Iset portal with o365 and SP online

Ministry of Higher Education, Scientific Research and Information

Technology and communication

Higher Institute of Technological Studies of Rades

2014 2015

Graduation Project Report

For obtaining the

Applied Informatics Technologies Degree

Subject

“The design and realization of an educational portal for

ISET Rades with Office 365 and SharePoint Online”

Realized by

Khouloud Ben Cheikh

Maha Chebbi

Hosting Enterprise

Hosting Entreprise mentor

Mr Nejib Sfayhi

ISET Rades mentor

Mr Mohamed Ghodhbene

Dedications

To our parents

For your unconditional support throughout our studies and our

life.

For all the opportunities you gave us to help us succeed and prove

ourselves.

For always being there when we needed you

Thank you…

To our friends and family

For believing in us

For all your love and support

Acknowledgments

We thank almighty Allah for giving us the courage and determination, as well as guidance in

conducting this graduation project, despite all difficulties.

We wish to extend our utmost gratitude to our mentors Mr Mohamed Ghodhbene and Mr

Nejib Sfayhi for their support and valuable cooperation to finally achieve a good result. We also

extend our heartfelt gratitude to MR Imed Soussi You all made us believe that we have so much

strength and courage to persevere even when we felt lost. You were very determined to see us through.

We also would like to express the deepest appreciation to our teachers at ISET RADES who

made us fully benefit from their knowledge and professional skills in Information technology

especially in development of information system.

We thank the jury for agreeing to review and evaluate our work.

Finally, to the dearest and loved persons to our hearts, to our families, to all the team in

TenStep.

All our respect and gratitude.

Khouloud & Maha

Table of Contents Introduction ........................................................................................................................................ 10

Chapter 1 Project Framework .......................................................................................................... 11

I. Presentation of the company ................................................................................................... 12

1. Introduction ..................................................................................................................................... 12

2. TenStep-EPM-TUNISIA ..................................................................................................................... 13

3. TenStep Project Management Process ........................................................................................... 13

4. Services ............................................................................................................................................ 15

Consulting .................................................................................................................................... 15

Training ........................................................................................................................................ 15

Chapter 2 Project Charter ................................................................................................................. 17

I. Introduction ............................................................................................................................. 18

II. Project Overview ................................................................................................................. 18

1. Solution ............................................................................................................................................ 18

III. Goals and Objectives ........................................................................................................... 19

IV. Success criteria .................................................................................................................... 20

V. Assumptions ........................................................................................................................ 20

VI. Risks .................................................................................................................................... 20

Chapter 3 Planning ........................................................................................................................... 21

I. Introduction ............................................................................................................................. 22

II. Methodology ....................................................................................................................... 22

1. Introduction ..................................................................................................................................... 22

2. Scrum ............................................................................................................................................... 23

3. SharePoint Online Terminology ....................................................................................................... 27

1. Design Tools ..................................................................................................................................... 29

III. Functional analysis .............................................................................................................. 29

1. Actors ............................................................................................................................................... 29

2. Functional needs ............................................................................................................................. 30

3. Non-functional needs ...................................................................................................................... 30

4. Work breakdown structure ............................................................................................................. 31

Chapter 4 Design .............................................................................................................................. 33

I. Introduction ............................................................................................................................. 34

II. Global view of the project ................................................................................................... 34

III. Permissions .......................................................................................................................... 35

IV. Package Diagram ................................................................................................................. 39

V. BPMN .................................................................................................................................. 39

1. Approval workflow .......................................................................................................................... 40

2. Administration Portal ...................................................................................................................... 41

3. Departments Portal ......................................................................................................................... 46

4. Instructors Portal ............................................................................................................................. 51

5. Students Portal ................................................................................................................................ 53

VI. Conclusion ........................................................................................................................... 54

Chapter 5 Realization ....................................................................................................................... 55

I. Introduction ............................................................................................................................. 56

II. Tools Used ........................................................................................................................... 56

1. Hardware ......................................................................................................................................... 56

2. Software .......................................................................................................................................... 56

Microsoft SharePoint Designer 2013 (SPD) ................................................................................. 57

III. Development Environment Office 365 ............................................................................. 57

1. Definition ......................................................................................................................................... 57

2. Benefits of Office 365 ...................................................................................................................... 57

3. Synchronization with Office 2013 ................................................................................................... 58

4. Office Web Apps .............................................................................................................................. 60

5. Office Store ...................................................................................................................................... 60

6. SharePoint Online ............................................................................................................................ 62

IV. Implementation of the application ....................................................................................... 67

1. ISET Portal ........................................................................................................................................ 67

2. Administration Portal ...................................................................................................................... 71

3. Departments Portal ......................................................................................................................... 72

4. Instructor Portal .............................................................................................................................. 74

5. Students Portal ................................................................................................................................ 75

V. Conclusion ........................................................................................................................... 75

Conclusion and Perspectives .............................................................................................................. 77

Glossary ............................................................................................................................................. 78

Annex ................................................................................................................................................. 79

I. Permissions Table ................................................................................................................... 79

II. Groups ................................................................................................................................. 81

III. SharePoint Online................................................................................................................ 81

References .......................................................................................................................................... 82

Table of Figures

Figure 1 General Overview of TenStep Methodologies ................................................................... 12

Figure 2 TenStep Process forProject Management Figure 3 Project Life Cycle ................ 14

Figure 4 Agile Methodologies ......................................................................................................... 23

Figure 5 Scrum process .................................................................................................................... 24

Figure 6 Scrum Roles ....................................................................................................................... 26

Figure 7 WBS Chart backlog ........................................................................................................... 32

Figure 8 Chart ................................................................................................................................... 34

Figure 9 Package diagram ................................................................................................................. 39

Figure 10 Documents Approval workflow ....................................................................................... 40

Figure 11 Forum Approval workflow ............................................................................................... 41

Figure 12 Club creation Approval Workflow ................................................................................... 41

Figure 13 Administration portal use cas ............................................................................................ 43

Figure 14 Administration portal Class Diagram ............................................................................... 45

Figure 15 Departments Portal use case ............................................................................................. 46

Figure 16 Use Case Forum................................................................................................................ 47

Figure 17 IT Department use case diagram ...................................................................................... 49

Figure 18 IT Department Class Diagram .......................................................................................... 50

Figure 19 Instructors Portal's Use Case Diagram ............................................................................. 51

Figure 20 Use Case Manage Syllabus .............................................................................................. 52

Figure 21 Manage Tasks Use Case ................................................................................................... 52

Figure 22 Students Portal's Use Case Diagram ................................................................................. 54

Figure 23 Synchronization between Office 365 and Office 2013 .................................................... 59

Figure 24 Microsoft Office Web Apps ............................................................................................. 60

Figure 25 OneNote Class Notebook Creator .................................................................................... 61

Figure 26 Example of course notes ................................................................................................... 62

Figure 27 Permissions Hierarchy ...................................................................................................... 66

Figure 28 Permissions inheritance .................................................................................................... 66

Figure 29 Groups in SharePoint ........................................................................................................ 67

Figure 30 ISET Portal Home Page Top ............................................................................................ 68

Figure 31 ISET Portal Home Page Bottom ....................................................................................... 68

Figure 32 Responsive Menu Closed ................................................................................................. 69

Figure 33 Responsive Menu extended .............................................................................................. 69

Figure 34 About Us Site Page ........................................................................................................... 70

Figure 35 Forum Site Page ................................................................................................................ 70

Figure 36 Contact Us Site Page ........................................................................................................ 71

Figure 37 Administration Portal Documents management ............................................................... 71

Figure 38 Administration Portal add document ................................................................................ 72

Figure 39 Departments Sub-site Home page .................................................................................... 72

Figure 40 Computing Technology Site Page .................................................................................... 73

