Tài liệu Module 1: Introduction to SharePoint Portal Server ppt

Contents Overview 1 Common Obstacles to Implementing an Effective Document Management Solution 2 Introduction to SharePoint Portal Server 11 Using SharePoint Portal Server as an Eff

Contents

Overview 1

Common Obstacles to Implementing an

Effective Document Management Solution 2

Introduction to SharePoint Portal Server 11

Using SharePoint Portal Server as an

Effective Document Management Solution 14

Review 28

Module 1: Introduction

to SharePoint Portal Server

Information in this document is subject to change without notice The names of companies, products, people, characters, and/or data mentioned herein are fictitious and are in no way intended

to represent any real individual, company, product, or event, unless otherwise noted Complying with all applicable copyright laws is the responsibility of the user No part of this document may

be reproduced or transmitted in any form or by any means, electronic or mechanical, for any purpose, without the express written permission of Microsoft Corporation If, however, your only means of access is electronic, permission to print one copy is hereby granted

Microsoft may have patents, patent applications, trademarks, copyrights, or other intellectual property rights covering subject matter in this document Except as expressly provided in any written license agreement from Microsoft, the furnishing of this document does not give you any license to these patents, trademarks, copyrights, or other intellectual property

 2001 Microsoft Corporation All rights reserved

Microsoft, Active Directory, Active X, FrontPage, JScript, MS-DOS, NetMeeting, Outlook, PowerPoint, SharePoint, Windows, Windows NT, Visio, Visual Basic, Visual SourceSafe, Visual Studio, and Win32 are either registered trademarks or trademarks of Microsoft Corporation in the U.S.A and/or other countries

Other product and company names mentioned herein may be the trademarks of their respective owners

Instructor Notes

This module provides students with an understanding of Microsoft®

SharePoint™ Portal Server

After completing this module, students will be able to:

Describe the common obstacles to implementing an effective document management solution

Describe the major features of SharePoint Portal Server and describe the characteristics of SharePoint Portal Server workspaces and a digital dashboard

Demonstrate how SharePoint Portal Server can be used to improve the document management capabilities of an organization

Materials and Preparation

This section provides the materials and preparation tasks that you need to teach this module

Required Materials

To teach this module, you need the following materials:

• Microsoft PowerPoint® file 2095a_01.ppt

Preparation Tasks

To prepare for this module, you should:

• Read all of the materials for this module

Presentation:

90 Minutes

Module Strategy

Use the following strategy to present this module:

Common Obstacles to Implementing an Effective Document Management Solution

Explain the common obstacles to implementing an effective document management solution Let students know that after you have explained the common problems in a general way, and after a brief introduction to its features, you will show that SharePoint Portal Server provides a solution to each of these issues

Introduction to SharePoint Portal Server Describe the characteristics of SharePoint Portal Server workspaces and a digital dashboard

Using SharePoint Portal Server as an Effective Document Management Solution

Explain how SharePoint Portal Server provides a solution to each of the issues you explained earlier that relate to designing a document

management solution

Overview

Common Obstacles to Implementing an Effective Document Management Solution

Introduction to SharePoint Portal Server

Using SharePoint Portal Server as an Effective Document Management Solution

*****************************I LLEGAL FOR N ON -T RAINER U SE *****************************

Every organization has valuable knowledge, about its customers, products, processes and competitors, locked away in people’s minds, on paper, and in

electronic form Knowledge management is the process of organizing this

knowledge and making it available to the employees who make the day-to-day decisions that ultimately determine the success or failure of a business

To make this happen, knowledge management requires effective search and

document management systems so that employees can quickly and easily find

and manage information Document management is using technology to enable people to create, share, and collaborate on documents

After completing this module, you will be able to:

Describe the common obstacles to implementing an effective document management solution

Describe the major features of Microsoft® SharePoint™ Portal Server and describe the characteristics of SharePoint Portal Server workspaces and a digital dashboard

Demonstrate how SharePoint Portal Server can be used to improve the document management capabilities of an organization

