Structure of the global framework in SharePoint (MOSS 2007) Matthias Otto (GRS), Stefan Kraemer (BMU) 05th July 2011 GNSSN Workshop on National Nuclear Regulatory Portals

Agenda Introduction What is SharePoint? Capabilities of SharePoint More Features Q&A Ladies and Gentlemen, welcome back after the lunch. In the next minutes my colleague, Matthias Otto and me, Stefan Krämer, from the GRS, will present you the framework of Microsoft SharePoint. Therefore we talk about, what SharePoint is all about. This includes, what are the main capabilities, are there also more features. And if you have any questions, we will try to answer them. GNSSN Workshop on National Nuclear Regulatory Portals, 04–06 July 2011, BMU, Bonn, Germany

What is SharePoint? Microsoft Office SharePoint Server (MOSS) 2007 is an integrated suite of server functionalities that provides comprehensive content management enterprise search accelerates shared business processes and facilitates information sharing. These technologies range from collaboration to portals to enterprise search to workflow and business process. Let us start with the question, what is SharePoint? Microsoft Office SharePoint Server, abbreviated MOSS, 2007 is an integrated suite of server functionalities that provides comprehensive content management, enterprise search, accelerates shared business processes and facilitates information sharing. That is what Microsoft says about MOSS 2007. By the way, you see the GNSSN is based on the 2007 version and perhaps you have heard that last year a new version was released. According to my information, the IAEA would like to upgrade to SharePoint 2010. I would recommend it anyway. But back to the presentation… GNSSN Workshop on National Nuclear Regulatory Portals, 04–06 July 2011, BMU, Bonn, Germany

Capabilities of SharePoint Collaboration Portal Search Content Management Business Intelligence SharePoint capabilities ranges from collaboration to portals to enterprise search to workflow or content management and business processes. And about these areas, we will now briefly report. GNSSN Workshop on National Nuclear Regulatory Portals, 04–06 July 2011, BMU, Bonn, Germany

Business Intelligence Collaboration Collaboration Portal Search Content Management Business Intelligence Document libraries Tasks, calendars Blogs Wikis Email integration Email Notifications Project management Outlook integration Offline documents and lists Nowadays, teams work in different locations or at different time zones. So there is a need for a common working platform. SharePoint supports this distributed work by various features. There are document libraries and lists in which documents (e.g. Word documents or PowerPoint slides) or other information can be stored. More details to document libraries are explained in the content management section later. Furthermore, there are task lists for job scheduling and appointment calendar. Even blogs and wikis are provided by SharePoint. For all lists and libraries you can configure alerts so that you are notified about changes by email. GNSSN Workshop on National Nuclear Regulatory Portals, 04–06 July 2011, BMU, Bonn, Germany

Business Intellegence Collaboration Collaboration Portal Search Content Management Business Intellegence Email integration Send Email to SharePoint lists Send Email from SharePoint sites Receive an email notification when changes are made Outlook integration Outlook supports taking document libraries offline Bidirectional synchronization of calendar and tasks SharePoint 2007 is almost seamless integrated in Office 2007. This means, among other things, that calendar can be synchronized with Outlook. This also applies to tasks. Another feature of Outlook 2007 and Share Point 2007 is the ability to store and edit document libraries offline. These can then be synchronized when you are next online. In addition to the email notification, it is also possible to send emails to libraries. The message or the attachments are then stored in the library. Lists also have the capability to process incoming email messages. For example a announcements list can be configured with an e-mail address that users can send messages to. When a user sends a message to this e-mail address, the content of the message is saved as a new announcement in the list. GNSSN Workshop on National Nuclear Regulatory Portals, 04–06 July 2011, BMU, Bonn, Germany

Business Intelligence Portal Collaboration Portal Search Content Management Business Intelligence Various site templates mySites Knowledge Network Social networking Privacy control In SharePoint 2007 different templates for Collaboration, Meetings, Enterprise and Publishing are available. Another Feature of SharePoint is the mySite. My Site is a personal site that gives you a central location to manage and store your documents, content, links, and contacts. My Site serves as a point of contact for other users in your organization to find information about you, your skills and interests. The whole portal is security trimmed. You only see that sites, lists and documents, you have the permissions to see. GNSSN Workshop on National Nuclear Regulatory Portals, 04–06 July 2011, BMU, Bonn, Germany

