Building a Knowledge Management System with SharePoint On-Premise

Introduction

Effective knowledge sharing is critical for organizations to enhance collaboration and innovation. One of our clients, a leading manufacturing company, faced challenges in managing and sharing their organizational knowledge. We implemented a Knowledge Management System using SharePoint On-Premise, enabling the client to centralize, organize, and securely share information across departments.

This blog showcases how we used SharePoint On-Premise to solve real-world challenges and deliver value to the client.

Client Overview and Challenges

Client Overview

The client is a global manufacturing company with over 10,000 employees and multiple production facilities worldwide. Their existing intranet was outdated and lacked features to support effective knowledge sharing.

Challenges

1. Decentralized Information: Key documents and knowledge resources were scattered across local drives and email threads.
2. Lack of Collaboration Tools: Teams struggled to collaborate effectively, especially across different locations.
3. Limited Search Capabilities: Employees found it difficult to locate documents or information quickly.
4. Data Security Concerns: Sensitive data was at risk due to inadequate access controls.
5. No Workflow Automation: Key processes, such as document approval, were manual and time-consuming.

Solution: Knowledge Management System

We implemented a SharePoint On-Premise solution to address these challenges. The system was designed to act as a centralized hub for organizational knowledge, improve collaboration, and enhance process efficiency.

Key Features Implemented

1. Centralized Document Management

• Problem: Scattered documents made it hard for employees to access the latest versions.
• Solution:
  • Created document libraries to store all organizational documents.
  • Implemented version control to ensure employees accessed the most recent files.
  • Added metadata tagging for easy categorization and retrieval.

Outcome:

• Employees could access relevant documents within seconds, improving productivity.

2. Enhanced Search Functionality

• Problem: Employees spent too much time searching for documents.
• Solution:
  • Configured SharePoint Search Service to index all content.
  • Enabled advanced search filters based on metadata, file type, and keywords.
  • Added custom refiners to display search results by department or project.

Outcome:

• Reduced document search time by 70%, enabling faster decision-making.

3. Role-Based Access Control

• Problem: Sensitive information was accessible to unauthorized personnel.
• Solution:
  • Configured permission levels for users and groups based on roles.
  • Enabled document-level security to restrict access to confidential files.
  • Integrated with Active Directory for seamless authentication.

Outcome:

• Improved data security and ensured compliance with industry regulations.

4. Collaboration Spaces for Teams

• Problem: Teams struggled to collaborate effectively on projects.
• Solution:
  • Created team sites for each department with document libraries, task lists, and calendars.
  • Enabled co-authoring to allow multiple users to work on documents simultaneously.
  • Integrated discussion boards for team communication.

Outcome:

• Enhanced collaboration, especially for cross-departmental projects.

5. Workflow Automation

• Problem: Manual processes, such as document approval, were time-consuming and error-prone.
• Solution:
  • Developed custom workflows using SharePoint Designer to automate processes.
  • Example workflows:
    • Document Approval Workflow: Automatically routed documents for approval based on predefined rules.
    • Employee Onboarding Workflow: Automated the onboarding process for new hires.
  • Integrated email notifications to alert users about pending tasks.

Outcome:

• Reduced process time by 40% and minimized errors.

6. Dashboards and Reporting

• Problem: Lack of visibility into document usage and workflow performance.
• Solution:
  • Developed dashboards using Excel Services and PerformancePoint Services.
  • Key metrics tracked:
    • Number of documents uploaded and accessed.
    • Workflow completion rates.
    • Department-wise document contributions.

Outcome:

• Enabled managers to monitor system usage and optimize processes.

Architecture and Tools

1. Platform: SharePoint 2016 On-Premise
2. Authentication: Integrated with Active Directory.
3. Database: SQL Server for storing SharePoint content and configurations.
4. Customization Tools:
   • SharePoint Designer for workflows.
   • PowerShell scripts for bulk configuration tasks.
5. Deployment: Hosted on the client’s internal servers to comply with data privacy requirements.

Implementation Process

1. Requirement Analysis:
   • Conducted workshops with stakeholders to understand pain points and define system requirements.
2. System Design:
   • Designed the SharePoint architecture, including site collections, subsites, and libraries.
3. Development and Customization:
   • Configured libraries, permissions, and workflows to meet client needs.
4. Testing:
   • Performed extensive testing to ensure system stability and usability.
5. Deployment and Training:
   • Deployed the solution on the client’s servers.
   • Conducted training sessions for employees and administrators.

Results Achieved

1. Improved Collaboration: Teams could share and access information seamlessly, leading to better collaboration.
2. Faster Processes: Automated workflows reduced manual effort and errors.
3. Time Savings: Employees spent less time searching for documents and managing approvals.
4. Data Security: Role-based access controls ensured that sensitive information was protected.
5. Knowledge Retention: Centralized storage of organizational knowledge reduced the risk of information loss.

Use Case: Standard Operating Procedures (SOPs)

Scenario:

The client’s manufacturing units needed quick access to updated Standard Operating Procedures (SOPs).

Implementation:

• Created a dedicated SOP library with metadata for easy filtering (e.g., department, process type).
• Configured alerts to notify employees about updates to SOPs.

Outcome:

• Ensured all employees followed the latest procedures, reducing errors and compliance risks.

Why Choose SharePoint On-Premise?

1. Data Privacy: Ideal for organizations with strict data residency requirements.
2. Customization: Greater control over features and workflows.
3. Integration: Seamlessly integrates with existing enterprise systems.
4. Cost-Effective: Avoids recurring subscription costs associated with cloud platforms.