Application for Windows SharePoint Services Documentation for Microsoft Sales and Partners Event Coordination
1.0 - Description
Business Value The Event Coordination application for Windows SharePoint Services is a central site for managing the entire event coordination process from event scoping, to organizing tasks and key dates, storing vendor information, posting event-related documents, inviting attendees, and evaluating the event. Using this application will improve the organization and efficiency of coordinating all of the components of an event planning. Key functionality featured in this application includes: Task List o This list allows the event coordinator to enter in important tasks, due date, status, assigned owners, and other information. Invitee List o This list shows who has been invited to the event and the status of their acceptance, along with any other details about them. Forms and Templates o The document libraries on this site allow the event coordinator to post all templates, documents, plans, budget spreadsheets, and more in an organized, central document repository.
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2.0 - Products Included
The Microsoft Office products included in this application include: Microsoft Word Microsoft Excel
3.0 - Sample Scenario for Use
Audience This application is intended to be used by: Event Coordinator Marketing Staff Business Situation There are numerous logistical tasks that go into planning an event. This includes choosing a venue, vendors, securing sponsors, and marketing the event. In addition to the logistical side of event coordination, organizers must also maintain a budget and timeline. To insure the success of an event it is vital that all of these elements are effectively managed. Sample Scenario Robert Walters is the coordinator of the 2005 Italian Art Show. The Art Show was going into its third year, and to make sure it went off without a hitch, he utilized the Event Coordination application for Windows SharePoint Services. Using this site, Robert and his team collaborated on all aspects of the Art Show – from scheduling and marketing to acquiring sponsors and a list of guests. The most important part of the site was the Event Task List. Here, Robert and his team entered necessary tasks and tracked their progress from initiation to completion. They were able to identify tasks that had a high priority and needed immediate attention. This way, nothing fell through the cracks. The event budget, which was of equal importance, was tracked via a Microsoft Excel spreadsheet. Using the discussion board Web part, team members were able to collaborate on their search for an appropriate venue site. To keep track of the participating vendors and their contact information, Robert created a Vendor Rolodex list. He also uploaded forms and documents such as participation forms, press releases, ticket details and marketing flyers. These forms were accessible remotely in a secure environment by the staff, marketing team and sales department at any time. After implementing the Event Coordination application, the 2005 Italian Art Show went off smoother than the previous shows. By closely monitoring tasks, spending and sponsor management, Robert Walters also saw his show come in under budget and on time.
4.0 - Customization Opportunities
As a partner, there are customization opportunities for you to extend the functionality, integration, and scalability of this application to better meet a specific customer’s needs. These opportunities include: Integration with SQL Server database to manage employee information. Integration with Microsoft SharePoint Portal Server.
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Integration with Microsoft Exchange and Microsoft Outlook. Integration with Microsoft CRM. Integration with Microsoft Project Server. InfoPath Form Integration and Custom Event Handling in Form Library. Web Part Development for Custom Reporting. Custom Workflow Development using SharePoint Object Model and Event Handlers. Creation of Subsites by Event or Event Type.
5.0 - For More Information
For more information, please visit: www.microsoft.com/windowsserver2003/technologies/sharepoint/default.mspx.
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