latin America and Asia Pacific. Within I.V. generic drugs, Fresenius Kabi counts among the leading suppliers in the US market. The company is focused on the therapy and care of critically and chronically ill patients in and outside the hospital. Fresenius Kabi has more than 21,000 employees worldwide and a global network of around 55 sales organizations and more than 55 production sites.

Project Overview The objective of the project is to provide a system in SharePoint that can fulfill the business requirement of Fresenius Kabi to upload country and company specific Compliances Check lists & Calendar, Corporate Governance Policies, SOPs, and Guidelines on a centralized system for review, changes and compliance by the companies within the AsiaPacific region and monitoring and enforcement of the same by a centralized authority.

Document Management System Features • Management of document of various categories which could be predefined e.g., Compliances Check lists & Calendar, SOPs, Policies, Guidelines etc.

• Users with sufficient authorization will be able to upload documents to the document library.

• One or more users per company, are authorized to view and modify documents assigned to them and change the status to “Read”. In case of any modification in the document, a mail is triggered to centralized authority.

• Pre-defined compliance requirements for each company can be uploaded and the frequency of compliance can be Monthly, Quarterly, Half Yearly or Yearly.

• Each company is required to fill up their compliance forms online depending upon frequency of requirement and submit within a specified period

Employee Self Service Portal Features

•HR activities like the Status ofLeave & Attendance, Recruitment, Mediclaim, Employee Confirmation, Associate Induction, and Problem Associate Exit are implemented in the SharePoint.

Fresenius Kabi requires on a centralized system • Dashboards of each module comprehensive monitoring.

“Share point for review, changes and compliance by the reduced our Dependencies • Synchronization of the Fresenius SAP and SharePoint 2010 with companies within the Asia-Pacific region and on IT and helped in improving Productivity through it's self the help of SAP .net connector. monitoring and enforcement of the same by a service module.

Also provided us Integrated view of • Employees can view and edit his attendance and attendance centralized authority and would facilitate in content ,Data and documents”. module is synchronized with SiPass attendance system. Line efficient and effective automation of their HR Tarkesh Gupta (Fresenius Kabi) Managers can authorize the attendance after the employee processes and provide the comprehensive dashboard. a HR manager submits the attendance. tool that will automate the audit control process a requirement • Employees can apply for the leave and his Line Manager can approve of a collaborative tool so that the employees from the different or reject that leave. departments and from the different geographical locations can meet and share their thoughts and views at a single place.

Company Intranet Portal Features

Best Practices

• Creation of individual space for each employee where he can have his/her profile details and can upload profile picture.

• HR policies are explained to the employees.

• Employees can apply for internal job postings and can also refer buddies on various referral job postings.

• Employees can start a discussion and can also comment on the other's discussion topics.

“Increase • Facility to book a cab from the portal.

Productivity • Updates on recent ongoing activities. and Information Value, Drive Compliance and Reduce Risk, Fewer Systems and Easier Integration”

• Categorize Users by Roles for the Application - Sales Person, Procurement Manager, End User, etc.

• Identify the types of information and actions that each of the roles need access - Creating, Editing, Modifying, Deleting, Designing, Administration - Types of Information: Lists (Leads, Opportunities), Workflow (Workflow Approvals) - Document s: Proposals, Quotes, Invoices, etc.

• Focus the application on the top tasks and information that user needs to focus on - Build a Navigation System that allows user access to information.

Agnesh Arya Project Manager Progressive Infotech

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