Case Study: SharePoint Pilot Project

Case Studies

SharePoint Pilot Project

Project	Development and Implementation of a SharePoint 2007 Document Control System Pilot Project for a Hospital District
Objectives	Organize the laboratory documentation files into a current electronic system providing easy access a (including searches) of documents in support of laboratory operations. The system was also intended to provide a workflow for review approval and release of documents into the system for use. The system also was to provide security for control of access to these documents.
Unique Issues	Insight 1, Inc., while expert in the development and installation of SharePoint based systems, did not have the oversight of the IT network with which this system needed to interface and integrate with. On the other hand, the client had no experience with the SharePoint type system.
Results	Insight 1, Inc. IT personnel, on invitation of the client, assisted the client in selection and installation of the SharePoint System and integration of the system onto the existing network such that it could be utilized for this Pilot Project in the Laboratory, but subsequently leading to a network wide implementation for additional applications as a means to improving overall operation of the system. Final configuration of the installed system resulted in the development of 8 user screens and the training of 8 super-users which would provide further training to the hospital’s staff. In addition, 50 documents were identified as the pilot documents for the system and those were implemented into the system using SharePoint’s workflow methodologies. The project was completed over a three month timeframe. The implementation of the SharePoint document control system, even as a pilot system, the reduced access time to lab procedures and instructions to near instantaneous for lab employees while providing the means to maintain document revisions and versions current. The only alternative was to manually search unorganized manuals. In a test, employees were not able to find three documents chosen at random using their manual filing system.
Description of Services	Insight 1, Inc. supported the Information Technology Development department in development, implementation and evaluation of a pilot system for managing documentation management for the hospital laboratory. The laboratory possessed many volumes of procedures and reference documents related to regulatory collecting, handling, processing and testing biological patient specimens. These documents, stored in hard copy form of an extended period of time contained duplicates and outdated documents and were not readily available to laboratory staff due to the difficulty in locating a document of current effectiveness in a reasonable period of time to be effective as a source. The following is a list of support functions that Insight 1, Inc. provided the Client in performing for the SharePoint 2007 Pilot Project: Developed Requirements for the system functionality Assisted in SharePoint acquisition Assisted in server configuration Conducted User Setup Site Setup Facilitation of business processes to conform with SharePoint Assisted in Setup of Documentation for use in the evaluation Supported User Testing Led the effort for Debugging and correction of Errors The above led to a successful evaluation and resulted in the basis for an ongoing project to review and migrate the lab documentation onto the new SharePoint based system.
Methodologies	Insight 1, Inc. combined its knowledge of SharePoint Technology with its expertise in processes and best practice to create an effective document management capability for the hospital’s laboratory. This resulted in reducing document access time dramatically and providing needed control of revisions and additions to the reference library for the lab. This also avoided potential exposure to regulatory non compliances in future audits and assessments of the lab operation.