Figure 41 DSI Site Page .................................................................................................................... 73

Figure 42 L3 DSI 1 Site Page ........................................................................................................... 74

Figure 43 Instructors Portal Tasks .................................................................................................... 74

Figure 44 Instructors Portal News Feed ............................................................................................ 75

Figure 45 Students Portal Edit Mode ................................................................................................. 75

Tables Table 1 Product Backlog ................................................................................................................... 31

Table 2 Scrum Roles ........................................................................................................................ 32

Table 3 Portal’s Content Permissions ............................................................................................... 37

Table 4 Permissions' Abbreviations .................................................................................................. 38

Table 5 Users' Abbreviations ............................................................................................................ 38

Table 6 Manage Calendar Use Case Diagram Description ............................................................... 44

Table 7 Manage Survey Use Case Diagram Description .................................................................. 44

Table 8 Forum Use Case Description ............................................................................................... 47

Table 9 Use Case Manage Syllabus Description .............................................................................. 52

Table 10 Use Case Manage Task Description .................................................................................. 53

Table 11 Manage Grades Use Case Diagram Description ................................................................ 54

Table 12 Hardware ............................................................................................................................ 56

Table 13 SharePoint On-Premises Vs SharePoint Online ............................................................... 63

Table 14 Permissions Reference ....................................................................................................... 80

Table 15 Default SP 2013 Groups .................................................................................................... 81

10

Introduction

Over the past few years, many schools and other education institutions have been making use

of Virtual Leaning Environments (VLEs) and have used these for connecting, communicating and

for Learning and Teaching activities. Many institutions have found that the take-up and use of these

sometimes expensive VLEs is very slow and patchy as they are sometimes over-complex and difficult

to use Office 365 with SharePoint is free to schools and can be the ideal managed learning platform.

The tools that come with the Office 365 for Education A2 Plan enable educators and learners

to connect and collaborate in real-time.

Resources and contacts are easy to search for and find, and communication with people outside

of the institution’s platform is made easy with email and Lync video conferencing all included.

One Drive gives all users a massive individual 25GB storage facility, perfect for individual

learning resources, and users can share everything or just individual resources, sites and calendars

with other users.

All the SharePoint sites work together to make up the Learning Platform and with email,

instant messaging and video conferencing, there is no need to use any external tools or services.

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Chapter 1 Project

Framework

12

I. Presentation of the company

1. Introduction

TenStep WORLDWIDE has developed methodologies in project management that has been

translated to 25 languages.

It is represented by 60 offices throughout the world and has more than 3500 clients and disposes

of 2000 international experts/consultants.

TenStep specializes in business methodology training and consulting. Its focus is to provide

unique value to clients in the areas of

strategy development

portfolio management

program management

project management

Project Management Office

IT development lifecycle

Figure 1 General Overview of TenStep Methodologies

Plannification & activation

Working/Projects Portfolio

PortfolioStep

Execution

Projects

Project Management

TenStep TenStepPB PMOStep

LifeCycle Management

LifeCycleStep

Support

Support Groups

SupportStep

13

2. TenStep-EPM-TUNISIA

An exclusive regional partner of TenStep Worldwide, as well as a partner of the

International Association of Management of Project Management Institute PMI and subsidiary of

an American box project management.ju

TenStep-EPM-TUNISIA adopts the TenStep methodology and has conducted Microsoft

Project Server solution deployments of several national and international companies.

Partners

Mr. Néjib Sfayhi

President, TenStep EPM Tunisia. Partner TenStep Francophone

[email protected]

3. TenStep Project Management Process

Project management

Project management refers to the definition and planning, and then the subsequent

management, control, and conclusion of a project. It is important to recognize that all projects need

some level of project management. The larger and more complex the project, the more there is a

need for a formal, standard, structured process.

TenStep “Ten Step” view

Not surprisingly, the TenStep Project Management Process is divided into ten steps – the

first two for definition and planning, and the next eight for managing and controlling the work. These

steps are as follows in figure 2

mailto:[email protected]

14

Figure 2 TenStep Process forProject Management Figure 3 Project Life Cycle

Work Definition

Development of the Schedule and Budget

Schedule and Budget Management

Problems Management

Content Management

Communications Management

Risques Management

HR Management

Quality Management

Performance Indicators Management

Analyse

Conception

Production and Test

Deployment

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4. Services

Consulting

The TenStep Project Management Process (TenStep) is designed to provide the information

you need to be a successful Project Manager, including a step-by-step approach, starting with the

basics and getting as sophisticated as you need for your particular project. TenStep is a flexible and

scalable methodology for managing work as a project. The basic philosophy is “large methodology

for large projects, small methodology for small projects™”. TenStep shows you what you need to

know to manage projects of all size.

Training

TenStep offers many training options. It has developed a set of basic and advanced project

management classes to meet clients’ needs.

This includes longer classes when breadth is required, as well as a set of short classes for when

more depth is needed. It offers on-site training for organizations.

Almost all of the classes are also available as virtual classes. These are live classes, taught by

experienced instructors, delivered over the web.

Development AbsMobi

AbsMobi is a Tunisian company specialized in integrating solutions to manage the information

life cycle, such as electronic document management, integration of collaborative portals,

confidentiality of digital exchanges and Data security.

AbsMobi develops expertise on best technologies in the market to support its clients in the

definition and deployment of the most appropriate solutions in response to their needs.

ABSMobi's expertise in the field of ECM, documentaries portals, collaborative tools, workflow

and new technologies integration can accompany organizations in the future development of the

proposed solution and enrichment through the integration of new services.

AbsMobi, thanks to highly specialized and professional team of developers, combines vision,

innovation and deep knowledge of Microsoft SharePoint Technologies, Office 365 and Dynamics

CRM.

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Actually, it offers a complete solution for managing Microsoft Dynamics ™ CRM 2013 client

relationship. This solution includes the tools and features necessary for the creation of a single,

integrated view of your contacts from the first marketing contacts, and then throughout the trading

process and during the after-sales phases.

4.3.1. Services

The development and deployment of portals based on SharePoint/Project

Server technologies

The Development of specific applications based on SharePoint technologies.

Implementation of IT infrastructure in enterprises.

Business Intelligence.

The Business Process Development and integration of these workflows on

portals.

Integration of apps in sites.

Strategy driver.

Strategy driver Prioritization.

Strategy Portfolio Analyses.

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Chapter 2 Project Charter

Chapter 2 : Project Charter

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I. Introduction

Much of the work that we do can be organized as a project. The ability to successfully define

and subsequently manage a project is quickly leaving the realm of the extraordinary and is

becoming a core competency for many organizations.

A project charter describes what the project is and how we will approach it, and it lists the

names of all stakeholders.

It is a critical component of the project management initiation and planning phases, and we

will refer to it throughout the life of the project.

II. Project Overview

A university is an institution of higher education offering tuition in mainly non-vocational

subjects and typically having the power to confer degrees.

The original Latin word "universitas" refers in general to "a number of persons associated into

one body, a society, company, community, guild, corporation, etc." witch leads to the fact that a

University institution is a big information system that comes down to the interaction of several actors

such as teachers, students, administration stuff…

With the word “interaction” we start to ask

“How do we manage these interactions?”

“What’s the best solution to do so in the best interest of all actors?”

“What services can the university offer to its human components and what’s the best way to do

so?”

1. Solution

The best solution is a web system that provides the functions and features to authenticate and

identify the users and provide them with an easy, intuitive, personalized and user-customizable

interface for facilitating all access to information and services that are of primary relevance and

interests to the users.

http://www.brighthubpm.com/certification/19525-an-overview-of-pmbok-nine-elements-of-project-management/

http://en.wikipedia.org/wiki/Latin

http://en.wikipedia.org/wiki/Corporation


19

To the university administration, the portal is a system that provides versatile functions to

catalogue and organize collections of different and multiple sources of information and service

resources for dissemination to many users according to their specific privileges, needs and interest.