Portal Breadcrumb navigation Top navigation Quick launch Recycle bin At the top of every page of the GNSSN portal you can find the breadcrumb navigation. Based on this navigation, you can see at all times where in the site structure you are. Below the breadcrumbs is the top navigation. This navigation contains the main links of the site. On the left side is the Quick Launch. With this bar you can reach the various libraries and lists of each site. At the lower end of the quick launch is the recycle bin. The recycle bin can be used to review and, if necessary, restore items previously deleted from SharePoint. Items that can be restored include documents, list entries, document libraries and lists. Deleted items are placed in the recycle bin until they are manually purged from the recycle bin or until they have been in the recycle bin for a set number of days, defined by a technical SharePoint administrator. GNSSN Workshop on National Nuclear Regulatory Portals, 04–06 July 2011, BMU, Bonn, Germany

Business Intelligence Search Collaboration Portal Search Content Management Business Intelligence Contextual relevance Receive alerts and RSS feeds of search results Rich people und business data search SharePoint provides extensive content indexing and searching capabilities. These capabilities allow users to search for content in SharePoint (such as sites, lists, libraries, list items and documents). The results are sorted by relevance, but you can also sort the results by date. After you perform a search, you can configure a notification. Then you receive an email when any of the search results change. Or you can subscribe to RSS feeds of search results. GNSSN Workshop on National Nuclear Regulatory Portals, 04–06 July 2011, BMU, Bonn, Germany

Business Intelligence Search Security Trimmed UI Only show UI to users to which they have access Breaking through silos of information Search in the context of documents, not only in documents title Search improvements – relevancy, hit highlighting, query correction Find people and expertise Collaboration Portal Search Content Management Business Intelligence The search in SharePoint 2007 is security trimmed. This means, you can only view the documents in the search results you have permission to see. SharePoint search not only in documents title, it search also the context of the documents. Beside of documents you can search for people and expertise. GNSSN Workshop on National Nuclear Regulatory Portals, 04–06 July 2011, BMU, Bonn, Germany

Business Intelligence Content Management Collaboration Portal Search Content Management Business Intelligence Integrated document management Check-in/check-out with comprehensive versioning Records management Web content management with Policies workflows Sharepoint provides many content management capabilities like Check-in and –out. Check-in / Check-out After opening a document for editing from a document library and saving your changes, other users can immediately view the modifications by opening the document themselves. There may be times when you will want to make changes that are not seen by others until you are ready. Check-In and Check-Out also prevents other user from editing the document. The way to handle these situations is through a control mechanism such as the check-in and check-out capabilities of SharePoint. Versioning Like many other document management platforms, SharePoint document libraries have the ability to store every instance of a saved document as a separate version of the file. A document library that has document versioning enabled allows you to view previous versions of a document from the Version History window. The Version History window provides the ability to restore an older version of the document. GNSSN Workshop on National Nuclear Regulatory Portals, 04–06 July 2011, BMU, Bonn, Germany

Business Intelligence Content Management Collaboration Portal Search Content Management Business Intelligence Document Management Scalable document libraries and repositories Workflow and approval Security and tracking Enterprise Content Management Content Types Compliance and multi-lingual scenarios Rich and seamless Office integration Workflow Another aspect of the content management capabilities of SharePoint are workflows. A Workflow is the execution of a defined business process incorporating the corresponding responsibilities, actions, tasks, and documents into the process. SharePoint provides many benefits to implementing a business process as a workflow because tasks, documentation, and data are maintained in a central location. Various workflows are included in SharePoint 2007. For example, there exists a workflow for approval. Furthermore SharePoint provides Content types and multi-lingual scenarios. As mentioned before SharePoint enables an almost seamless integration with Office 2007. GNSSN Workshop on National Nuclear Regulatory Portals, 04–06 July 2011, BMU, Bonn, Germany

Business Intelligence Collaboration Portal Search Content Management Business Intelligence Server-based excel spreadsheets and data visualization Report center BI web parts KPIs/Dashboards In the field of Business Intelligence SharePoint provides Excel-Services for data visualization. You can use the report center to show your own tasks from every site or from you checked-out documents or even more. The Business Intelligence capability provides special webparts for presenting you business data in lists and libraries. More about webparts will tell you my colleagues in one of the next presentations. GNSSN Workshop on National Nuclear Regulatory Portals, 04–06 July 2011, BMU, Bonn, Germany

Thank you for your attention! Contact: Matthias Otto Gesellschaft für Anlagen und Reaktorsicherheit (GRS) mbH Schwertnergasse 1 D-50667 Cologne Matthias.Otto@grs.de Stefan Kraemer Federal Ministry for the Environment, Nature Conservation and Nuclear Safety Division RS I 5 Robert-Schuman-Platz 3 D-53175 Bonn Stefan.Kraemer@bmu.bund.de Now we come to an end. If you have any questions, don‘t hesitate to ask us or write us an email. Thank you for your attention! GNSSN Workshop on National Nuclear Regulatory Portals, 04–06 July 2011, BMU, Bonn, Germany