Implementation of SharePoint Document Management System

This proposal discusses the implementation of SharePoint Document Management System in Mindtree, its benefits, and the problems faced during implementation. The study aims to gather requirements and benefits for cloud-based SharePoint document management system. The research question is how SharePoint document management system benefits Mindtree into its business functions. The scope of the study is search functionality, collaboration, and version control. Suggestions for future research include studying the role of users in implementing and developing new document solutions in the future.

Running head: IMPLEMENTATION OF SHAREPOINT DOCUMENT MANAGEMENT
SYSTEM
Implementation of SharePoint Document Management system
Name of the Student:
Name of the University:

1IMPLEMENTATION OF SHAREPOINT DOCUMENT MANAGEMENT SYSTEM
Table of Contents
1.0 Introduction and background to the problem..................................................................2
2.0 Overarching aim and objectives......................................................................................3
3.0 Scope....................................................................................................................................4
4.0 Research question.................................................................................................................4
5.0 Suggestions for future research............................................................................................4
References..................................................................................................................................5

2IMPLEMENTATION OF SHAREPOINT DOCUMENT MANAGEMENT SYSTEM
1.0 Introduction and background to the problem
The companies are used of on-premises file servers to store the corporate data. With
increasing use of cloud solutions, most of the companies are asking for better cloud storage
and file server. The companies are decided to replace the traditional file server into faster,
flexible and secure one, therefore a SharePoint documentation management tool is
implemented. This proposal is based on migrate traditional file server to SharePoint online. ()
stated that storing the files as well as corporate data into the cloud with Microsoft’s
SharePoint online is a cost effective, frees space along with enables rapid mobile working
which is walkable to the organization. The research work is based on implementation of
SharePoint in Mindtree. It is a multinational information technology as well as outsourcing
company. The company is providing solutions to technology and architecture. The main
feature of this system is that it is scalable for document handling along with enquiry and
provided development services for the system based on agreed requirements (Worobec and
Bryant 2016). The benefits of this system are deploy work processes, improve document
indexing and cost effective storage of documents. This particular system enables electronic
documents for sharing based on the security roles.
The problems which are raised while implementation of SharePoint document
management system are occurred are that there is improper understanding to the SharePoint
environment. There are list of solutions which are lined up for the implementation purposes,
but sequence of the implementation is not available. The key stakeholders along with end
users are not understand capabilities of the system and impacts on the business processes
along with activities in and outside of the company. The business processes and best practices
are not established for the SharePoint environments. In order to address to those problems,
the team enterprise of Mindtree is optimized with resourcing as well as team structure of
offshore development of the document management system (Mindtree.com 2017). The key
performance measure of the implementation process is proper design of the system in faster
and effective way so that it will properly use to store of files in addition to corporate data into
the SharePoint system. It is required to look the run of mill testing and quality processes of
the proposed tool. Mindtree’s approach for testing the SharePoint makes possible to deliver a
higher quality solutions that are integrated in SharePoint environments as well as
infrastructure. The business analyst is provided with training to the end users with acceptance
of the solutions.

3IMPLEMENTATION OF SHAREPOINT DOCUMENT MANAGEMENT SYSTEM
The motivation of this research proposal is importance of selected topic and in Microsoft
SharePoint implementation. Microsoft is demanding that SharePoint is faster growing
product into the history of company. It is noticed that use of the document management
system is a problem for the company and its main problem is user adoption. In this particular
study, it is focused on file server to SharePoint document management system. The solutions
which are developed to overcome with implementation problem are intranet 2.0 redesign,
trend radar application, supply chain integration workflow, and continuous support and
maintenance. The business impact on Mindtree are that it reduces time to market for
innovative enhancement along with application functionalities. It increases effectiveness and
also productivity of employee (Einkamerer and Maqbool 2017). The tool is combined with
different functions which can separate applications such as content and document
management, personal cloud, enterprise search, workflow management and enterprise
application stores. As volume of the electronic documents that Mindtree used has to manage
high. The internet enabled the tool to acquire as service which can operate into the cloud
environment.
2.0 Overarching aim and objectives
The aim of this study is to gather requirements and benefits for cloud based SharePoint
document management system. The purpose of this study is to document functional as well as
business requirements for the document management system and its features. The initial
requirement of this proposal is to search out if the cloud based document management system
is replacing the existing system of the selected company. The features among them are
storing the documents into the database, configuring with the metadata, previewing the
documents and mass transferring of the documents.
The document management system is such an application which can manage document
files and attributes, which defines the kind of documents. It is offered with internet browser
as graphical user interface. The documents are searched by document attributes as well as
content. The tool is used to manage document based on the user’s rights. Following are the
objectives of this particular study such as:
 To study benefits of SharePoint document management system in business
functions of Mindtree
 To analyse the implementation problems into SharePoint document management
system

4IMPLEMENTATION OF SHAREPOINT DOCUMENT MANAGEMENT SYSTEM
 To provide solutions for identified problems with document management system
of Mindtree
3.0 Scope
The in-scope of SharePoint document management system is search functionality. It is
used to search for the files as well as folders, metadata tags, preview the documents and
others. This tool is used to collaborate with colleagues on same document at same time. This
tool is used to retrieve previous versions of the documents files with click of a button.
SharePoint has no such infrastructure cost and it is not required to be updated.
The out of scope of this document management system is its technical aspects as the
researcher has not explained the implementation of SharePoint Document Management
System. There is no required of any research in this particular areas as the thesis paper is in
the scope to research technical steps.
4.0 Research question
Introducing a document management system is imposed of changes on the users in the
way to work with the documents, location of storage, collaboration as well as knowledge.
Change management is critical towards successful implementation of SharePoint document
management system in Mindtree. Support from the management side, involvement of
management, proper interaction with end users and stakeholders, training are considered as
factors to manage changes to reduce user resistance. The main research question which are
formulated from selected research aim is:
How does SharePoint document management system benefits Mindtree into its business
functions?
5.0 Suggestions for future research
It is seen from the entire research of the selected company is that building of
SharePoint document management system without involvement of the users is not required to
provide the employees with better solutions. In the future, it is required for further research
would be on role and users are implementing as well as developing the new document
solutions in future. Another future direction would to carry out same study on the SharePoint
document management system into other organizations. It would be suggested to make
comparisons among the organizations in terms of how it is to be used.

5IMPLEMENTATION OF SHAREPOINT DOCUMENT MANAGEMENT SYSTEM

6IMPLEMENTATION OF SHAREPOINT DOCUMENT MANAGEMENT SYSTEM
References
Einkamerer, T.F. and Maqbool, J., 2017. Accounts Payable: Improving a System for Better
Efficiency. AMR, p.39.
Mindtree.com 2017. SharePoint partnership | Mindtree. [online] Mindtree.com. Available at:
https://www.mindtree.com/about/resources/sharepoint-partnership [Accessed 18 Oct. 2018].
Worobec, B. and Bryant, R., 2016. Using sharepoint as a limited learning management
system. Journal of Computing Sciences in Colleges, 32(2), pp.11-18.