This portal will provide

1. Administration Portal

2. Departments Portal

3. Instructors Portal

4. Students Portal

III. Goals and Objectives

The very first step in all projects business or education is to define goals and objectives. This

step defines the projects outcome and the steps required to achieve that outcome.

They are high-level statements that provide the overall context for what the project is trying

to accomplish. In our case, we have determined the goals and objects as the following

University Introduction

Introduce University

Contact information

Departments and Degrees

Online access to services

Access Administrative services online

Check grades, profile, documents and tasks online

Communication and sharing

Communicate with instructors and students

Save time by finding solutions in the FAQ zone

Describing, publishing, or announcing an event or other information

Sharing Documents with designated users

Security

Provides user authentication

Provides role-based access, which allows users to only see information,

services and processes they have permission to access.


20

IV. Success criteria

Project success criteria are the standards by which the project will be judged at the end to decide

whether or not it has been successful in the eyes of the stakeholders. Defining the success criteria

from the beginning increase the chances of the project becoming successful as well as meeting

customer's expectations. The success criteria we have determinate is described as the following

Portal accessible online

Target surfers begin to use the portal

Portal available 24/7

V. Assumptions

An assumption is a belief of what we assume to be true in the future. We make assumptions

based on our knowledge, experience or the information available on hand. The following assumptions

describe exactly what we assumed to happen during the project’s life cycle:

The resources required to complete the project will be available when it is needed.

The portal will only need a minor configuration.

Administration of the Institute will be supportive and helpful

Decision makers will be available for meetings and problems resolution

VI. Risks

A risk is a potential future problem that has not yet occurred and all projects contain some risks.

They cannot be eliminated entirely, but can be provided and controlled, and therefore the probability

of occurrence can be reduced.

Project risks are circumstances or events that exist outside the sphere of control of the project

team, which would have an adverse impact on the project if they occur.

So here are some risks that can endanger our project

Resistance to changes

Data Security

A shift in focus may mean that the project will not have the funds required to be

completed.

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Chapter 3 Planning

Chapter 3 : Planning

22

I. Introduction

Planning is of major importance to a project because the latter involves doing something that

has not been done before. As a result, there are relatively more processes in this section. However,

the amount of planning performed should be commensurate with the scope of the project and the

usefulness of the information developed.

Planning is an ongoing effort throughout the life of the project.

In this part, we will define the methodology we are following during the fazes of this project,

then we will introduce the design tools before moving to the functional analysis.

II. Methodology

1. Introduction

To realize our project, we have adopted agile methodology.

Agile software development refers to a group of software development methodologies

based on iterative development, where requirements and solutions evolve through

collaboration between self-organizing cross-functional teams.

Agile methods or Agile processes generally promote a disciplined project management

process that encourages frequent inspection and adaptation, a leadership philosophy that

encourages teamwork, self-organization and accountability, a set of engineering best practices

intended to allow for rapid delivery of high-quality software, and a business approach that

aligns development with customer needs and company goals.

Project management in agile mode is now recognized for its efficiency and consistency

when facing the often changing customer demands during the realization of the product.

Created by developers for developers, this practice has now extended to all web trades

and tends to democratize in other sectors.


23

Figure 4 Agile Methodologies

2. Scrum

Although we respect all the agile methods, we chose scrum for it is a process framework that

has been used to manage complex product development since the early 1990s.

Scrum is a framework within which people can address complex adaptive problems, while

productively and creatively delivering products of the highest possible value.

Scrum is

Lightweight

Simple to understand

Difficult to master

Scrum advocates four main principles

Promote individuals and interactions over processes and tools.

Promote software that works rather than exhaustive documentation.

Foster collaboration with the customer rather than contract negotiation.

Promote adaptation to changing needs rather than strictly following a plan.

Scrum is founded on empirical process control theory, or empiricism. Empiricism asserts that

knowledge comes from experience and making decisions based on what is known. Scrum employs

an iterative, incremental approach to optimize predictability and control risk. Three pillars uphold

every implementation of empirical process control transparency, inspection, and adaptation.


24

Figure 5 Scrum process

Roles

The scrum team consists of a Product owner, the development team, and a scrum master.

Scrum Teams are

Self-organizing

Choose how best to accomplish their work, rather than being directed by others outside

the team.

Cross-functional

Have all competencies needed to accomplish the work without depending on others not

part of the team.

The team model in scrum is designed to optimize flexibility, creativity, and productivity.

Some scrum Teams deliver products iteratively and incrementally, maximizing opportunities

for feedback.


25

Product Owner

The Product Owner should be a person with vision, authority, and availability. He is

responsible for continuously communicating the vision and priorities to the

development team.

It’s sometimes hard for Product Owners to strike the right balance of involvement.

Because Scrum values self-organization among teams, a Product Owner must fight the

urge to micro-manage. At the same time, Product Owners must be available to answer

questions from the team.

Scrum Master

The Scrum Master acts as a facilitator for the Product Owner and the team. He does not

manage the team. The Scrum Master works to remove any impediments that are

obstructing the team from achieving its sprint goals. This helps the team remain creative

and productive while making sure its successes are visible to the Product Owner.

Team

The Development Team consists of professionals who do the work of delivering a

potentially releasable Increment of “Done” product at the end of each Sprint. Only

members of the Development Team create the Increment.

Development Teams are structured and empowered by the organization to organize and

manage their own work. The resulting synergy optimizes the Development Team’s

overall efficiency and effectiveness.

The team has autonomy and responsibility to meet the goals of the sprint.

Optimal Development Team size is small enough to remain nimble and large enough to

complete significant work within a Sprint. The Product Owner and Scrum Master roles

are not included in this count unless they are also executing the work of the Sprint

Backlog.

The Scrum master and the Product owner cannot be the same person as long as their objectives

are different. Actually, combining two roles usually leads to confusion and conflicts.

There is no project manager in Scrum for there is no need for one. His responsibilities were

divided between the scrum roles, more to the team and the product owner than to the scrum

master.

Other than these 3 roles, more actors can contribute to the success of the project

Stakeholders

Users

These actors can


26

Support the team by respecting the rules of the Scrum methodology

Help surpass obstacles that the team and the product owner identify

Provide expertise and experience

Figure 6 Scrum Roles

Sprint

The heart of Scrum is a Sprint, a time-box of one month or less during which a “Done”, useable,

and potentially releasable product Increment is created. Sprints best have consistent durations

throughout a development effort. A new Sprint starts immediately after the conclusion of the previous

Sprint.

During the Sprint

No changes are made that would endanger the Sprint Goal

Quality goals do not decrease

Scope may be clarified and re-negotiated between the Product Owner and Development

Team as more is learned.

Each Sprint may be considered a project with no more than a one-month horizon. Like projects,

Sprints are used to accomplish something. Each Sprint has a definition of what is to be built, a design

and flexible plan that will guide building it, the work, and the resultant product.


27

Product backlog

The Product Backlog is an ordered list of everything that might be needed in the product and is

the single source of requirements for any changes to be made to the product. The Product Owner is

responsible for the Product Backlog, including its content, availability, and ordering.

The Product Backlog lists all features, functions, requirements, enhancements, and fixes that

constitute the changes to be made to the product in future releases. Product Backlog items have the

attributes of a description, order, estimate and value.

Requirements never stop changing, so a Product Backlog is a living artifact.

Higher ordered Product Backlog items are usually clearer and more detailed than lower ordered

ones.

