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Administration for BI planning solutions and scenarios

SharePoint 2010

Published: January 27, 2011

SharePoint administration

One advantage of using Microsoft SharePoint Server 2010 is its ease in administration of the environment. For the areas of which SharePoint Server 2010 is used in this planning solution, there are several methods for monitoring performance and progress throughout the budgeting process. The three key areas for administration include the following:

  • Libraries and lists management

  • Security settings and role settings

  • Workflow status

As a site administrator, we are able to manage our forms and reports for planning within Manage Content and Structure under the Site Actions menu.

This administration control lets us to manage and organize the appropriate structure and content within the containers that best matches our organization arrangement. For planning and budgeting scenarios, these libraries can be arranged by each business unit, budgeting period or process phase of the planning cycle.

Under Site Actions menu is a section named Site Settings. Within this, we can set up the appropriate users and permissions to the planning & budgeting site and administrators to the site environment.

For the planning scenarios, we recommend for us to use the appropriate contributors, approvers and reviewer categories for each user group definition. This way it can be easily referenced when you are using workflows for assignments of collection and review of data.

SharePoint Server 2010 provides individual and aggregate workflow reports to enable you to assess the efficiency of your workflows and related business processes. You can use these reports to locate problems with processes or to determine whether a group or individual is meeting performance targets for a particular business process.

We can monitor workflow activities on different levels within SharePoint Server 2010:

Site Collection Workflow Usage - a list of available workflows for the site collection, their usage summary (active or inactive), how many times these workflows have been associated, and how many instances of each active workflow are running.

Individual Workflow Reports - aggregate analysis of workflow history for each workflow instance based on activity duration and cancellation & error report

For site collection workflow report, navigate to the Site Actions menu and then click Site Settings. On the Site Settings page, in the Site Administration section, click Workflows to display the Site Collection Workflows report.

For the individual workflow reports, browse to the list or document library that contains the workflow for which you want to view reports. Point to the item or document that is involved in the workflow, click the arrow that appears, and then click Workflows.

On the Workflows page, in the Running Workflows section, click the name of the workflow for which you want status. If no workflows are listed in this section, no workflows are currently running on the selected item.

On the Workflow Status page, in the Workflow History section, click View workflow reports. On the View Workflow Reports page, locate the workflow association for which you want to view the reports, and do either of the following:

  • To view information about how long it is taking for each activity in a workflow to be completed and how long it takes each instance of the workflow to be completed, click Activity Duration Report.

  • To view information about which workflows were canceled or encountered errors before completion, click Cancellation & Error Report.

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