SharePoint

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SharePoint
Presenters Thomas Moore Craig Storrs Larry Wood
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Agenda
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What Is SharePoint?
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Site Templates
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Navigation
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Document Collaboration
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Blogs
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Wiki Pages
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RSS Feeds
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The SharePoint Recycling Bins
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SharePoint HostingBusiness Portal
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Business Portal

• BP Overview and Architecture
• Document Management
• Electronic Document Recovery
• Collaboration
• Site, Pages, Activities, Makeup, Key Performance
  Indicators (KPI)
• Dynamics GP Integration
• Executive Center
• HRM Self Serve Suite
• Requisition Management
• Project Time and Expense
• Order Management
• Integrated Reporting
• SSRS
• FRx
• Dynamics GP
• Excel
• Crystal

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Overview Benefits of SharePoint Integration

• Architecture
• Portal Pages
• Navigation
• Security

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Architecture

• WSS 3.0
• Microsoft Office SharePoint Server 2007
• Business Portal Installation Requirements
• Domain Environment
• Prerequisite Checker
• Upgrade Warning!

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Site Actions Area

• Multiple WebSite composition
• Home Site with Sub-Sites
• Site Settings
• Administered through groups

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Business Data Catalog

• Enables Dynamics Data Search
• Leverages SharePoint
• Integrates with Security

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Business Data Profiles

• Lists of Properties
• Easily Viewed
• Access to relevant business data in the form of a
  quick profile

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Searching

• BDC Registered Data
• Display of data
• Web Parts
• Dashboard Pages
• List Pages
• BP 4.0 Search
• Desktop Search

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List Pages

• Presents linked lists of data drawn from Dynamics
  through BP and Back Office Integration

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HR Self-Service
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Employee Center

• View enrollment availability
• Modify benefits
• View benefit announcements
• Access links to Benefit Resources
• Update personal and dependent

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Requisition Management

• Enter and Approve Purchase Requisitions
• Hierarchical purchase process
• Tight control available
• Convert Requisition
• Line Items -gt POs

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Order Management

• Place and track orders
• Sales functionality
• Dynamics Integration
• Billing / Shipping / Payment processed
• Optional Customer Web Access

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Project Time and Expense

• Employees Enter
• Time Cards
• Expenses
• Project Managers
• Review Costs / Expenses
• Approval of Time
• Expense Reports Online

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Integrated Reporting

• Multiple Sources
• Dynamics
• FRX
• Crystal
• Excel
• Many Formats
• XML
• Text
• HTML
• XLS
• PDF
• Any Medium
• Web
• Paper
• Email

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Workflow
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WorkFlows

• Workflow is software that is installed with
  Microsoft Dynamics GP.
• Used to create and manage individual workflow
  approval processes.
• As an approval process a workflow defines how a
  document moves through the system.

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Workflow Process

• Example
• A purchase order approval workflow may require
  multiple levels of approval by various employees
  depending on the conditions in the workflow.

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Benefits of using Workflow

• Consistent Processes
• Automatic Notification
• Access through Office SharePoint Server and
  Outlook
• Reports

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Benefits of using Workflow

• Consistent Processes
• The Workflow system enables your organization to
  define the approval process for specific
  documents and batches.
• The Workflow system ensures that documents and
  batches are reviewed and approved in a consistent
  and efficient manner.

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Workflow Types

• General Ledger Batch Approval
• Payables Batch Approval
• Purchase Order Approval
• Receivables Batch Approval
• Customer Credit Override Limit Approval
• Sales Quote Approval

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Benefits of using Workflow

• Automatic Notification
• Users can be automatically notified when a
  document or batch is assigned to them for
  approval
• Users can be automatically notified when a
  document or batch they submitted is approved
• Users can be notified through desktop alerts or
  e-mail alerts.

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Benefits of using Workflow

• Access through Office SharePoint Server or
  Outlook
• Users dont have to log on to Microsoft Dynamics
  GP to approve documents or batches.
• Users can approve documents and batches by
• Accessing the Workflow website which is built on
  Microsoft Office SharePoint Server 2007
• Responding to e-mail messages in Microsoft Office
  Outlook 2007

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Benefits of using Workflow

• Reports
• There are several reports available
• Reports help
• Monitor the Workflow system
• Identify specific workflow steps or approvers who
  may be slowing down an approval process.

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Interacting with Workflow

• Workflow functionality is available in many areas
  of Microsoft Dynamics GP.