Sprint Backlog

The Sprint Backlog is the set of Product Backlog items selected for the Sprint, plus a plan for

delivering the product Increment and realizing the Sprint Goal. The Sprint Backlog is a forecast by

the Development Team about what functionality will be in the next Increment and the work needed

to deliver that functionality into a “Done” Increment.

The sprint backlog makes visible all of the work that the development team identifies as

necessary to meet the sprint goal.

3. SharePoint Online Terminology

Before starting the design work it is appropriate to define some SharePoint objects that serve

as supports for the design and specifically for developing the component diagram.


28

Content types

The "content types" encapsulate a set of columns or metadata. At the same time, they can add

a semantics for a set of files.

The "content type" defines the attributes of a list, document or directory. It specifies

A set of properties

A model

Document Conversions

Specific features

A "content type" is associated with a list or library. Thus specifies that a list or a library will

contain elements having the characteristics of the "Content-type" and allow the user to create a new

item of the same type.

Lists

The basic element used by SharePoint for storage of data is the SharePoint list.

Despite the opportunity it presents to store data in an "item", a list is used to provide metadata

about an "item", define views, and security levels on the whole list or on each item separately.

Library

A library is a location on a site where you can create, collect, update, and manage files with

team members. Each library displays a list of files and key information about the files, which helps

members use the files to work together.

Web Parts

Web Part is a reusable component or a server side control that can be added inside a SharePoint

page. Web Part code runs directly within the SharePoint server. There are several out-of-box Web

Parts available in SharePoint and one can also build their own custom Web Parts. Web Parts are

editable, configurable and can even be connected to each other. Also, Web Parts can be utilized within

an app.


29

App Part

App Part also known as Client Part is one of the three ways in which an app can be presented

to an end user. An App Part provides a way to mount an app to SharePoint.

Online Apps

Those Apps can be added via SharePoint Online store

1. Design Tools

Microsoft Visio Professional 2013

Allows each person and teams to create and easily share professional and versatile diagrams

that simplify complex information. This version offers all the features of Visio Standard

2013, as well as shapes, patterns and styles updated, advanced collaboration features,

including the ability to work together on one diagram at the same time and features

bond patterns to the data. Visio Professional 2013 also adds additional templates for

business and engineering diagrams, process diagrams (including business process models [BPMN]

2.0), maps and floor plans, task networks and diagrams of software and databases.

Mindjet

Mindjet (formerly named MindMan and MindManager) is a commercial team

collaboration software application developed by the company Mindjet. In addition to

collaborative elements, the software also provides ways for users to visualize information

via the creation of mind maps. As of December 2011, Mindjet had approximately two

million users, including notable clients such as Coca Cola, Disney, IBM and Walmart.

III. Functional analysis

1. Actors

This Portal has four actors

Top Level Administrator

http://en.wikipedia.org/wiki/Software_application

http://en.wikipedia.org/wiki/Mindjet

http://en.wikipedia.org/wiki/Mind_maps

http://en.wikipedia.org/wiki/The_Coca-Cola_Company

http://en.wikipedia.org/wiki/The_Walt_Disney_Company

http://en.wikipedia.org/wiki/IBM

http://en.wikipedia.org/wiki/Walmart


30

He has full control of the portal. He manages the other users, as long as every list, library and

calendar in the project. He creates groups and grants permissions. Moreover, he assigns tasks and has

to approve every new addition made by other users to the portal.

Super User

Every department has his own administrator that we decided to call “super user». He manages

libraries, lists and forums that are within his jurisdiction (His department) so that the top-level

administrator would not have to oversee every detail in the portal.

Instructor

He has his own portal where he can check his schedule, add a post, upload syllabus for a subject,

check for assigned tasks and collaborate with other instructors and his students.

Student

He has his own portal too, where he can check his personal data. He can access his class’s

environment and be an active member of his assigned community.

2. Functional needs

All the services provided by the product they reflect the expectations of the client

Portal must provide a University Introduction

Administrative services must be available online

Portal must be a collaboration space between students, instructors and

administration

3. Non-functional needs

They aren’t directly related to the services provided by the product, they’re hard to validate and

hard to quantify

Users must access the portal without worrying about security

Portal available 24/7

Portal must be easy and simple to use


31

Portal must be responsive

4. Work breakdown structure

Product Backlog

Sprint Story Priority Estimation

(days)

Sprint 0 Make master page 1 10

Configure portal 2 5

Administration

admin manages Users (students, instructors) 3 2

Admin manages libraries 4 2

Admin manages Calendars 5 2

Admin manages surveys 7 2

Admin manages Forums 8 2

Admin checks if he has documents, comments or

events to approve 6 4

Admin manages tasks 3 4

Admin configures portal 9 2

Departments

Portal

Students access the departments portal and can

chose from the actions that their roles allow them

to do

10 5

Instructors access and contribute to the libraries

and discussions 11 4

Instructors

Portal

Instructor consults calendar, adds a post, uploads

syllabus and assigns tasks 12 4

Admin manages syllabus, tasks, forums and

calendars 13 3

Students Portal

Students checks their personal related information

(calendar, clubs, grades, tasks, discussions they’re

involved in)

14 3

Table 1 Product Backlog


32

Figure 7 WBS Chart backlog

Roles

Role Affected person

Product owner Mohamed Ghodhben

Scrum master Imed Soussi

Team members Maha Chebbi, Khouloud Ben Cheikh

Table 2 Scrum Roles

33

Chapter 4 Design

Chapter 4 : Design

34

I. Introduction

The design of the project is the first step before starting sprints. During this chapter, we are

going to provide a global view of the project then a permissions table where we specify permission

levels of all elements in our portal. Finally we will get to the package diagram and then the design of

every sprint.

II. Global view of the project

Our project is about creating a collaborative educational environment that can build a

community of caring individuals who are all working towards many common goals.

This portal is a SharePoint team site has four main sub-sites

Administration Portal

Departments Portal

Instructors Portal

Students Portal

The following figures clarify the hierarchy adopted in our project

Figure 8 Chart

Chapter 4 : Design

35

III. Permissions

The following table describes the Portal’s content permissions of the users for all the lists and

libraries that have been created.

Permissions enable us to determine who can access our portal and what they can do with its

content to protect our data and to assure security.

Chapter 4 : Design

36

Portal’s Content Permissions

Sites ISET Portal Administration Portal Departments’ Portal Instructors Portal Students Portal

Users TLA SU INS STU TLA SU INS STU TL

A SU INS STU TLA SU INS STU TLA SU INS STU

Web parts

Calendar FC VO VO VO FC R _ _ FC R R R FC E LA _ FC E R R

Announcement

Tiles FC E VO VO _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

App parts

Forum FC C C C FC C _ _ FC A C C FC A C _ FC A C C

Site Feed _ _ _ _ FC C _ _ FC C C C FC C C _ FC C C C

RSS viewer FC C VO VO FC C VO VO FC C VO VO FC C VO VO FC C VO VO

Timeline _ _ _ _ FC C C C FC C VO VO FC C VO VO FC C VO VO

Lists

Clubs FC E VO VO _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

Tasks _ _ _ _ FC C _ _ FC A R R FC A R _ FC A _ C

Degrees _ _ _ _ FC E VO VO FC E VO VO _ _ _ _ _ _ _ _

Internships _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ FC E C C

Chapter 4 : Design

37

Portal’s Content Permissions

Categories FC E VO VO FC E VO VO FC E VO VO FC E VO VO FC E VO VO

Discussion FC C C C FC C C C FC E C C FC E C C FC E C C

Libraries

Administration

Docs FC E _ _ FC E _ _ _ _ _ _ _ _ _ _ _ _ _ _

Attendance FC E VO VO _ _ _ _ FC E VO VO _ _ _ _ _ _ _ _

Image Library FC E VO VO FC E VO VO FC E VO VO FC E VO VO FC E VO VO

Table 3 Portal’s Content Permissions

Chapter 4 : Design

38

We used some abbreviations to optimize the vison and understanding of the table

Abbreviation Permission

R Read

C Contribute

A Approbate

E Edit

FC Full Control

Table 4 Permissions' Abbreviations

Abbreviation User

TLA Top level Admin

SU Super User

INS Instructor

STU Student

Table 5 Users' Abbreviations

Chapter 4 : Design

39

IV. Package Diagram

A package diagram is a UML diagram that provides a graphical representation of high-level

organization of an application, and helps identify generalization and dependency links between

packages.

