Cygnet Infotech developed a Document Content Management Portal on SharePoint for a private multinational company providing world-class engineering and construction services.

Project Details

Customer Size: Large
Country: Ireland
Domain: Engineering & Construction
Solution: Sharepoint, WSS 3.0, Visual Studio 2008, SQL server 2005

Client Profile

The client is a multi-national Engineering & Construction contracting services, operating across the globe providing world class engineering services to its clients.

Business Scenario

The client, a private multi-national company providing world class engineering and construction contracting services across the globe, required a centralized collaboration portal where their dispersed employees could have access to the official document repository.

The key requirements were:

• Sharing documents over a secure platform, both internally and externally
• Controlling access to document viewing and document change
• Keeping a tab on editing conflicts
• Managing document workflows right from document creation to final approvals (simultaneous log creation on each change)
• Metadata integration for better tracking

Cygnet’s Solution

The Cygnet team provided a solution to meet employees' business needs on a SharePoint site. It provided the ability to comply, compile and coordinate. Additionally, the solution provided search based on document metadata such as author name and modified date, for effective information search.

On the portal created on SharePoint, the employees could share documents securely both inside and outside the organization. The end result was a collaborative environment that aided as a single platform for providing Business Intelligence; Collaboration; Document Management; Business Processes Automation etc for smooth organization operations based on Microsoft Office SharePoint 2007.

The key features offered by the system were:

• Document Management System for Storing, organizing, and locating documents
• A document library for keeping documents together. The library could store Microsoft Office files, PDFs, images, videos, and text files.
• SharePoint workflow implementation using checking documents in or out, etc
• Document versioning that allows users and administrators to track changes
• Automatic and Manual metadata storing facility for easy search
• System allows the users to define security rights to SharePoint sites, libraries, and documents within the libraries. Right assignment varies from single user, groups and Permissions levels range from read-only to full control.
• Sharing documents over a secure platform, both internally and externally
• Controlling access to document viewing and document change
• Keeping a tab on editing conflicts
• Managing document workflows right from document creation to final approvals (simultaneous log creation on each change)

Benefits

• Enhanced Collaboration allowing dispersed employees to work together on the same documents and share them
• Automatic archival of versions reduced the Administration workload on routine paperwork
• Exhaustive Search for quicker results
• Compliance requirements are met. Files are securely stored to meet industry guidelines
• Privilege based access and change tracking for secured information access
• Active Directory implementation lead to simplified IT management and less time spent on managing security and user access
• Minimal training due to SharePoint's familiar Microsoft Office 2007 interface.
• Multiple document versions ensure Data is easier to recover and less chance of accidental loss or damage
  Process Improvement due to SharePoint Workflow implementation