OnePoint: Revolutionising team collaboration

Combining OneNote and SharePoint to deliver collaborative workspaces

Ben Gardner, Nuzrul Haque & Chris Barber

May 2008

Business Requirements

One place to aggregate information

A place to share & discuss ideas

Ease of use

No silo’s of information

Easy access and navigation

Cached local copy

Master copy in SharePoint

Local copy synchronises to master copy every few minutes in background

• User works from locally cached copy of notebook

• Automatic online/offline synchronisation

• Multiple user synchronised simultaneously

Multiple users synchronised to master copy in SharePoint

SharePoint 2007

What is OnePoint: How it works

OneNote View SharePoint ViewOneNote sections

SharePoint document library

Files in OneNote

Files in SharePoint

What is OnePoint: OneNote and SharePoint

Limitations

Significant conflict issues generated when multiple people are editing the same document. Put the document into a SharePoint Doc library and put a link to in in

your notebook

No support for embedded objects Especially chemical structures

No RSS/email alerting from OneNote RSS only from Library – no granularity Issue with file version handling with OneNote (file name suffix)

Limited ability to publish OneNote notebooks to the web

Need online presence equivalence with rest of Office suite 2007

Need drag ‘n drop from OneNote to Outlook (or anything else)…

What does OnePoint give the user?

A user friendly interface for the team’s SharePoint document library OnePoint

Cultural change Enhanced capacity to collaborate Engendered a culture of openness

Powerful and easy to use search Desktop search & FAST Search

Navigation is separated from location Document stored in one location and

linked to from many

Capturing the thoughts and decisions of the team Information never previously captured Human readable file share

Simplistic capture and sharing of information Files, screen clipping, web content, etc

On and Off line working Elimination of C-drive and email silo’s

Performance

Logically structured SharePoint collection

Adoption

Learning to work collaboratively

Realising the power and getting creative

Wow! Why haven’t I used OneNote before

Time

En

thu

siasm

DMS

EnterpriseWiki

OneNote &SharePoint

MS Office, BioBook, etcIndividual

Team

Corporate

Externalworld

Hierarchy of information (Team perspective)

• Idea capture• Unstructured• Transient

• Project team centric• Idea evaluation• Transient information

• Current progress• Structured format• Living document

• Historic record of key events• Static snapshots i.e. Stage gates• Validated documentation

OnePoint and the information hierarchy

SharePoint 2007

One click publication to Enterprise Wiki Provide online

views of all notebooks

Corporate Knowledge

Team Knowledge

Individual Knowledge

Publish documents to validated systems

Summary

OnePoint = OneNote 2007 + SharePoint 2007

Intuitive and user friendly interface for SharePoint document library

Synergies with current working practices to create a team’s collaboration space

Team Knowledge Management solution

Q: ‘What is the single most important thing that could be done to speed up drug discovery?’ – Research & Development Site Head to Research Project Leads

A: ‘Give us OnePoint’

User testimonials

“OnePoint has increased team engagement and cohesiveness”

“It’s liberating – my work is no longer dictated by the content of my inbox, but by scientific imperative!”

“Familiar Windows look and feel – it was so easy to learn”

“I love the flexibility of being able to work online or offline without needing to think about”