West Chester University’s Facilities Division was storing construction and maintenance-related project documentation on a shared server, which made it difficult to find and access the right information, especially from outside of the department. Collective Intelligence, a Microsoft partner in collaboration with WCU’s Information Services’ Web team developed a Business-Critical SharePoint solution for the University by connecting SharePoint to line-of-business (LOB) applications. Now people within and outside the division are able to access AutoCAD drawings via SharePoint, which improves search across several systems, visibility into project status, and cross-departmental productivity.

Business NeedsWest Chester University, located in West Chester, Pennsylvania, United States is recognized for its academic excellence and superior educational environment. The University takes pride in the quality of its Technology Services as well as campus facilities and both of their contributions to the overall student learning experience. The West Chester University Facilities Division has responsibility for all construction and maintenance of the University’s buildings and physical infrastructure.

Documents Stored in Multiple LocationsThe Facilities Division was lacking the ability to access important construction and maintenance information in a timely manner due to the volume of information stored in multiple locations. According to West Chester University Director of Content and Web Services, Kimberly Slattery, the Facilities Division was initially using a shared server to store all of the division’s files and project documentation. This documentation tracked all projects on campus, from small work orders to new building construction. Having over 140GB of data on this server made it very difficult to find the right data when someone needed to search for something specific. Some documents were being duplicated and stored in multiple locations on the server and there was little control on the

creation and location of folders. A fair number of documents wound up in a folder called “Other” rather than in the appropriate folder when a user wasn’t sure where to store the document. When anybody outside of this department needed access to facility-related information, they had to rely on Facilities Division personnel to pull the information.

SolutionBusiness-Critical SharePointThe University realized that it needed a better way to store and manage the massive amount of information generated by the Facilities Division and called on Collective Intelligence, a Microsoft partner, for assistance. The first task was to work with the Facilities Division to develop a formal business process for projects from conception to completion. This was no easy feat as consultants spent hours engaging with each member of the department outlining all details and how members were currently handling their documents. After thoroughly evaluating the findings, Collective Intelligence recommended a Business-Critical SharePoint solution where Microsoft SharePoint is connected with LOB applications, including AutoCAD®.

Line-of-Business ConnectivityAutoCAD is used extensively by the Facilities Division and managing its output

Company: West Chester University of PennsylvaniaWebsite: http://www.wcupa.edu/Country or Region: United States, PASize: 1,737 Faculty & StaffIndustry: Education, Professional Services, ConstructionPartner: Collective IntelligencePartner Websites: http://www.collectiveintelligence.com

Company ProfileWest Chester University with 15,845 students, is the largest member of the Pennsylvania State System of Higher Education, providing access and offering high-quality undergraduate education, select post-baccalaureate and graduate programs, and a variety of educational and cultural resources for its students, alumni, and citizens of southeastern Pennsylvania.

Software and ServicesMicrosoft® SharePoint® 2010

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Solution Case Study

University Uses LOB Connectivity and Enterprise Search to Improve Productivity

SharePoint CustomerSolution Case Study

files is very important. A client side software plugin was implemented to facilitate AutoCAD working with SharePoint. The plugin enabled AutoCAD drawings to be integrated into a SharePoint document library including the following functions: open, save, check- in and out, and version control. This provided the Facilities project team members with easy access to AutoCAD drawings and related files via the user-friendly SharePoint interface. (See Figure 1.)

Streamlined Project ProcessCollective Intelligence designed a SharePoint site to streamline the project process with the use of Document Set libraries. As a starting point, the folder structure on the old Facilities server was used to create the SharePoint site. A document set is similar to a folder but with better organizational capabilities. Every document that corresponds to a project is now stored in the project document set and can be viewed when the document set is opened. This is much easier and more efficient than opening folders to view documents.

Dashboards on Real-Time Project StatusScripts were also developed to automate the process of migrating information from the legacy folder system to the new SharePoint system which helped to accelerate the implementation process. Additionally, web parts were implemented to select and filter information, as well as, provide a mechanism to attach comments to individual projects. Workflows were developed to evaluate document fields and create consistent metadata tags. Dashboards were created to allow managers to easily access and view the status of open projects reducing the need to call or email others about the status. (See Figure 2.)

Enterprise SearchBecause documents were spread across multiple file shares with inconsistent naming conventions, finding critical documents related to a project was sometimes difficult and quite time consuming. This issue was addressed with SharePoint’s powerful document search capability. In addition to adding metadata tags to all documents including AutoCAD

files, a “Search Center” was constructed with selectable search scopes. (See Figure 3.)

BenefitsThe Facilities Division has realized numerous benefits from the Business-Critical SharePoint implementation including better project tracking and control, as well as, enhanced project collaboration. Both of which have contributed significantly to improved project delivery. With the new project collaboration capabilities, project managers can access the site from anywhere on or off campus and from any computer.

Fast and Refined Search ResultsThe new Search Center facilitated finding related project documents, as well as, refining and ranking the search results. The significantly reduced access time to documents, drawing, and collateral material delivered by the enhanced search capability proved to be a major benefit to the Facilities Division.

Accelerating and Automating ProcessesCollective Intelligence is currently developing workflows for the University to make some approval procedures more efficient, thus eliminating paper copies and the need to walk documents from one office to another for signatures.

Cross-Departmental CollaborationAdditionally, with the construction project portion of the site completed, individual departmental sites are being created; Design and Construction, Facilities Management, and Financial & Support Services. These sites will contain libraries and workflows unique to the departments. West Chester University employees outside of the division who have access permission can work within the sites from anywhere on or off campus and from any computer. It is anticipated that this enhanced ability to collaborate will increase productivity by eliminating the need for individuals outside of the Facilities Division to rely on Facilities Division employees for information. Overall, the Facilities Division has been very pleased with their SharePoint implementation and the improved

efficiency and productivity gains it has delivered.Business-Critical SharePoint (BCSP) is a Microsoft partner program that includes top solution and service providers who focus on advanced SharePoint scenarios, such as Line-of-Business connectivity, Enterprise Search, eDiscovery, and Power BI.

© 2013 Microsoft Corporation. All rights reserved. This case study is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS OR IMPLIED, IN THIS SUMMARY. Microsoft, [list other trademarks referenced] are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries. All other trademarks are property of their respective owners.

Document published 12/06/2013

Figure 2 - Project Dashboard – Open Projects filtered by Building/Site Zone

Figure 1- Project Document Set containing all working documents related to a Project

© 2013 Microsoft Corporation. All rights reserved. This case study is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS OR IMPLIED, IN THIS SUMMARY. Microsoft, [list other trademarks referenced] are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries. All other trademarks are property of their respective owners.

Document published 12/06/2013

Figure 3- Advanced Search Center page - Allows users to apply filters to narrow search results