Figure 9 Package diagram

V. BPMN

Business Process Model and Notation (BPMN) is a standard for business process modeling that

provides a graphical notation for specifying business processes in a Business Process

Diagram (BPD), based on a flow charting technique very similar to activity diagrams from Unified

Modeling Language (UML). The objective of BPMN is to support business process management, for

both technical users and business users, by providing a notation that is intuitive to business users, yet

able to represent complex process semantics.

http://en.wikipedia.org/wiki/Business_process_modeling

http://en.wikipedia.org/wiki/Business_process

http://en.wikipedia.org/wiki/Flowchart

http://en.wikipedia.org/wiki/Activity_diagram

http://en.wikipedia.org/wiki/Unified_Modeling_Language

http://en.wikipedia.org/wiki/Unified_Modeling_Language

http://en.wikipedia.org/wiki/Business_process_management

Chapter 4 : Design

40

1. Approval workflow

SharePoint provides Approval workflows to route documents and other items stored in

SharePoint products to one or more people for their approval.

There are two main actors involved in this workflow

Requestor

He uploads a document or performs an action that needs approval

Approver

He can either approve or reject the request. In both cases, the workflow ends there.

Documents Approval workflow

Figure 10 Documents Approval workflow

Chapter 4 : Design

41

Forum Approval Workflow

Figure 11 Forum Approval workflow

Club Creation Approval workflow

Figure 12 Club creation Approval Workflow


Is a sub-site that inherits from the team site ISET Portal, its main actors are the top level admin

and the power user.

In order to organize and oversee the departments and help improve the entire campus,

collaboration and sharing information and feed backs…

It contains five main parts

Private Calendar

Manage Tasks

Chapter 4 : Design

42

Manage Administration documents

Manage Surveys

Administration Forum

Use Case Diagram

A use case is a list of steps, typically defining interactions between a role and a system, to

achieve a goal. The actor can be a human, an external system, or time.

Chapter 4 : Design

43

Figure 13 Administration portal use cas

Chapter 4 : Design

44

Calendar

Actors Top Level Site, Super User

Pre-condition Authentication with office 365 school account

Post condition Access permission granted for users

Nominal Scenario Create events and share it with specific users/groups of the site.

Exceptions

Table 6 Manage Calendar Use Case Diagram Description

Survey

Actors Top Level Site, User



Nominal Scenario The top level admin or the super user can create a survey and share it with all

the users of the portal or specific user/groups to collect information about any

topic.

Table 7 Manage Survey Use Case Diagram Description

Chapter 4 : Design

45

Class diagram

Figure 14 Administration portal Class Diagram

Chapter 4 : Design

46


In the same level as the administration sub-site, we have the departments’ portal but with

different actors. This portal will contain child sites (the five departments) as well.

Each department has its sub-sites that are organized as fields, and each field has its own

classes, and accessed by all the users in different views.

Use Case Diagram

In the figure below Calendar, Forum, and Tasks were previously explained in the

Administration’s use case

Figure 15 Departments Portal use case

Chapter 4 : Design

47

3.1.1. Use Case Forum

Figure 16 Use Case Forum

Use Case Forum

Actors Top Level Site, Super User, Instructor, Student



Nominal

Scenario

Users can post a question or topic about school matters

Exceptions

In the case of inappropriate question/topic, the top level admin has the ability

to refuse it.

Table 8 Forum Use Case Description

Information Technology Department

Departments’ portal contains five sub sites that represent every department in ISET Rades.

We chose to focus on only one department since they all have the same architecture and will be

designed and realized in the same way. Therefore, and as we are making this portal in order to

Chapter 4 : Design

48

graduate in Information technology, it is reasonable that we chose de Information Technology

department

Chapter 4 : Design

49

3.2.1. Use Case;

Figure 17 IT Department use case diagram

Chapter 4 : Design

50

3.2.1. Class Diagram;

Figure 18 IT Department Class Diagram

Chapter 4 : Design

51

4. Instructors Portal

Introduction

Considering the crucial importance of collaboration in workplaces, we are focusing on the

creation of a team sub-sit named “Instructor Portal”.

This environment would be accessed only by admins and instructors, it contains five main

parts

Shared Calendar

Manage Schedules

Manage Syllabus

Manage Tasks

Forum

Use Case Diagram

In the figure below, Calendar, Forum, and Tasks were previously explained in the


Figure 19 Instructors Portal's Use Case Diagram

Chapter 4 : Design

52

4.2.1. Manage Syllabus Use Case

Figure 20 Use Case Manage Syllabus

Syllabus

Actors Super User, Instructor



Nominal

Scenario

Uploading Excel files of syllabus weekly to syllabus library.

Approbation required.

Table 9 Use Case Manage Syllabus Description

4.2.2. Manage Tasks Use Case Diagram

Figure 21 Manage Tasks Use Case

Chapter 4 : Design

53

Use Case Tasks

Actors Top Level Site, Admin of department, Instructor



Nominal Scenario assign a task to instructors by the Super User

Table 10 Use Case Manage Task Description

5. Students Portal

It is also a team site like the one for instructors.

Any issue, question or inquiries has been posted will be discussed within this portal, this is

the way to ameliorate the collaboration between students, faculty stuff and teachers, for a better

collaboration that allows the users to benefit from the healthy exchange of ideas in a setting defined

by mutual respect and a shared interest in a topic.

Use Case Diagram

In the figure below Calendar, Forum, and Tasks were previously explained in the


Chapter 4 : Design

54

Figure 22 Students Portal's Use Case Diagram

Grades

Actors Top Level Site, Super User, Instructor



Nominal Scenario Uploading Excel files of grades to grades library.

Approbation required.

Exceptions If the instructor forget to upload grades files after due date, the admin will

send him a notification.

Table 11 Manage Grades Use Case Diagram Description

VI. Conclusion

Through this chapter, we presented a conceptual view of our project. We detailed the portal’s

architecture and its four main sub-sites.

In the fifth and final chapter, we will detail the realisation of the project.

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Chapter 5 Realization

Chapter 5 : Realization

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I. Introduction

In this chapter, we will move to the realization of the application.

First, we will present the tools used as well as the development environment, and then describe

and detail the functions performed during each iteration while exposing a real example of using the

product.

II. Tools Used

1. Hardware

Computer Processor Memory Hard Disc

Asus X550 Intel Core i5 6Go 750Go

HP Pavilion g6 AMD A6 4Go 500Go

Table 12 Hardware

2. Software

BPMN 2.0 modeler for Visio

Is an extension for Microsoft Visio that allows users to fully exploit the perks of the BPMN standard,

arranging for a streamlined business modeling process.

One of the most powerful diagramming suites is Microsoft Visio, sporting a full-featured environment

for drawing and sharing diagrams within teams across a wide array of industries, with emphasis on

dynamic control and an accurate validation of the projects.