Workflow adds a message bar and history pane to
the window. The message bar displays the status
and has buttons for approving and rejecting the
document. The history pane shows previous
actions made.
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Interacting with Workflow

• Office SharePoint Server
• When the Workflow is installed, a Workflow web
  site is created. This website is built on Office
  SharePoint Server 2007 and can be accessed with
  Microsoft Internet Explorer.
• Workflow administrators and managers can use this
  web site to accomplish the following
• Set up the Workflow system
• Create individual Workflows
• Generate Reports
• Approve documents and batches that are assigned
  to them

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Interacting with Workflow

• Outlook

When a document or batch is assigned to a user
for approval, an e-mail message can be sent to
the user. The e-mail message displays
information about the document or batch and
includes an Edit this Task button. When the user
clicks this button, a window appears to approve
or reject the document or batch
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Workflow Participants

• Users that will have any sort of interaction with
  the workflow system
• Workflow Administrator
• Workflow Manager
• Originator
• Approver
• Delegate
• Carbon Copy

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Workflow Setup

• The first part of the Workflow setup process is
  to define
• The functional areas of the organization
• The approving Manager for each functional area
  and their approval levels
• The individuals in each functional area that will
  interact with Workflow and their approval levels

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Workflow Setup

• The second part of the Workflow setup process is
  to diagram each of the approval processes.
• The diagrams should indicate
• The order in which the workflow steps occur
• Who the approvers are at each step, and the
  conditions under which their approval is required.

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Workflow Setup

• Workflow Calendar
• The Workflow calendar shows which days are work
  days and which are non-work days.
• The Workflow system only counts the work days
  when calculating a tasks due date. The time
  limits are defined when creating the Workflow
  steps.

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Workflow Setup

• Workflow Calendar
• Example
• Workflow is configured to allow Susan, the
  purchasing manager, three (3) days to act on her
  workflow tasks.
• Using a Workflow calendar, if Susan is assigned a
  PO on Thursday, she will have until the end of
  Tuesday to approve or reject the PO.

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Sample Workflows

• The approval example below is based on a specific
  buyer entering a PO. There are two paths for the
  approval of this buyers POs.
• All POs must go to the Purchasing Clerk for
  approval.

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Sample Workflows

• The Workflow will check to see if the PO is
  greater than 2,000. If no, that approval step
  is marked as approved.

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Sample Workflows

• The Workflow will check to see if the PO is
  greater than 2,000. If yes, the City Manager
  must approve the PO.

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Sample Workflows

• BOTH steps in this approval process must be
  completed before the PO is officially approved.
  The Purchasing Clerk must approve it AND if the
  amount is over 2,000 the City Manager must
  approve it.

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Sample Workflows

• MULTIPLE PATHS
• Workflow steps could have multiple paths
  depending upon the criteria defined for approvals.

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Sample Workflows

• In this example Frank must approve POs to
  Adventure Works. Andreas must approve POs to
  Adventure Works after Frank approves them.

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Sample Workflows

• Along a parallel path, Sue must approve POs over
  1,000. After Sues approval, Jill must approve
  POs over 5,000. After Sues approval, Brandon
  must approve POs over 20,000

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Sample Workflows

• Converging Steps
• This diagram demonstrates converging steps.
• Frank must approve all POs
• Sue must approve any PO after Frank
• Bob must approve any PO after Frank
• Ann must approve any PO after Sue AND Bob

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Sample Workflows

• Multiple Approvers in a Step
• When configuring a step with multiple approvers,
  you can specify how many of the approvers at that
  step must approve the document.

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Reports

• There are various reports that allow the
  administrators and managers to review the
  activity within Workflow.

• Document Views
• View History
• Completed Tasks by Approvers Report
• Completed Tasks by Workflow Step Report
• Active Tasks Report
• Task Summary Report

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Reports

• Completed Tasks by Approvers Report
• This report shows how many days it took a
  specific approver to complete his/her tasks.
  This report helps identify approvers that may
  slow a workflow approval process.

• Completed Tasks by Workflow Step Report
• This report shows how many days it took to
  complete a specific workflow step. This report
  helps identify specific steps that may be slowing
  a workflow approval process.

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Reports

• Active Tasks Report
• This report displays a list of active tasks and
  the approvers they are assigned to.
• This report helps identify approvers who may have
  several active tasks assigned to them. This
  report may be especially beneficial to workflow
  managers or administrators so they can determine
  bottlenecks and perhaps act on an approvers
  behalf.

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Questions?
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Thank You
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