Making sense of collaboration technology for Microsoft Dynamics GP

One of the newest buzzwords in technology is “collaboration.” If you’re not quite clear about collaboration and technology mix, read on as we explain this somewhat elusive concept, evaluate its benefits, and introduce the combination of Microsoft Dynamics GP 10.0 with Microsoft Office SharePoint Server 2007 that work together to deliver a powerful collaboration solution.

 

We “collaborate” by working with one another in a cooperative fashion toward common goals. Business collaboration is non-stop amongst co-workers, managers, customers, and vendors. Collaboration technology helps to streamline these interactions. There are three main types of collaboration technologies. Electronic communication tools, already used extensively, facilitate information sharing by enabling people to send messages, files, or documents. Examples include e-mail, instant messaging, and fax. Electronic conferencing tools provide a more interactive collaboration experience, with the most common forms being teleconference and video conference. The third type, collaboration management tools, make it possible to collect, organize, manage and share information in a variety of formats to simplify management of group activities, tasks and projects. Collaboration management tools, such as Document Knowledge and Content Management systems, are a bit less understood so let’s spend some additional time exploring this area.

 

Document knowledge and content management systems provide a centralized area for storing and accessing information. Documents, spreadsheets and the like can be organized logically (i.e., by project, type of activity, or audience) and security features determine who can view, modify or create new documents. Access to information is provided through an intranet or extranet and automatic email notification can alert team members in specific work groups about documents that have been added or modified. Collaboration sites can also contain management reports and provide portals with forms and information for customers and vendors. Tired of losing control over your budgeting process? Collaboration applications can be used to centrally administer and store budget spreadsheets, manage different budget scenarios and “lock down” budgets once finalized.

 

These applications can also model and automate just about any business processes. Areas for workflow automation might include approval processes for purchase orders and expense claims, customer credit limit overrides and sales quotes, or human resource activities for new hires and performance reviews.

 

Because information and reports are available online in a central location, paper and printing costs are reduced, as is the need for additional disk space, servers and IT staff to maintain hardware. Indirect revenue generation and/or savings are realized through faster decision making and reduced administrative activities, allowing more time for meaningful tasks.

 

Collaboration technology offered by Microsoft Office SharePoint Server 2007, when combined with Microsoft Dynamics GP 10.0, makes your company’s information, documents, and business processes readily available to customers, employees, business partners, and work groups via your organization’s intranet or extranet. These groups will have an easier and better way to work and communicate with one another online, across geographies, time zones and organizations.