European SharePoint Community Awards 2013yourTimeSolutions–BestSharePointIntranetSolution

Title of Submission:“yourMailteamedition”by“yourTimeSolutionsGmbH”

Descripti on of the SharePoint Challenge

SharePointisagreatcollaborationtool;ensuringdataandinformationarestoredcentrallyandareavailablethroughoutteamsanddepart-ments.AsapartoftheMicrosoftfamilyitgoeswithanestablishedstrongbrandthatisbuiltongoodreputation,innovativetechnologiesandwellknownstability.However,allthisadvantagescomewithacost.Duetoitsvastpossibilitiesthissolutionhasitspitfallsmainlyintheoperationofthecomplexenvironment.

yourMailteameditionoffersasolution.Itstartsattherootoftheproblem:thenumberoneinformationkeeper,e.g.theindividualOut-lookinbox.yourMailteameditionhasafullyintegratedUserInterfacewithinthefamiliarOutlookenvironmentwhichensuresthatinformati-oncanbeprocessednotonlymoreefficientlybutfasterandinamorestructured way.

Youdon’tneedtoleaveyourOutlookenvironmentanymore,itbe-comesyourinformationOPStoplacinginformationinablinkoftimedirectlyfromOutlookintoSharePoint.Thisholdsanumberofadvanta-gesfortheuser.

Improved collaboration - Quick overview and simple controls • yourMailprojectcockpitinOutlookallowsanimprovedcollaboration onateam-andprojectlevelbymergingandmanagingemails, attachmentsandtasks• Conversationview-transparentdisplayofentireemailconversations• LucidteamdashboardsinOutlookallowforaquickoverviewand ensuresimpleoperability• Taskscanbecreateddirectlyfromemailswith2clicksandtheycan beassignedtoprojects

SharePoint activation - Simple data exchange with central administration• Teamsitesandprojectscanbeeasilycreatedandmanagedwithout knowledgeofSharePointtechnology• Easyadministrationrightsandroledistributionfromteamleader makesassistancefromITredundant• AccesstoSharePointcollaborationfeaturesdirectlyinOutlook-the userneverhastoquitOutlook

Consistent Data Management - Integration of third-party systems • Ultrafaston-andofflineteamsearchwithinnovativefiltering• yourMailmetainformationsuchasbusinesspartners,projectsand technicaltagsallowsforanintegrationofthird-partysystemssuchas ECM-,ERP-,orCRMsystems

High transparency - Standardized and consistent filing structure • Distinctionbetweenbusiness-relevantandprivateemailspromotes legalconformity(compliance)andensuresdataprotection• Standardizedandconsistentfilingstructurethankstothecentral definitionoftagstructuresontheprojectlevel• Specificinformationcanbequicklyandeasilyreconstructed• Conversationview-transparentdisplayofentireemailconversations• To-,BCCandCCmaildifferentiation-displayingandfiltering accordingtocommunicationdirection

Key benefits yourMail team edition

Sustainability - Sustainable maintenance of knowledge management • Continuouslyimprovedandsustainablymaintainedknowledge managementthroughtheeliminationofSharePointcomplexity, managementthroughthefamiliarOutlookenvironmentandsmart softwaresupportforfilingandmanagingofinformation

Relief of infrastructure - Less storage space and focus on business relevant contents • Reliefofinfrastructureduetofocusonbusinessrelevantcontents& preventionofemails• Lessstoragespacerequiredduetofeweremails(lessCCemails)• ITisnotinvolvedincreatingprojects(isdonedirectlythrough teamleader)

Reducti on of cost - Saving ti me and reducing costs • Approximately20minuteslessperdayforemailprocessingand searching(11workdaysperyearperworkplace)• Nocostsfortraining,extensivefilingguidelines,systeminbox cleaningsandinfrastructure• Efficient1-clickfilingofemailsandattachmentsaswellasexpress clean-upofinboxafterabsence• FastsearchwithintuitivefiltersandyourMailtags• Savingresources–onandofflineaccessthroughreplication

yourMail project cockpit - Dashboard

Evidence to Support the SolutionCustomerTheTesisgroupprovidesinnovativesoftwaresolutionsandservicesinthreeareas:vehiclesimulation,productlifecyclemanagementandITsecurity.35ofits200employeesusethesharepoint server 2010.

ChallengeContentwasnotupdatedasitrequiredtoomuchtimeandeffortfromeachperson,mainlyforemailanddocumentfiling.Thecompanyhasmanyclientswithalotofdifferentprojectswhichimpliesalengthypro-cessofinternalandexternalcommunicationandcoordination.As a result it was even considered to stop using SharePoint.

SolutionUseoftheyourMailteamedition.

Approach• Customersdefinedprojecttypes(threecategories:internalteam projectsforcentralfunctionssuchasmarketing,sales,serviceetc., internalteamprojectsforprojectsandexternal/clientprojects)• InstallationandconfigurationofyourMailteamclientandserver componentsthroughinternalITwhichtookapprox.twohours• Processconsulting:definitionofprojectstructureandtags. Examplefortagsfor„Externalcustomerprojects“- Phase(concept,offer,realisation,deployment,service)- Finance(offer,invoice)• Implementation:definitionoffiles&tags,creatingprojects, documentation(QMmanual)• Introduction/trainingofemployees(software,generalemail management,structureoffilesandtags):½day

ResultsIT• Reliefofinfrastructureduetofocusonbusinessrelevantcontents& preventionofemails,lessstoragespacerequired,feweremails (noCCemails)• Projectadministrationthroughteamleaderpossible(noSharePoint expertorinternalITinvolved)Employees• Highertransparencyandimprovedefficiencyduetoclearprocesses andstandardizedfilingstructure• Approx.30%timesavingdailyforprocessingandsearchingemails andthereforereducedstresslevelwhichresultedinfewersickdaysManagement• Highertransparencyandimprovedcollaborationledtohigherpro ductivity,moreefficientprocessesandcostsavings• Legalsecurityguaranteed:filingofemailsandattachmentsmeets compliance standards

Brief Description of the project

yourTimeSolutionsspecializesinthedevelopmentanddistributionofcomprehensiveandholisticemailmanagementsolutions.Thefocusliesonproductivity,transparencyandcollaboration.

TheyourMailproductfamilyaddressesallprofessionalOutlookusers.BasedonMicrosoftSharePointasacentraldocumentmanagementsystem,theuserisultimatelysupportedbytheintuitiveuserinterfaceandintelligentalgorithms,easingandacceleratinginformationmanage-ment,evenonteamlevel.

WithreferencetoemailmanagementyourMailoffersanextensivepoolofopportunitiestoimprovecollaborationwithemployees,customersandpartnersonteamorprojectlevel.ThesolutionisfullyintegratedintoOutlook,allcollaborationfeaturesarewithinoneapplicationandtheuserhasnevertoquitOutlook.

Aclearandsustainablestructureiscreated,mobilizingalreadyexistingteam synergies through the SharePoint Server. This ensures that an ove-ralltransparency-alsosupportedbytheintegrateddashboard-iscrea-ted.Dataandinformationcanbeefficientlymanagedandlocatedatanytimewhichenablestomeetthegeneralcompliancerequirements.TheuserdoesnotneedanyknowledgeofSharePointtechnology.

Contact Information Candidate:yourTimeSolutionsGmbHRudolf-Breitscheid-Strasse162D-14482Potsdam

Email:dominika.pahl@yourtime-solutions.comPhone:+4933128797119

References: 1.LBBWVenture, InvestmentmanagerMattiasGötz

2.ArchitekturbüroKrizmanics HartwigHolzer

http://www.yourtime-solutions.com

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