INTRANET DOCUMENTATIONFOR

COMESA SECRETARIAT,LUSAKA

By Essence it consulting firm ltd

CONTENTS1. DESIGN...........................................................................................................................................4

1.1. ARCHITECTURAL DESIGN...........................................................................................................4

1.2. LOGICAL STRUCTURE.................................................................................................................5

2. BUSINESS REQUIREMENTS............................................................................................................6

3. INSTALLATION................................................................................................................................7

3.1. HARDWARE REQUIREMENTS.....................................................................................................7

3.2. SOFTWARE REQUIREMENTS......................................................................................................7

3.3. SERVICE ACCOUNTS...................................................................................................................7

3.4. PREREQUISITES..........................................................................................................................7

4. CONFIGURATION SUMMARY.......................................................................................................10

4.1. CONFIGURATION –WORKFLOWS.............................................................................................12

4.1.1. TRAVEL REQUISITION WORKFLOW......................................................................................12

4.1.1.1. STAGES:............................................................................................................................12

4.1.1.2. VISUAL VIEW....................................................................................................................14

4.1.1.3. STEP BY STEP PROCESS....................................................................................................15

4.2. CONFIGURATION –RESOURCE MANAGEMENT........................................................................18

4.2.1. ROOM CALENDERS IN SHAREPOINT.....................................................................................18

4.2.2. ROOM MAILBOXES IN EXCHANGE.......................................................................................19

The Intranet Home page

1. DESIGN The following summarizes diagrams the architectural design and logical for the SharePoint farm.The farm is configured with the SharePoint 2016 MinRole, with sp-svr1.comesa.int as application server, sp-svr2.comesa.int as front end server, sp-sql.comesa.int hosting the databases and ad.comesa.int as one of the domain controllers. However, the MinRole configuration allows any server to perform any roles as need arises.

1.1. ARCHITECTURAL DESIGN

Web

tier

Front End Query

SharePoint Foundation Web application SharePoint Foundation Workflow timer

WFE

Search Indexing

APP SharePoint Central SharePoint administration

Web application SharePoint Workflow manager SharePoint user profiles search services stop service

Data

base

Tie

r

Database

DBS Application databased Content Database

Appl

icati

on T

ier

Profile Server

ADDS

DNS Comesa.int Do

mai

n

Ip Address: 192.168.33.11

Ip Address: 192.168.33.12Ip Address: 192.168.33.13

Ip Address: 192.168.2.

1.2. LOGICAL STRUCTURE

We have one web application called intranet.comesa.int, which is also the top-level site.

General information and tips are displayed on the top-level site. This include access to other COMESA sites, public website, and important access to other systems and links to the departmental sites.

The departments have their own site with different configurations and content databases. Where necessary, critical departments will be placed in their own application pools, with distinct web applications and content databases.

intranet.comesa.int

[Web Collection/Top-level site]

Information and Networking Administration

Budget and Finance

Conferences

Trade

Gender

Infrastructure

InvestmentInfrastructure Administration

COMESA WEB APPLICATION

Ip Address: 192.168.2.

2. BUSINESS REQUIREMENTSThe following items were identified as business requirements

Requirement Description R1 Portal will be used as central local to access user information

and other systems R2 The system should have workflows configured for the following

Travel requisition ( see screen shot of current process blow)

R3 Calendars should be configured for the following Room booking/management

3. INSTALLATION

3.1. HARDWARE REQUIREMENTSThe servers have the following minimum specifications.

Server IP Address RAM HDD-OS CPUs Front end server

192.168.22.11 12 80 4 2.5 GHZ

SQL 192.168.33.x 8 80 4

Application server

192.168.33.12 16 80

3.2. SOFTWARE REQUIREMENTS

3.3. SERVICE ACCOUNTSThe following accounts were created in the active directory

Service Account name Description SQC_SQL SQL server service account SP_Admin Setup account for local administrators and installation

SP_Farm SP_service Web and Service Application accounts

SP_Sync For synchronizing user profiles SP_Crawl For search services

3.4. PREREQUISITES The following script was run to install the prerequisites on all the SharePoint servers in the farm.

Add-WindowsFeature Web-Server,Windows-Identity-Foundation,NET-Framework-45-ASPNET,Web-Mgmt-Console,Web-Mgmt-Compat,Web-Metabase,Web-Lgcy-Mgmt-Console,Web-Lgcy-Scripting,Web-Mgmt-Tools,Web-WMI,Web-Common-HTTP,NET-HTTP-Activation,NET-Non-HTTP-Activ,NET-WCF-HTTP-Activation45 -Source ‘d:\sources\sxs’

The configuration wizard was run database settings specified as per the screen shot below

The front end server was successfully installed as per the screen shot below.

The application server was successfully configured as per the screen shot below

4. CONFIGURATION SUMMARY

Item Description Access Central administration site Portal for farm configuration TCP Port 5555 on any server

in the farmhttp://sp-svr1:555http://sp-svr2:555

Configuration database Sharepoint_conf COMESA Web application Holds the site collection for

COMESA intranetTop-level site Named intranet.comesa.int http://intranet.comesa.int/

Subsites Contained in the site collectionSubsites are configure for the following departments Information and

Networking Budget and Finance Administration Conferences Gender Trade Investment Infrastructure

4.1. CONFIGURATION –WORKFLOWS

4.1.1.TRAVEL REQUISITION WORKFLOWAs per requirement R2, the travel requisition is configured as follows;

4.1.1.1. STAGES:

4.1.1.2. VISUAL VIEW

4.1.1.3. STEP BY STEP PROCESS

1. Requester fills in a Transport request as shown below

2. The work flow automatically starts, and assigns the task to the approver (HOD)

3. The approver gets a notification via email

4. Approver views the tasks details by clicking(View tasks >edit item in web mails, and in outlook open task)

5. Approver clicks approve or reject

6. The workflow assigns next task to the driver (in our case tester account)

7. The workflow updates status appropriately as shown as it awaits driver’s approval.

8. After approval, the user can review the status from the portal and gets confirmation email.

9. The workflow is completed.

4.2. CONFIGURATION –RESOURCE MANAGEMENT

4.2.1.ROOM CALENDERS IN SHAREPOINTThis will allow users preview available rooms before making any booking

The direct URL is https://comesaheadoffice.sharepoint.com/Room%20Management%20Site although users can navigate using the intranet links

See the screen shot below

Due to limited nature of SharePoint calendars, room mailboxes are also created in exchange to enable automatic booking and delegate management. Room delegates will connect their outlook to SharePoint calendars (see scree shot below) and exchange mailboxes

4.2.2.ROOM MAILBOXES IN EXCHANGE

The following mailboxes are created in exchange SG BoardroomASG BOARD ROOMCONFERENCE ROOM 1CONFERENCE ROOM 2

See screen shot below

To use the room mailboxes, send email to the room mailbox and the attendees. The room mailbox will respond automatically unless overridden by the room delegate.

The mailbox automatically accepts the meeting if there are no conflicts