Improved Processes & Collaboration with SharePoint

Richard Bernhard

Executive Director, Kenan Institute Asia

© 2012 Kenan Institute Asia

Improving Processes and Collaboration through SharePoint

Kenan Institute AsiaTech4Good SummitBintan, Indonesia

May 22, 2012

© 2012 Kenan Institute Asia

� Bangkok-based non-profit providing sustainable development services in Thailand, Cambodia, Laos, Vietnam and Southern China (registered in Laos and Vietnam)

� 55 full time staff and a network of project staff and consultants

� Working in Four program areas: education, business, public health and corporate social responsibility

� Partner of Microsoft on community projects in Thailand for 8 years

� Designated as a Microsoft Strategic NGO Partner in 2009

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Introducing Kenan Institute Asia

© 2012 Kenan Institute Asia

� Reap benefits of moving from paper to digital format – increase efficiency and accountability, greater utilization of resources, better reporting and record keeping, eco-friendly, disaster preparedness

� Remote access to approvals and information

� Booking resources, organizing training schedules, getting travel expenses signed

� Easy access to project information

� Sharing cross-unit information sharing for better internal coordination and ultimately improve client services

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Drivers for Adopting SharePoint

© 2012 Kenan Institute Asia

� K.I.Asia used latest MS software (Windows, Office, Outlook)

� MS recommended SharePoint in order to share information, manage documents from start to finish, and publish reports to help everyone make better decisions

� Microsoft SharePoint 2007 was installed in September 2010

� External IT consultant contracted to adapt K.I.Asia process to SharePoint

� Other software installed - Microsoft Office 2010, CRM 4.0, Exchange 2007, SQL Server Enterprise, Windows 7.

� For hardware side, the new system included 7 Servers, 3 Tablet PCs, 28 Laptops and 63 PCs.

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The SharePoint Solution

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� Sharing general information for the Institute - key documents, employee database, HRand training information, budget-to-actual information, etc. (fully operational)

� Managing resources - cars, equipment, offices (fully operational)

� Leave and travel, “who is where?” (currently testing)

� Invoice and payment tracking (currently testing)

� Client pages – all key documents (proposal, agreement, budget, project tracking, reports expert CVs, etc.) for each project of a particular client (partially implemented)

How do we use SharePoint?

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SharePoint Citi Team Site

© 2012 Kenan Institute Asia

� Easier sharing of information

� Better reports for senior management and project staff

� The ability to access information while travelling outside of the office

� The ability to track document changes

� The ability to design and develop reports and other public documents

� Better management of resource

� More coordinated project and client management

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Qualitative Outcomes

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Quantitative Outcomes

� Efficiency of related tasks has improved by 15 per cent

� A corresponding savings of US $125,000

� Time savings are pegged at around 20 per cent

� A corresponding savings Kenan US $150,000.

� Savings allow the Institute to conduct two-three additional medium-sized projects for the community per year

© 2012 Kenan Institute Asia

What worked well and what didn’t?

� Software adaptation has been successful

� Managing of resources and project information is very useful

� Getting some staff to change their attitudes and practices has been a challenge

� Still transitioning…

� Next steps include making use of the business tools (Dash Board, KPI tracking, etc.)

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© 2012 Kenan Institute Asia

THANK YOU

For more information contact:

Richard Bernhard at richardb@kiasia.org

Or visit:

www.kiasia.org