InfoPath 2013

Is a Microsoft Office utility that guides the user through the process of creating,

designing and publishing forms? I used this product to create and customize forms

and connected with data source and publish it into my site in SharePoint online.

http://www.softpedia.com/get/Office-tools/Other-Office-Tools/Visio-Professional.shtml


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Microsoft SharePoint Designer 2013 (SPD)

Is a specialized HTML editor and web design freeware for creating or

modifying Microsoft SharePoint sites, workflows and web pages. It is a part of

Microsoft SharePoint family of products. It was formerly a part of Microsoft Office

2007 family, but has never been included in any of the Microsoft Office suites.

Microsoft Visual Studio 2013

Is an integrated development environment (IDE) from Microsoft. It is used to

develop computer programs for Microsoft Windows, as well as web sites, web

applications and web services. Visual Studio uses Microsoft software development

platforms such as Windows API, Windows Forms, Windows Presentation Foundation, Store

and Microsoft Silverlight. It can produce both native code and managed code.

III. Development Environment Office 365

1. Definition

It’s the brand name used by Microsoft for a group of software plus

services subscriptions that provides productivity software and related services to

its subscribers.

For business and enterprise users, and this is my case, Office 365 offers plans including e-

mail and social networking services through hosted versions of Exchange

Server, Lync, SharePoint and Office Web Apps, integration with Yammer, as well as access to the

Office software.

2. Benefits of Office 365

Reduce risk of IT environment

Putting your e-mail in the cloud instead of on premise will prevent your whole

business going down in the event of power outages, floods, fires etc.

Shift the burden onto Microsoft

With Office 365, Microsoft automatically carries out all updates. It a good way of

saving time and money for organizations.

http://en.wikipedia.org/wiki/HTML_editor

http://en.wikipedia.org/wiki/Web_design

http://en.wikipedia.org/wiki/Freeware

http://en.wikipedia.org/wiki/Microsoft_SharePoint

http://en.wikipedia.org/wiki/Microsoft_Office_2007

http://en.wikipedia.org/wiki/Microsoft_Office_2007

http://en.wikipedia.org/wiki/Integrated_development_environment

http://en.wikipedia.org/wiki/Microsoft

http://en.wikipedia.org/wiki/Computer_program

http://en.wikipedia.org/wiki/Microsoft_Windows

http://en.wikipedia.org/wiki/Web_site

http://en.wikipedia.org/wiki/Web_application

http://en.wikipedia.org/wiki/Web_application

http://en.wikipedia.org/wiki/Web_service

http://en.wikipedia.org/wiki/Windows_API

http://en.wikipedia.org/wiki/Windows_Forms

http://en.wikipedia.org/wiki/Windows_Presentation_Foundation

http://en.wikipedia.org/wiki/Microsoft_Silverlight

http://en.wikipedia.org/wiki/Native_code

http://en.wikipedia.org/wiki/Managed_code

http://en.wikipedia.org/wiki/Microsoft

http://en.wikipedia.org/wiki/Software_plus_services

http://en.wikipedia.org/wiki/Software_plus_services

http://en.wikipedia.org/wiki/Productivity_software

http://en.wikipedia.org/wiki/Subscription_business_model

http://en.wikipedia.org/wiki/E-mail

http://en.wikipedia.org/wiki/E-mail

http://en.wikipedia.org/wiki/Social_networking_service

http://en.wikipedia.org/wiki/Microsoft_Exchange_Server

http://en.wikipedia.org/wiki/Microsoft_Exchange_Server

http://en.wikipedia.org/wiki/Microsoft_Lync_Server

http://en.wikipedia.org/wiki/Microsoft_SharePoint

http://en.wikipedia.org/wiki/Office_Web_Apps

http://en.wikipedia.org/wiki/Yammer


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No VPN 1 required

The use can connect from anywhere since Microsoft use a Secure, Compliant Cloud

to Transform Email, Communication & Collaboration.

Properly synced mobile devices

E-mail, calendar, contacts all work together flawlessly.

The user can update a contact on his mobile and it will update across all his synced

devices automatically.

Availability on Mobile devices

An office 365 user can access his account via iPad, iPhone and Windows phone. He

can install and work on his device the same as your PC.

Valuable software included

SharePoint, Lync, OneDrive to help the customer’s business even more efficiently.

Recurring monthly cost

There’s no upfront cost. The organization can increase the number of users once the

business grows, but it has also the ability to decrease it if needed.

Larger mailbox storage

With a 50GB mailbox users can store every e-mail they ever received and never have

to worry about deleting their crowded in box to receive more recent e-mails.

No more Microsoft licensing upgrades!

Office 365 includes all licensing and can deploy company wide so that everyone has

the same version of Microsoft Office.

3. Synchronization with Office 2013

Even with the desktop Office 2013 suite, Microsoft is advising users to save files to the cloud-

based SkyDrive, or to a SharePoint server by default. That way, clients can access their data regardless

of whether choosing Office 2013 or Office 365.

The following figure shows how we can save documents either locally or on the cloud with

Office 365, it shows exactly three options

1 Virtual private network connection across the Internet is similar to a wide area network (WAN) link between websites.

http://en.wikipedia.org/wiki/Wide_area_network


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Figure 23 Synchronization between Office 365 and Office 2013

OneDrive - Personal (formerly SkyDrive and Windows Live SkyDrive)

Is a file hosting service that allows users to upload and sync files to a cloud storage and

then access them from a web browser or their local device. It is part of the suite of online

services formerly known as Windows Live and allows users to keep the files private,

share them with contacts, or make the files public.

OneDrive - IsetRades (formerly SkyDrive Pro)

For enterprise customers, Microsoft offers OneDrive for Business. OneDrive for

Business is a standalone product separate from Office 365 but is included with Office

Online.

Sites -IsetRades

A SharePoint site collection created with the logged-in user’s account.

http://en.wikipedia.org/wiki/File_hosting_service

http://en.wikipedia.org/wiki/Cloud_storage

http://en.wikipedia.org/wiki/Windows_Live

http://searchconsumerization.techtarget.com/definition/Microsoft-Office-365-suite


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4. Office Web Apps

Microsoft Office Web Apps is an online version of the Microsoft Office suite that provides

global and free access to Microsoft Office solutions. Rather than being installed on a user's computer,

Microsoft Office Web Apps are hosted and executed at Microsoft's data centers. Here some examples

of apps that can be accessed online via Office 365 account

Figure 24 Microsoft Office Web Apps

5. Office Store

Microsoft has created the online store for a huge set of customers who have already invested

heavily in building solutions on top of Office 365 and SharePoint using a number of extensibility

hooks (web parts, etc.).

Apps on Office store give users an easy way to add new functionality to the SharePoint system

they are using. It can be free or paid for.

Among apps on the online store that we found useful to improve and ameliorate our work are

the following

Event Slider

Which is a SharePoint APP that helped us to organize events in our portal. We needed this app

to manage events like knowledge sharing sessions or sport activities, club events...

The following figure is …

http://www.pcworld.com/article/259606/microsoft_details_office_web_apps_enhancements.html


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OneNote Class Notebook Creator

"OneNote is so much more than a piece of software, it is a framework for teaching and

learning."

--Rob Baker, Director of Technology, Cincinnati Country Day School

We added this app to the instructor portal so all the instructors would have access to setting

OneNote in their classes. Basically, this app creates a class notebook, which includes three types of

sub-notebooks

Student Notebooks – private notebooks that are shared between each instructor

and their individual students. Instructors can access these notebooks at any time,

but students cannot see other students’ notebooks.

Content Library – a notebook for Instructors to share course materials with

students. Instructors can add and edit its materials, but for students, the notebook

is read-only.

Collaboration Space – a notebook for all students and the Instructor in the class

to share, organize, and collaborate. The following figure shows the home page of

the app

Figure 25 OneNote Class Notebook Creator

We have created a Multimedia course as example to demonstrate how this environment looks

like


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Figure 26 Example of course notes

Mini Calendar Lite

Is a SharePoint App that provides event tracking on multiple OOB Calendars from the current

site?

