Using SharePoint UI to Deliver General Use Applications

Connie Begovich

NLIT 2009

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Example of ORNL Web Applications in SharePoint

• Multi-Use Web Parts– For Your Review– Contacts

• Picker Dialogs– People Finder– Organization Finder

• Views into Master Data– My Training– Manager Recruiting Interface

• Complete Web Applications– IDMS– Role Request

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Background

• Applications have been developed by software developers and analysts in different areas

• Mostly using .NET Visual Studio C# and SharePoint tools – Web Parts– Smart Parts

• Using Features of SharePoint– Document Libraries– Lists

• Web Services to Business System

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Multi-Use Web Parts

• Create and Deploy a SharePoint Web Part

• Can be Added by User on any Page

• Includes Web Part Options– Standard Display Options– User-defined Options

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For Your Review

Summary of Workflow and other Daily Checks

• Includes– Workflow from SAP Business System– Workflow from SharePoint– Training Status– Computer Security Status

• Options– User (default: SharePoint user logged on)– Summary/Details– Heading

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On the ORNL Home Page

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For Your Review Web Part

7

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Contacts Web Part

• Way to Provide a List of Contacts on SharePoint Page

• Standard

• List Options– By Organization, Role, or Directory Entry– For User or Everyone– Include Job Titles or not

• Single Contact Line

Name Title (optional) Work Phone Email– Name is link to their Site, Whos lookup, or organization page

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Example of Staff Directory

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Example of Role-Based for the Person Logged into SharePoint

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Defining a Contact List

• Enter URL for the Page

• Enter Information Options

• Can Repeat

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Picker Dialogs

• Pop-Up Dialog– Search with Consistent Interface– Return information to calling program

• Available for– People– Organizations– Countries

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People Picker

From Within an Application

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Organization Picker

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View into Master Data

• Application and/or Data is Available in a Specific-use Application

• Some Staff use that Application Day in and Day out

• General Users need to View, Use, or Edit that Data Infrequently

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My Training

• Lists Qualifications (training requirements for job)

• Detail Any Qualification Deficiencies (need to take a class)

• Add or List Training Classes

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My Training

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My Training Options

• Can View Other’s Training

• Can View for Another Date

• Customer Maintained Info

• Helpful Links

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Manager Interface to Recruiting

• Lists – Open Job Requisitions– Candidate Information and Resumes

• Actions– Viewed/Declined– Interview Questionnaire– Confirmation to Hire

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Manager Interface for Recruiting

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Job Information

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Applicant Interface

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Interview Results Questionnaire

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Confirmation to Hire

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Complete Web Applications

• Application is either– SharePoint Document Libraries, Lists, etc with Locally-

specific Content, Items, and/or Workflow– Collection of Web Parts on Connected Web Pages

• Can use SharePoint Navigation, Page Layouts, etc

• Have an Option to Connect Web Parts

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Web Applications

Integrated Document Management System (IDMS)

A centralized document center that manages – controlled documents– programmatic documents

That are used to – prescribe processes, – specify requirements, or – establish design.

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IDMS High Level Requirements

• Use the capabilities of built-in Microsoft Office SharePoint Server (MOSS)– Document Center Site Template– Content Types

• Core Content Type inherited from Base Content Types

• Set of Division and Directorate Content Types inherited from Core Content Types

– Out of the box and SharePoint Designer (SPD) workflows• Out of the box - Approval and Review

• SPD – Notifications and Document Number

– Search and Document Library Views(reducing reports)• Utilize the Advance Search and Search Results Web Parts

– Information Management Policies• Auditing and Retention

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IDMS Home PageContent Query

Web Part listing all

of the ORNL

Division Folders

Document Center

Web Parts:Created by

Me, Modified

by Me and Checked

Out to Me

Built-in Navigation

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Site Architecture – Document Libraries

• Document Libraries for each of the Directorates at ORNL

• Each Directorate Library has one or more folders (for divisions)

• Every folder has – Source folder (e.g., Word document) – Publication folder (PDF)

• Files loaded from previous location with application

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Site Architecture – Document Library Folders

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Site Architecture – Content Types

Every Library has the two Content Types for directorate and its divisions

There are two content type; one for the document and one for the document link

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Site Architecture – Core Content Columns