In this module, you will learn

about the common

obstacles to implementing

an effective document

management solution and

how SharePoint Portal

Server provides a solution to

each of these obstacles

Common Obstacles to Implementing an Effective

Document Management Solution

Organizing Documents

Finding Documents

Enabling Collaboration

Providing Update Notifications

Implementing Approval Processes

Ensuring Document Security

Providing Scalability

*****************************I LLEGAL FOR N ON -T RAINER U SE *****************************

There are a number of obstacles that are commonly encountered when attempting to implement an effective document management solution For example, document organization can pose a problem such that employees may find large and complex information sources, such as multiple file shares, difficult to use because they seldom include a consistent organizational framework Further, employees can have difficulty collaborating with others on documents, controlling access to documents, and making documents available

to others in their organization Employees also often have difficulty accommodating different document approval processes, keeping track of document updates, controlling access to documents, and ensuring that documents are not lost or overwritten When a company’s knowledge base grows, it is often difficult to ensure that servers respond quickly and that there

is enough disk space for documents This section discusses each of these obstacles

Topic Objective

To outline this topic

Lead-in

Employees spend most of

their business day creating,

managing, and using

information; however,

finding information is one of

the common challenges that

these employees face

Ask your students to give

some examples of how their

organizations use search

and document

management

Organizing Documents

Methods for Organizing and Storing Documents

Effects of Poor Document Organization

*****************************I LLEGAL FOR N ON -T RAINER U SE *****************************

Document organization and storage provides a critical framework for the development of an effective document management solution Documents must

be organized and stored in a way that facilitates easy access to that information

Methods for Organizing and Storing Documents

The methods used to establish storage locations can differ from one group to another within an organization, introducing unwanted complexity

Using Metadata

Document organization refers to the location of files and any metadata that is

used to help organize the files Metadata is descriptive information about a document — such as the folder name, date of creation, author, and keywords — that is stored with the document, but is not a part of the document This

information is used to help users find the most relevant information during a search

Using a Folder Hierarchy

Documents are typically stored in a folder hierarchy by using some type of organization scheme For instance, the files can be organized by date, content,

or job function, and the folders can show hierarchical relationships This organization scheme, however, provides very little additional information about the type or purpose of the files in the folders

For example, at one extreme, you could store 1,000 files in a single folder Although this provides an effective method for storing similar types of information, it provides little help in differentiating one file from another At the other extreme, each file could be stored in its own folder, with the folders organized in a large hierarchy, resulting in well over 1,000 folders Each file having its own folder provides additional information, as does the hierarchical relationship among the folders However, moving through the folder hierarchy makes accessing the file that you need a difficult, time-consuming activity

Effects of Poor Document Organization

Poor document organization can make it difficult to:

Access documents Poor document organization can make it difficult to find

information

Collaborate Poor document organization can also affect the ability to

effectively collaborate on the creation of a document For example, if a document is created by a team of workers and it is stored on a server as well

as on local stores, it can be difficult to determine which version of the document is the most current, who made the changes, and so on

Provide update notifications Inefficiencies can result if a document is

updated but other people in an organization are not informed that it was

updated

Approvals Inaccuracies can result if a document is not adequately reviewed

Ensure security Other aspects of document management can also be

affected by poorly designed document organization structure, including document access, approvals, security, and scalability

Provide scalability If documents are not organized properly, users in other

departments may have difficulty finding the documents

As difficult as these issues are in an existing document management system, they become significantly more difficult when the number of documents suddenly increases, such as when two organizations merge, a corporate division

is reorganized, or a small solution gets scaled to the entire corporate environment Even the addition of new documents to an existing document folder hierarchy can be difficult if the existing solution is not effective and flexible

Finding Documents

*****************************I LLEGAL FOR N ON -T RAINER U SE *****************************

The ability to find the appropriate information quickly is a basic requirement for any document management solution

Methods for Finding Documents

To find a document, you typically browse or search for it

Browsing Browsing enables users to find documents by navigating through

a hierarchical structure that contains documents

Searching Searching enables users to find documents by specifying

document properties

Barriers to Effective Document Access

There are many barriers to quickly finding the most appropriate information, including:

Inadequate information or information overload Searches often result in

too little or too much information When there is too much information, users experience information overload since important information is often obscured by the volume of information

Too many informational sources Users must often look though different

forms, file formats, and storage locations because information is often located on file servers, Hypertext Markup Language (HTML) pages on Web servers, or e-mail on messaging servers

