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Business Solutions Using Lists and Views
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You can build myriad business solutions using nothing more than lists and views, and you often don t need to build the solutions from scratch. Almost every organization has an Excel workbook that would be better presented as one or more SharePoint lists: one person maintains the workbook, and other team members need to e-mail the workbook s owner to edit the workbook or get details about current data. If you publish this buttoneddown Excel workbook as one or more SharePoint lists and make it available for other team members to use, the team will be more efficient and much happier. In short, you ll be a hero. This heroism isn t on the same scale as saving a rainforest, but you ll still feel good about delivering business value by saving time and improving team morale.
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CHAPTER 7 BUILDING OUT-OF-THE-BOX BUSINESS SOLUTIONS
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. . . that is the whole meaning of life To be able to look to the heavens And scream I have lived. I have lived To have carved epic lives from ordinary moments. George David Miller, Before I Read This Poem In this section, we ll provide an overview of a solution we ve created for corporate clients: a quick and dirty software issue-and-resolution tracking system. We ll explain the business scenario (names have been changed to protect the innocent) and build the SharePoint solution using the Excel workbook that the team was already using to manage its data.
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The Project Issue Tracking Scenario
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The Custom Order System (COS) project is in danger of missing its deadline. During user acceptance testing (UAT), the team discovered that some of the system requirements documentation had been lost during a staffing transition. As a result, COS is missing key functionality. UAT has now been suspended and a tiger team is being assembled to design, code, and test the missing screens quickly. Brian, the project manager, has always used Excel to track issues identified during testing. When a tester needs to log an issue, he or she e-mails the issue to Brian, who enters it in the workbook, shown in Figure 7-1. At the end of each day, Brian e-mails the workbook to developers, who indicate the issues they ll work on the next day. As a developer resolves an issue, he or she sends an e-mail to the testers and copies Brian, who updates the worksheet. It s a cumbersome system. Brian has considered sharing the workbook, but updating the log helps Brian keep a finger on the pulse of unresolved issues, and he often does some quick analysis using sorting and filters.
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Figure 7-1. The Excel issue tracking worksheet
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When UAT was suspended, testers had already logged 55 issues. Brian is also swamped with e-mails from COS stakeholders who want to be kept up to date on the progress of the project. Brian s Excel issue tracking worksheet is no longer sufficient.
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Building the SharePoint Issue Tracking Solution
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Simply publishing the issue tracking worksheet as an Excel list would make it easy for testers and developers to enter their information directly. However, built-in functionality in SharePoint Tasks lists would be useful for the COS project team, including the My Tasks, Due Today, and Active Tasks views, and preconfigured alerts for task assignment. Because each issue is a task, it makes sense to modify the existing Tasks list to match Brian s worksheet, then copy and paste the worksheet data into the Tasks list. Site permissions will be used to provide stakeholders with read-only information and prevent them from modifying the issue tracking list. Views can be created for stakeholders, developers, and testers to take the load off Brian s Inbox. Here are the high-level activities required to build the issue tracking solution: 1. Create a Windows SharePoint Services site the COS site for the project team. 2. Modify the columns in the Tasks list to match Brian s issue tracking worksheet. 3. Modify the All Contacts view to include Job Title. 4. Add testers and developers to the Contacts list. 5. Add tester and developer users to the site, either using copy and paste to grab e-mail addresses from the Contacts list, or using the Outlook address book. 6. Create additional list views: Paste a datasheet view used once for importing data Completed issues High priority issues 7. Import the data from the issue tracking worksheet using copy and paste. 8. Modify the home page and launch the site.
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