6. SharePoint Online

SharePoint On-Premises VS. SharePoint Online (2013)

As with any on-Premises vs cloud based discussion, one of the most significant differences is

the impact on internal resources. On-premise solutions require an internal IT support structure

including people, hardware and software, or the use of a Managed Service Provider (MSP). Cloud

based solutions reduce the dependency on internal resources and typically provide better globally

deployed failover and redundancy features. The following table shows a comparison between

SharePoint-premises and SharePoint online (offered office 365)

On Premises Online

http://www.cloudally.com/sharepoint-on-premises-vs-sharepoint-online-2013/


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The SharePoint server farm is within the

corporate network.

The IT Support team maintains the

SharePoint farm and regularly applies

Microsoft patches and updates.

On premise Active directory is used for

authentication.

Full access to use and customize any

SharePoint feature as needed.

The SharePoint sites reside in the

Microsoft Data Centre (MDC).

Microsoft applies the patch regularly.

Microsoft’s global network of data

centers provides reduced latency and

high network bandwidth.

Support for Client Side Object & App

model.

Table 13 SharePoint On-Premises Vs SharePoint Online

SharePoint Online Administration

Simple and unmatched control of security, settings, configurations, and content. Quickly

identify assets and implement configurations in bulk for efficient change implementation.

SharePoint Online provides a set of tools and web technologies that help users store, share and

manage digital information of an organization when they use Office 365. This hosted service is ideal

for working on projects, storing data and documents in a central location and share information.

SharePoint sites can help members of an organization to be more efficient and productive at work.


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A SharePoint Online Administrator can manage and maintain site collections, and enable the

features that work across site collections such as user and organizational profiles, the secure store,

Apps, Record Management, Business Connectivity Services and InfoPath Forms Services.

Managing Site Collection

A SharePoint 2013 Online site collection is a group of SharePoint sites that are organized

hierarchically. A site collection has one top-level site called as the parent site and a number of sub-

sites called child sites built within it. Site collections can include various types of sub-sites, including

team sites, meeting workspaces, document workspaces, blogs, and wikis. Along with the each sub

sites, it may contain libraries, lists, etc.

SharePoint Online Management Shell

SharePoint Online Management Shell is a Windows PowerShell module that enable a global

administrator in Office 365 to efficiently manage SharePoint Online users, sites, site collections, and

organizations.

SharePoint Online Backup and Restore

A site collection administrator can view and manage deleted items across a site collection from

the Recycle Bin and Second-Stage Recycle Bin pages. When items are deleted from the Site Recycle

Bin, they are sent to the Second-Stage Recycle Bin.

A user who deletes an item from a Recycle Bin can contact you to restore the item to its

original location.

Deleted sites are automatically sent to the Second-Stage Recycle Bin and can be restored only

by a Site Collection Administrator.

SharePoint Online Security

Security, rightly so, is a serious concern for companies using cloud-based solutions such as

Office 365. They present a change in how data is stored, with additional layers of control and access

taken away compared to the "traditional" "On-Premises" environment.

Some parts of the site may be restricted to some users and shouldn’t obviously not be seen by

an entire organization. What’s great about SharePoint is it supports this kind of granularity, with an


65

extensive security model. It allows administrators to configure security on many different levels, and

assign a wide variety of different permission levels.

Permissions

Permissions enable users to access resources that they need. For example, permissions enable

users to do something such as open an item in a library or create a sub-site. Often, single permissions

are grouped into a collection of permissions known as a “permissions level”. For example, if we want

to give someone permission to read items on our site, we must also give them permission to open the

page that contains the item. The Read permission level includes all the single permissions that a user

has to have read items.

6.7.1. Permissions and site structure

A site collection administrator configures the initial permissions settings for a site collection.

That is, the site collection administrator adds users to SharePoint groups. Each SharePoint group has

a permission level, and all users in the group are granted that same permission level. Through

permission inheritance, these settings (groups and permission levels) cascade down through the

hierarchy of the collection. The settings apply to all sites and all site content in the site collection.


66

Figure 27 Permissions Hierarchy

6.7.2. Permissions inheritance

By default, sub-sites and their content inherits the groups and permission levels of the sit above

them. A site inherits the groups and permissions form its parent.

If an administrator make a change in the parent site, its sub-sites and their contents

automatically get the same change.

Figure 28 Permissions inheritance

6.7.3. SharePoint groups

A SharePoint group is a collection of people - SharePoint users - who have the same

permission level. That is, everyone in the group has the same access on your site. Groups let you

manage access to your site for many people at the same time.

Here are some advantages of assigning permissions to groups

Helps administrator align the site structure and permissions with the requirements

of the organization

Streamlines site maintenance for site collection administrators and site owners


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Ensures that people performing similar tasks have the same levels of access

Helps you make sure that people have only the access they need, not more.

Figure 29 Groups in SharePoint

6.7.4. Permission levels

It is a good idea to assign permission levels to a SharePoint group, instead of granting

individual permissions. These combinations are what make the site function differently for different

users. They grant permissions for some to take certain actions, and prevent other users from doing

anything. For example, they can prevent some users from deleting documents on a site.

IV. Implementation of the application

1. ISET Portal


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Figure 30 ISET Portal Home Page Top

Figure 31 ISET Portal Home Page Bottom


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Figure 32 Responsive Menu Closed

Figure 33 Responsive Menu extended


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Figure 34 About Us Site Page

Figure 35 Forum Site Page


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Figure 36 Contact Us Site Page


Figure 37 Administration Portal Documents management


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Figure 38 Administration Portal add document


Figure 39 Departments Sub-site Home page


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Figure 40 Computing Technology Site Page

Figure 41 DSI Site Page


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Figure 42 L3 DSI 1 Site Page

4. Instructor Portal

Figure 43 Instructors Portal Tasks


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Figure 44 Instructors Portal News Feed

5. Students Portal

Figure 45 Students Portal Edit Mode

V. Conclusion


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SharePoint Online is becoming available to a much wider range of schools. It gives them the

means to push back the limits on learning and provides seamless home-school working and remove

barriers between teacher and learner.

SharePoint Online has the power and flexibility to respond to all these needs and more.

Crucially, because it is on the cloud, users can reach the portal at their permitted level with their own

password from any device that will get them online - computer, tablet, or phone. However, as any

other platform, SPO has its limits and boundaries such as storage limits, non-support of all type of

files, blocking the edit tool when the file is opened online…

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Conclusion and Perspectives Throughout this work carried out as part of my graduation project for obtaining the Degree in

Applied Informatics Technologies, our contribution was mainly focused on the analysis, design and

implementation of ISET Portal.

The process began with reviewing the current operations of our institute and identifying what

needs to be improved in the upcoming years.

We came up essentially with the importance of collaboration between the members of the

institute, the facility of accessing the resources, the good impact of communicating with all the

members about any topic within the limits of property.

We developed a collaborative educational environment in order to improve the educational

system in our institute while hoping it would be the first step towards extending this experience to

other universities.

The development of this portal allowed us to improve our professional skills in the field of

development of the information systems that we can qualify as rewarding. It gave us the opportunity

to develop our theoretical knowledge with a real case. Therefore, this project has opened up a

completely new world of new technologies and platforms that we were delighted to discover.

The challenge was big, especially when it comes to managing multiple technologies at once,

and at different levels of abstraction. Besides the technical knowledge, we could benefit of learning

in project management and development methodology.

The fact of working with the development team of “TenStep” helped us gain a considerable

experience in the collaboration area.