Can Add• Site Columns• Directorate

Columns• Division Columns

Empowers users to add fields for their own use

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IDMS Workflows

• Out of the box workflow for Approval and Review– Designed using browser– Associated with Core Content Types– Customized at the Directorate or Division Site Content Type

Level

• SharePoint Designer Workflow– Primarily used for notifications– Custom Document Numbering System (more details in next

(2) two slides)

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Custom Numbering SharePoint List

• Last Number – is the number last used by the workflow

• Next Number – SharePoint calculated field [Last Number] +1

• Document Code – The prefix to be used with the Next Number fields to make a unique identifier

• Document Number - SharePoint calculated field [Document Code] & “-” & [Next Number]

• Building Type – Document Series – is the related field to the user form. The user will pick a Building Type – Document Series and a workflow will look up the unique identifier to hand out then increment the Last Number by (1) one for the next request.

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SharePoint Designer Custom Number Workflow

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IDMS Advanced Search

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Information Management Policies

• What is an information management policy?– An information management policy is a set of rules for a type

of content. Information management policies enable organizations to control and track• how long content is retained

• what actions users can take with that content.

– Can help organizations • comply with legal or governmental regulations

• enforce internal business processes.

– Can be managed on at a site collection level or content type

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Policy features included in Microsoft Office SharePoint Server 2007

• Auditing

• Expiration

• Barcodes

• Labels

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Web Applications

Role Request

• Manage the roles and authorizations for computing-systems

• Specific job roles– Finance Officer

– Manager

– Project Manager

• Accounts– System Operators– System accounts

• Employee Birthright

• Special Applications

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Search for Roles using Categories or Keywords

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View Your Own Roles

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Detail of Role and What It Means

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Lessons Learned

• SharePoint Development– Required Setup of Individual SharePoint System for

Developers• Reasonable Efficiency Required Separate Disk Drive -> New Equipment

• Required a Minimum of a Day to Set Up

• Necessitated Learning about SharePoint

– Required some new skills• .NET/Visual Studio Tools skills

• SharePoint Designer

• SharePoint Central Admin

• SharePoint Development of Web Parts or Smart Parts

– Deployment Setup Difficult

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Lessons Learned SharePoint Development Training

• Attending Local Hands-on Classes– For a set of Developers– For Developers/Web Designers

• Using Consultants with .NET and Visual Studio Experience

• Searching Microsoft/General Internet

• Blogging / Weekly Live Meetings

• Using Microsoft On-Line Classes

• Attending Microsoft Conference (Office Developers and Tech Ed)

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Lessons Learned

• Using Back-End Systems

– Learn about Web Services– Need for Matching Landscapes (Development/QA/Production)

• Who has Access to Update

• How to Co-ordinate Movement between Landscapes

– Coordination of web.config• Point to same application settings

– Authorization Between Systems

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Future

• Best Value– General Use Web Parts– Dialogs– Views into Master Data– Use of SharePoint Features

• Web part

• Associated Document Library for all Application Information

• Ability to add Help information, Announcements, etc to web application pages

• Rethink?– Entire Application in Web Parts

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Questions and Thanks…

• Questions?

• Thanks to– David Broughton and Mike Miller, ORNL, for My Training

Information– Jeff Meredith (jmeredith@it4e.com), Information Technology

for Enterprises, LLC (IT4E), www.it4e.com

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Other ORNL presentations which might be of interest

• SharePoint– Monday, 11:45-Using SharePoint UI to Deliver General Use Applications, Connie

Begovich– Tuesday, 11:45-SharePoint at ORNL, Brett Ellis

• Cyber Security– Monday, 1:30-Development of a Process for Phishing Awareness Activities, Phil

Arwood– Monday, 2:15-How I Learned to Embrace the Chaos, Mark Lorenc– Monday, 4:15-TOTEM:The ORNL Threat Evaluation Method,John Gerber/Mark Floyd

• Desktop Management– Monday 4:15-On the Fly Management of UNIX Hosts using CFEngine,Ryan Adamson– Tuesday, 11:00-Implementation of Least User Privileges, Doug Smelcer– Wednesday, 11:45, Microsoft Deployment Using MDT and SCCM, Chad Deguira

• Incident Management– Wednesday, 11:00-Helpdesk Operations for Clients Without Admin Privileges, Bob

Beane/Tim Guilliams• IT Modernization

– Monday, 2:15-12 Months of Technology, Lara James