Using Sharepoint as Content Management System

Using Sharepoint as Content Management System

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On Friday I met one of the IT Pros in Singapore that also have been participating in the IT Pro Momentum program I blogged about Monday. He’s working as Systems Analyst at Ngee Ann Polytechnic here in Singapore and he just deployed a pilot of SharePoint 2007 to use as a publishing system for their webpage.

The solution was meant to solve several problems their Corporate Communications office was facing. Ngee Ann Polytechnic, an Institute of Higher Learning, has numerous Schools and departments (14 000 students in Singapore), each having their own web sites and webmasters.

Whenever there is a new design of their corporate design, each department and website is expected to follow the new standard to achieve a uniform look and feel. However, this was far from ideal. The consistency is tough to enforce and skill sets of webmasters are different; thereby making compliance tough or close to impossible.

Content accuracy rest in the hands of the webmaster. Being the only person who verifies web content before the general public sees it, is prone to delivering wrong information to its viewers. An approval and review process was needed before content should surface to the eyes of information recipient.

They decided to get a Content Management System and decided to go with Microsoft Office Sharepoint Server 2007. To be able to apply style sheets for the top site that gets applied to all sites makes the look and feel consistent and the web masters are only changing content on their site. When they add or change something a workflow kicks in and one or more people has to approve it before it gets published from the publishing farm to the front end, read only farm. This certainly solves the numerous problems and put in place governance, compliance and control on web content publishing. When someone edits a page, the process looks like this:

After changing or adding a web part the webmaster clicks on "Submit for approval"


The approver recieves an email that something needs to be approved and can then see the "Pending Approval" in Sharepoint. When the change is approved by the required persons, it gets published.

The system also allows a webmaster to restore a previous copy. Any web content that was deleted or wrongfully updated, the webmaster has the ability to restore the right copy on the spot.

You can find more information about our Content Management solution here

If your company wants to be an early adopter and you are interested in the IT Pro Momentum, just send me an email through my blog.

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