SHARE POINT SYSTEM

THE SHAREPOINT SYSTEM IN PADU

SharePoint  -  A DOCUMENT MANAGEMENT SYSTEM USE BY EDUCATION PERFORMANCE AND DELIVERY UNIT (PADU), A GOVERNMENT AGENCY UNDER MINISTRY OF EDUCATION (MOE)

The agency, PADU maintains and kept all documents related to the agency in 1 platform i.e. SharePoint. It’s a system supply by Microsoft Corporation. SharePoint is a web application platform. It is a cloud-based service, hosted by Microsoft, for businesses of all sizes. Instead of installing and deploying SharePoint Server on-premises, any business can subscribe to an Office 365 plan or to the standalone SharePoint Online service. The agency can create sites to share documents and information across the employee. The agency can use it as a secure place to store, organize, share, and access information from almost any device online at anytime and anywhere. The only thing that the agency need for the staff is to provide a web browser, such as Internet Explorer, Chrome, or Firefox.

The access for each folder can be set according to the division / department. For document or folder that need to be accessed by all staff, it can be also set accordingly.

The usage is more or less similar like Dropbox, Google Drive, iCloud. The main function is to store document. As for PADU, they use the system to store and manage internal document. It has been treated as the one stop centre where all the needed information is stored. 

At PADU, each staff will have an access to 2 folders, one is the common folder where everybody can access and another one is the divisional folder where only the staff in that division can access.

Booking of meeting room is one of the purpose of share point

Other than that, documents could also be stored in the sharepoint and the process is really easy, you only need to drag the documents into this page

Meeting calendar could also be viewed through the sharepoint, making it an easy process of information and status sharing

To view booking of meeting rooms within the organization, we could also use this system and this has tremendously help the administrative process

As mentioned above, staff can book the company car (with driver) using this platform. No more manual booking where everybody needs to fill up any form or register it to the Admin Department. Furthermore, less work for the Admin staff. The reservation will be notified to the Admin staff through the email.

Above: Vehicle administration booking, one of the features in shared point system.

Event could also be easily viewed through this system

To summarise, with the system implementation in PADU, many have feel that the company is investing on agility and keeping abreast in the technology demand.

Through the short interview with them, I could tell that they are satisfied with the system implemented and have fully utilise them appropriately.