This work has achieved its goals, but like any other project, it cannot claim perfection. It needs

some extensions such as

making this portal accessible externally

extending the work done with the information technology departments to the other ones

https://isetrades1.sharepoint.com/sites/isetportal/_layouts/15/listform.aspx?PageType=4&ListId=%7B8973A48C%2D3A0E%2D4C22%2DA6EE%2D9B48E102F67E%7D&ID=8&ContentTypeID=0x0100C29F77956B6CB34EB7D74D2CB451136A

https://isetrades1.sharepoint.com/sites/isetportal/_layouts/15/listform.aspx?PageType=4&ListId=%7B8973A48C%2D3A0E%2D4C22%2DA6EE%2D9B48E102F67E%7D&ID=8&ContentTypeID=0x0100C29F77956B6CB34EB7D74D2CB451136A

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Glossary

* Collaboration

Collaboration is working with others to do a task and to achieve shared goals. It is a recursive

process where two or more people or organizations work together to realize shared goals by sharing

knowledge, learning and building consensus.

* Project

A project is a temporary endeavor undertaken to create a unique product or service. Temporary

means that every project has a definite beginning and a definite end. Unique means that the product

or service is different in some distinguishing way from all other products or services. For many

organizations, projects are a mean to respond to those requests that cannot be addressed within the

organization’s normal operational limits.

* Responsive

Responsive web design (RWD) is an approach to web design aimed at crafting sites to provide an

optimal viewing and interaction experience—easy reading and navigation with a minimum of

resizing, panning, and scrolling—across a wide range of devices (from desktop computer monitors

to mobile phones)

* Team

A group of people with a full set of complementary skills required to complete a task, job, or

project.

* Web Portal

A web portal is most often one specially designed Web page that brings information together from

diverse sources in a uniform way. Usually, each information source gets its dedicated area on the

page for displaying information (a portlet); often, the user can configure which ones to display.

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Annex

I. Permissions Table

Permissions in SharePoint Online

Permission

Level Description Permissions included by default

View Only Enables users to view application pages.

The View Only permission level is used

for the Excel Services Viewers group.

View Application Pages

View Items

View Versions

Create Alerts

Use Self Service

Site Creation

View Pages

Browse User Information

Use Remote Interfaces

Use Client Integration

Features

Open

Limited Access Enables users to access shared resources

and a specific asset. Limited Access is

designed to be combined with fine-

grained permissions to enable users to

access a specific list, document library,

folder, list item, or document, without

enabling them to access the whole site.

Limited Access cannot be edited or

deleted.

View Application Pages

Browse User Information

Use Remote Interfaces

Use Client Integration

Features

Open

Read Enables users to view pages and list

items, and to download documents.

Limited Access permissions, plus

View Items

Open Items

View Versions

Create Alerts

Use Self-Service Site

Creation

View Pages

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Permissions in SharePoint Online

Contribute Enables users to manage personal views,

edit items and user information, delete

versions in existing lists and document

libraries, and add, remove, and update

personal Web Parts.

Read permissions, plus

Add Items

Edit Items

Delete Items

Delete Versions

Browse Directories

Edit Personal User

Information

Manage Personal Views

Add/Remove Personal Web

Parts

Update Personal Web Parts

Edit Enables users to manage lists. Contribute permissions, plus

Manage Lists

Design Enables users to view, add, update,

delete, approve, and customize items or

pages in the website.

Edit permissions, plus

Add and Customize Pages

Apply Themes and Borders

Apply Style Sheets

Override List Behaviors

Approve Items

Full Control Enables users to have full control of the

website.

All permissions

Table 14 Permissions Reference

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II. Groups

Group name Default permission level Description

Visitors Read Use this group to grant people Read permissions to the SharePoint site.

Members Edit Use this group to grant people Edit permissions to the SharePoint site.

Owners Full Control Use this group to grant people Full Control permissions to the SharePoint site.

Viewers View Only Use this group to grant people View Only permissions to the SharePoint site.

Table 15 Default SP 2013 Groups

III. SharePoint Online

Benefits of using lists in SharePoint Online

Web parts SharePoint includes Web Parts that provide simple methods for managing the

data. If the data was stored in a database, it would require custom user interface components

to access it and manipulate it.

Also, specialized skills are required to design, implement, and maintain a custom database.

Is easy to use

Workflow Another advantage of using lists is that custom workflow and event handlers can

easily be registered to them.

Flexibility lists can contain links (URLs) to other SharePoint pages that contain

information, documents, or emails related to the project.

No compatibility issues

Views it can be used to specify

Can be editable by multiple users at the same time

Disadvantages

Can’t Handle complex data relationships

Can’t Handle large numbers of items

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References Master pages and templates

SharePoint 2013 Design Manager

https//spasipe.wordpress.com/2012/11/15/sharepoint-2013-construire-une-masterpage-

a-laide-du-designer-manager/

Bootstrap themes

https //bootswatch.com/

Changing the look of sites on SharePoint Online http

//blogs.technet.com/b/uspartner_ts2team/archive/2013/10/28/easily-brand-your-

customer-s-sharepoint-online-sites.aspx

Planning

Learning About Scrum

http //scrummethodology.com/

www.scrum.og

BPMN Course

http

//introductionbpmn2.0.voila.net/co/Introduction%20au%20BPMN%202_0%20.html

YouTube Channel for Visio training videos

https //www.youtube.com/channel/UCdGsPUeucCfg-ORg8TMM2Ww

Workflow modeling with Visio

https //blogs.office.com/2012/11/12/sharepoint-2013-workflows-in-visio/

Office 365 and SharePoint online

About O365 University

https //products.office.com/en-us/university

Online Apps for SharePoint

https //store.office.com/appshome.aspx?productgroup=SharePoint

https //www.youtube.com/channel/UCdzwhk1YXyxKKx6bvN1wyfw

https://spasipe.wordpress.com/2012/11/15/sharepoint-2013-construire-une-masterpage-a-laide-du-designer-manager/

https://spasipe.wordpress.com/2012/11/15/sharepoint-2013-construire-une-masterpage-a-laide-du-designer-manager/

https://bootswatch.com/

http://blogs.technet.com/b/uspartner_ts2team/archive/2013/10/28/easily-brand-your-customer-s-sharepoint-online-sites.aspx



http://scrummethodology.com/

http://www.scrum.og/

http://introductionbpmn2.0.voila.net/co/Introduction%20au%20BPMN%202_0%20.html

http://introductionbpmn2.0.voila.net/co/Introduction%20au%20BPMN%202_0%20.html

https://www.youtube.com/channel/UCdGsPUeucCfg-ORg8TMM2Ww

https://blogs.office.com/2012/11/12/sharepoint-2013-workflows-in-visio/

https://products.office.com/en-us/university

https://store.office.com/appshome.aspx?productgroup=SharePoint

https://www.youtube.com/channel/UCdzwhk1YXyxKKx6bvN1wyfw

83

About Workflow

https //support.office.com/en-za/article/Overview-of-workflows-included-with-

SharePoint-d74fcceb-3a64-40fb-9904-cc33ca49da56?ui=en-US&rs=en-ZA&ad=ZA

Training videos on YouTube Channel for SharePoint https

//www.youtube.com/channel/UCny_XVsGW4T0vuvXFZVEENQ

https //www.youtube.com/user/SharePointRax

https://support.office.com/en-za/article/Overview-of-workflows-included-with-SharePoint-d74fcceb-3a64-40fb-9904-cc33ca49da56?ui=en-US&rs=en-ZA&ad=ZA

https://support.office.com/en-za/article/Overview-of-workflows-included-with-SharePoint-d74fcceb-3a64-40fb-9904-cc33ca49da56?ui=en-US&rs=en-ZA&ad=ZA

https://www.youtube.com/channel/UCny_XVsGW4T0vuvXFZVEENQ

https://www.youtube.com/channel/UCny_XVsGW4T0vuvXFZVEENQ

https://www.youtube.com/user/SharePointRax