Charlotte SharePoint Saturday 2013

March 16, 2013

Skanska’s Partner Portal and External Document Management System

Steve LineberrySenior IT Architect – SharePointSkanska USA Inc.

Slides Available: http://steve.thelineberrys.com

Platinum Sponsors

Gold Sponsors

Agenda

− Introduction

− About Skanska

− Our Business Challenges

− The Solution

− Demo

− Q&A

Steve Lineberry – Skanska USA Inc.

Eight years SharePoint experience

Responsible for SharePoint at Skanska USA

Frequently attend Charlotte SharePoint Users Group and contribute on SharePoint Overflow

Interviewed on the SharePoint Pod Show

Blog: http://steve.thelineberrys.com

Who is Skanska?

− One of the world’s leading companies in construction and project development

− Four business streams Construction (building and heavy

civil projects) Residential Development Commercial Development Infrastructure Development

Local Presence with Global Strength

SwedenNorwayDenmarkFinlandUnited KingdomEstoniaPolandCzech RepublicSlovakiaHungaryUnited States

Latin America

Skanska USA Locations

Skanska USA IT− Services offered

• Service desk• Field support• Core infrastructure/data center

support• Business systems analysis• Application development and

integration services• Project management• Procurement services• Communications and training

support for IT products and services

− InformationWeek 500

University Medical CenterNew Orleans, LA

Oregon Sustainability CenterPortland, OR

World Trade Center Transportation Hub Oculus Construction New York, NY

MetLife Stadium East Rutherford, NJ

eBaySouth Jordan, UT

Typical Team Structure

− Project teams vary insize, from 10s to 100s to 1000s of people.

− Teams can span across time zones, regions and countries.

Skanska

• Subcontractors

Owner

• Architect• Engineers• Consultants

Collaboration

Scalability

Simplicity

Flexibility

Security and Audit Trail

Accessibility

Standardization

Business Challenges

in 2006

− External facing SharePoint environment started with SharePoint 2003, has been upgraded twice and is now running SharePoint 2010.

For more information, read our Microsoft case study

Solution

in 2006

Common template used as a starting point

Project teams customize the site based on the project and client needs.

Business Challenges

Today

Thousands of projects; Different team sites, Same template

Where to store documents? SharePoint, File Server, Cloud?

Multiple non-SharePoint systems used for varied aspects of the project

Project Requirements

Common Systems to manage and share info:• Owners, Architects and Engineers • Internal Skanska Operations • Subcontractors

• Enhanced information retrieval• Centralized/Standardized Access Point

• Support Personnel Mobility• Ease Transition to new projects

• Simplified project start-up • Decreased project setup time

The Solution

SharePoint Site

Template

Managed Metadata

Content Types

Content Organizer

SkyDrive Pro

Email enabled lists and libraries

Custom Solutions

Demos

Q & A

SharePoint Site Template

− Custom designed Master Page (www.synteractive.com)

− Touch Friendly UI

− Open in new window or in modal so you never leave the landing page

− Hide ribbon by default (http://steve.thelineberrys.com/option-to-show-the-sharepoint-2010-ribbon-when-hidden-by-default-2/)

− 3 different landing pages based on permissions

Hide Ribbon by Default

Code sample on my blog:http://steve.thelineberrys.com/option-to-show-the-sharepoint-2010-ribbon-when-hidden-by-default-2/

Metadata or Folders?

− How many of you have tried to convince your company on using metadata for files instead of folders?

− http://www.youtube.com/watch?v=B_5p6VYYlcs&feature=youtu.be

− This video was part of an attempt at my best Billy Mays impression back in 2009 when I had more hair

− No bites back then but when SP 2010 came out with the managed metadata service, I got some traction.

Managed Metadata

− Metadata Navigation can replace folder navigation (Masterpage modification required to display within a modal)

− Type ahead or select from list

− Allows multiple terms to be assigned a single document/item

− Centrally Managed and Site Collection Managed

− Multiple labels/names for a single term

− 38 Page document outlining the taxonomy

Metadata Navigation can replace folder navigation

Allows multiple terms to be assigned a single document/item

Centrally Managed and Site Collection Managed

Multiple labels/names for a single term

Content Types

− A reusable collection of settings that you can apply to a certain category of content

− Enable you to manage the metadata and behavior of a document, item, or folder in a centralized, reusable way

− Built upon Site Columns

− Needed for Content Organizer

Content Type Syndication Hub

− Managed through UI

− Managed by Non-Developers

− Managed in Visual Studio

− Large number of databases

− Need access to content types during feature activation of site template

Yes No

Content Organizer

− A way to submit documents to a single “drop off library” and based on metadata rules, documents can be routed to a final destination

− In our solution all users will upload documents to the drop off library, then Skanska employees will receive an alert notifying them of submitted documents. Those Skanska employees will approve the document by changing the content type, fill in the metadata and then the document will route to the correct destination.

Batch Edit

− Custom Solution

− Started with code from CodePlex:• http://sp2010batchedit.codeplex.com/

− Fixed a few bugs

− Modified to allow bulk content type changes

− Modified to approve documents

− Modified to route document if in a drop off library• http://steve.thelineberrys.com/process-drop-off-library-items-p

rogrammatically/

Metadata Based Security

− Custom Solution

− Consists of an event receiver that does the work and an application page for configuration

− Changes item permissions based on data in a column of the item

− Notice metadata matched permissions

Working with Multiple Files

− Already shown Batch Edit

− Upload Multiple files using Office Active-X control

− Open with Windows Explorer / Explorer View

− SkyDrive Pro / SharePoint Workspace

− E-mail enabled lists and libraries

− Download as a Zip

SkyDrive Pro− Allows you to select the folder where the files will sync

to and provides better application support

− Shows up in list of Favorites in Windows Explorer

− Syncs in the background using delta sync just like SP Workspace

− Full application compatibility because file has a REAL physical path unlike SP workspace (Important for CAD based software which most times require external references)

− Currently only available with Office 2013 but standalone FREE version and iphone/ipad version available summer of 2013

E-mail Enabled Lists and Libraries

− Creates an email address for a list or library

− Can create folders based on sender or subject

− List support• Document, picture, or form library• Announcements list• Calendar list• Discussion board• Blog

Download as a Zip

− Custom Solution

− Allows a user to select multiple documents and the system will package them in a zip file for the user to download• Streams file to user as it is building the zip to

reduce CPU load on servers and give instant gratification to end user

• Throttles files based on current server’s health score using SPPerformanceInspector

Recap

Q & A