Office System DevCon

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BrightWork IT Work Manager for SPS 2003

• Technical Decision Maker Scenario

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Introduce BrightWork to Team

• Jim Corbin, FabriKams CTO, attends a SharePoint
  Portal Server (SPS) training seminar. Whilst
  there, he also attends a presentation about a
  SharePoint extension called BrightWork. The
  product looks interesting, as it specifically
  designed for managing work and projects on SPS,
  with a particular focus on the requirements of IT
  Departments. Jim takes the free 120 day trial CD
  back to the office and installs it on the server.
  
• He spends a few days experimenting and decides
  that he is going to get his team to start using
  the supplied Customer and Systems Support
  Requests template and also to conduct a trial of
  the Issue Manager. When he tells Deputy CTO
  Christine Chang about BrightWork, she wants to
  trial the Software Development Projects - Agile
  template.
• The Issue Manager trials will be conducted on a
  comparison basis half the team will continue to
  work as before, using a mixture of email and
  Microsoft Excel, whilst the other half will use
  the two BrightWork templates to manage their work
  and projects.

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Introduce BrightWork to Team

• The first thing Jim does is give his team a
  presentation on BrightWork. He starts by telling
  them about the 2 major technical SharePoint gaps,
  that BrightWork has filled, that he thinks will
  make a huge difference to the department,
  including
• A web part called the List Item Report that can
  pull list data from multiple SharePoint webs,
  subwebs and lists and display it in a single
  view-like report
• An advanced BrightWork List that includes
• Per-item email notification
• Field change history
• Comment history
• Advanced layout options

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Introduce BrightWork to Team

• List Item Report

• Pulls list data from multiple webs and lists
• 7 reports supplied
• Works on SPS dashboard
• Lots of configuration options available from
  tool pane
• Print-friendly
• Export to Excel
• Create your own report in XML

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Introduce BrightWork to Team

• Enhanced BrightWork List

• Advanced list settings page with
• Unique Reference number
• Email notification
• Indelible comment history
• Indelible field change history
• Advanced Layout options via Front Page

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Introduce BrightWork to Team

• Jim explains that when you install BrightWork on
  SPS, 2 site hierarchies called Contoso
  BrightWork are also created
• ContosoThis is an example of what an IT
  Departments site hierarchy might look like using
  a fictional company called Contoso. It contains
  many work items and sample projects
• BrightWorkThis is a empty site hierarchy that
  allows you to avail of the functionality
  available in Contoso in theory you can be up
  and running using BrightWork minutes after
  installing

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Introduce BrightWork to Team

• Contoso Site Hierarchy

• Top level BrightWork site
• All projects in Projects Area
• Project List web part (one of the List Item
  Reports)
• Web Hierarchy web part
• Project Creator web part (click Administration
  Utilities)

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Introduce BrightWork to Team

• Jim explains that they will be using 3 templates
  available in Contoso in their BrightWork trial
• Issue Manager
• The IT Support Area
• Software Development Projects - Agile

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Introduce BrightWork to Team

• Issue Manager

• For managing non-project related Issues
• Includes Issue locator for quickly finding
  issue by reference number
• Custom Issue report displaying all issues
• RYG Export web part for Emailing and Printing
  reports

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Introduce BrightWork to Team

• IT Support Area

• For managing support desk work items
• Includes custom List Item Reports
• Can act as holding site for many support sites
• Sample support site

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Introduce BrightWork to Team

• Software Development Projects - Agile

• For managing projects following MSF Agile for
  Iterative Software Development
• Includes templates for the most common agile
  process / deliverables (e.g. builds, bugs, etc.)
  and a host of deliverables for the various
  project iterations (personas, scenarios etc).

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Issue Manager

• Upload Issues

Christine Chang quickly and easily uploads a ton
of Issues into the BrightWork Issue Manager using
the linked Spreadsheet feature. The only new
thing she has to deal with is grading the issues
according to their Red Yellow Green status, Red
for the most important and Green for the least
important.
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Issue Manager

• RYG Report

She then assigns the issues to the relevant team
members who get notification emails informing
them of such. Then, she uses the RYG Report to
email Jim a report containing all the red Issues
and prints herself out a full report so she can
review everything on the train that evening.
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IT Support Area
Anne Wallace is in charge of support at Contoso
and decides to trial the IT Management template
in 2 ways. She will use it as a general area for
her team to log support issues and she will get
Jim to create a site for one of their long-term
customers, Adventure Works. She explains to Paul
Shen, her counterpart in Adventure Works, that
they will be able to log, assign and track their
own support issues.
Creating a site is as easy as filling out a
simple form
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IT Support Area

• The support site contains specially designed
  forms, Support Requests and System Requests.
• It also has a number of reports including
• My Work
• Open Work
• Work Due in Next 7 Days

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Agile Software Developer
The IT Department also develops custom software
solutions for in-house use at FabriKam. Christine
has being trying to get her teams to follow an
agile approach using the MSF Agile for Iterative
Software Development process but has found it
difficult. She has Jim create a new site in
Holiday Request Widget using the supplied MSF
v4.0 Agile Project Template.
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Agile Software Developer

• After the site has been created Christine has a
  few more steps

• Fills out the project charter
• Assigns roles to role holders
• Copies activities into Tasks folder
• Assigns Tasks all assignees receive
  notification emails

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SPS Integration
Meanwhile, Jim decides to make the most of
BrightWorks ability to integrate with SPS. He
adds the My Alerts and List Item Report Project
List and My Work web parts to the SPS dashboard.
This gives him visibility on everything that is
happening in every BrightWork site
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Project Customization - QuickLaunch

• Anne Wallace checks in with Paul Chen of
  Adventure Works to see how he is getting on with
  using the support site. He says they only really
  need one list the support request and they
  dont need the Control section on the
  QuickLaunch.
• Editing the QuickLaunch is easy, as the
  BrightWork QuickLaunch is driven by the
  BrightWork QuickLaunch list.
• Ann removes the control section and the unwanted
  Lists

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My Alerts
While things were getting started, Christine
Chang added a lot of alerts. She is now getting
too many emails and wants to cut down on them.
She uses the My Alerts web part to the SPS
dashboard and quickly deletes most of her alerts.

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Trial Assessment

• Jims department have a meeting to assess how the
  trial went. Everyone is very positive
• The team using the Issue Manager are clearing
  Issues at a rate of 21 compared to the team
  using the old way of email and spreadsheets
• Anne Wallace reports that Adventure Works were
  very impressed with the Support site and that she
  would like to create a site for every Gold
  Customer
• Christines team have adopted the Agile process
  and can see its value. They would like to use it
  for all future development projects.

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Trial Assessment

• Jim decides to go ahead and roll out BrightWork.
• He estimates that he needs 10 licenses as an
  attendee of the SharePoint road show he gets 5
  licenses for free meaning that his initial
  costs are 50 of what they should be!!