Single data source Searching is generally performed on one data source at a

time which makes finding content even more difficult

Outdated information Finding the most current information, including

updates to important documents, is often difficult

Slow response time When working with a large numbers of files, response

time for search results can be long

Enabling Collaboration

Barriers to Effective Collaboration

*****************************I LLEGAL FOR N ON -T RAINER U SE *****************************

Many of the documents that are created in organizations are developed by team members who work together collaboratively There are various ways that team members can collaborate For example, a program manager might produce the initial draft of a document, another team member might alter the document based on his or her area of expertise, a graphic artist might add illustrations, and then an editor might refine the document’s final wording Because collaboration

is becoming increasingly common in the workplace, it is supported in organizations

Barriers to Effective Collaboration

Although collaboration on a document is generally a good practice, there are a number of barriers to collaboration:

Lack of document version control When more than one person is working

on the same document, it is difficult to blend all those different versions into

a single document

Inability to discuss document changes If people cannot gather in the same

room to collaborate on creating or revising a document, they are not able capture the possibilities of the collaborative process Similarly, if they are not able to capture their thoughts about the document in a collaborative application, the same problem can result

Inability to track previous document versions This can lead to duplication

of efforts or the deletion of needed documents

Lack of document version history When a group or team works together on

a document, it is important to be able to note changes that were made, and make comments Fortunately, Microsoft® Word has a number of features for keeping track of changes and comments Previous versions of a document often must be accessed when critical information is lost or if a previous version is later deemed to be best

Let’s examine some of the

problems associated with

collaborating on documents

Providing Update Notifications

Resource Documents

E-mail Notification

of Changes

Team Members

*****************************I LLEGAL FOR N ON -T RAINER U SE *****************************

One of the many challenges facing knowledge workers is the requirement to stay up-to-date on changing topics Knowledge workers frequently create a document in a team environment, using information that is being constantly updated, both on an intranet and on the Internet This changing information is located in both the documents they are working on and in the resources they are using An effective document management solution must address both of these issues

Notification Issues

Keeping track of changes in a document that a team is working on is part of the collaboration issue previously described In addition, it is important to know when a document has been updated, deleted, moved, or has just become available for the first time

Notifying a user of changes in a document should occur quickly, and the information should be easily accessible Ways to address this problem often include a subscription to some document management system, with

notifications being sent through e-mail, or placed on a personalized Web site In keeping track of changes in resource documents, an effective document

management system must track all of the documents you use, both on your local intranet as well as the Internet

Implementing Approval Processes

*****************************I LLEGAL FOR N ON -T RAINER U SE *****************************

An approval process implies that one or more people must approve a document before it goes to the next stage in the approval process This is generally done in the context of a larger organizational structure, and any given document may have to go through several approval processes This might be a one-step process; such a manager approving an expense report, or a multistage process, such as a proposal that is first developed by a team and then sent through a routing process that requires approval or rejection at several management levels

Problems in Implementing Approval Processes

When you design a document approval process, you must decide the following:

When should (or can) someone approve a document?

How will someone access a document to be approved?

What is the process for indicating approval, such as sending e-mail notification?

How does a serial approval process move the document from one approver

to another?

What happens to the document after approval?

How do you accommodate a variety of approval scenarios, including approval by an individual approver, approval by a single member of a group

of approvers, or approval by a series of approvers?

Let’s examine some of the

problems you might

encounter in implementing

an approval process

Ensuring Document Security

Read-only Access

Deny Access

*****************************I LLEGAL FOR N ON -T RAINER U SE *****************************

It is a rare company that allows everyone access to all of the documents and files that the company maintains In most companies there are procedures and rules that determine how information is accessed Administrative and document management security features must address the issues of differentiated access to documents, and prevention from both willful and inadvertent destruction of files

Document Security Issues

Most companies have a document security system that provides file access to people who need it and keeps non-approved people from seeing sensitive information A document security system must also provide various levels of access to a document, such as read-only access and the ability to author, and it should be possible to give varying levels of access to files or collections of files

In addition to security on a document or folder, a document management solution must also provide a means of setting those security levels and providing the proper access to the users who will be making those settings This generally requires someone at an administrative level to set the security level for individuals or groups

Topic Objective

To describe the document

management problems that

involve security issues

Lead-in

Let’s examine some of the

security issues that you

might encounter in a

document management

solution

Providing Scalability

Department

Organization

*****************************I LLEGAL FOR N ON -T RAINER U SE *****************************

After a successful document management solution is implemented, it inevitably grows as more users and more information are added For example, a document management solution may grow as it matures from a departmental solution to a corporate solution As this occurs, response time can slow down Accordingly, the ability to make a good document management solution scalable is critical

Reasons for a Scalable Solution

User base growth can occur for a number of reasons: good solution, growth of department, or merger with another organization When the number of users increases, it can result in the creation of various new organization structures, approval processes, security processes, update schedules, and so on A good document management solution needs to address these issues of scalability

Topic Objective

To describe the problems

associated with scaling a

Introduction to SharePoint Portal Server

Document Management Workspace

Web Parts

Reusable content

*****************************I LLEGAL FOR N ON -T RAINER U SE *****************************

SharePoint Portal Server is based on the Web Storage System The Web Storage System is a hierarchical database that uses a folder structure similar to that of a file system The Web Storage System supports a wide range of access methods and provides a number of development features that are implemented

in the architecture of SharePoint Portal Server

Defining Workspace

The highest level in the SharePoint Portal Server document architecture is the workspace A SharePoint Portal Server workspace is an organized collection of documents, content sources, and components of SharePoint Portal Server that are used to enable a more effective document management experience

There are three types of workspaces:

Document management workspace

Search workspace

Index workspace

A document management workspace provides search capabilities and a searchable index of information Dedicated search and index workspaces can be used in an enterprise environment when necessary

Document Management Workspace

The document management workspace contains the document library where documents are stored on the server, management tools, the category structure, a digital dashboard interface and the supporting dashboard components, and a searchable index of information A document management workspace can store any type of file, including spreadsheets, faxes, graphics, audio files, Web pages, presentations, and scripts

Topic Objective

To describe the

characteristics of

SharePoint Portal Server

workspaces and a digital

dashboard

Lead-in

In this topic, we will discuss

the characteristics of

SharePoint Portal Server

workspaces and a digital

dashboard

For Your Information

If students need more

information about the Web

Storage System, please

direct them to Course 2019,

Make sure that your

students understand that the

document management

workspace includes search

capabilities

A document management workspace can also contain indexes of content stored

on network file servers, Web sites, Microsoft Exchange servers, Lotus Notes databases, and other SharePoint Portal Server workspaces An organization can have one workspace or multiple workspaces, depending on its needs One SharePoint Portal Server computer can host up to 15 document management workspaces

Search Workspace

A workspace that is dedicated to searching is similar to a document management workspace The only difference is that a dedicated search workspace does not store any local content Instead, a search workspace index

is created from content sources that point to external information stores or that receive indexes propagated from dedicated index servers, and index

workspaces

External information stores can be other SharePoint Portal Server workspaces, intranet or Internet sites, public folder hierarchies in Microsoft Exchange 2000 Server and Microsoft Exchange 5.5 Server, Lotus Notes 4.6a+ and R5

databases, local file systems, and networked file servers

Index Workspace

An index workspace is typically located on a SharePoint Portal Server

computer dedicated to indexing, from which it can crawl (examine documents

and create indices that describe the documents) content on external information stores and propagate their indexes back to one or more search or document management workspaces

Defining Dashboard Site

When creating a workspace, SharePoint Portal Server also creates an associated Web site By using a Web browser, a user can perform document management tasks and search for information in a number of ways This is especially valuable for users who are using operating systems other than Microsoft Windows® 98, Microsoft Windows NT® 4.0, or Windows 2000 Those users do not need to upgrade or change their software to benefit from SharePoint Portal Server deployment

The portal that is included with SharePoint Portal Server is called the

dashboard site and uses Microsoft Digital Dashboard technology A digital dashboard consists of Web Parts, which are reusable components that contain

Web-based information Assembling Web Parts in a digital dashboard framework is an easy and flexible way to customize a Web site The dashboard site that is included with SharePoint Portal Server includes many key features implemented as Web Parts

Your dashboard site includes Web Parts that give you access to SharePoint Portal Server search and document management features In addition, there are four Web Parts for the home page: News, Announcements, Quick Links, and Subscriptions Summary

You can add value to your dashboard site by adding Web Parts that display business information such as news headlines and stock tickers, collaboration tools such as Microsoft NetMeeting®, or general information such as weather or driving directions You can also create custom Web Parts to tailor the

dashboard to meet the specific needs of your organization For example, you could add a Web Part that displays a Microsoft Excel spreadsheet with your quarterly sales figures You can also import Web Parts supplied by SharePoint Portal Server to your own Web site