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1 SharePoint Saturday Atlanta SharePoint Saturday Atlanta May 30, 2015

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SharePoint Saturday Atlanta – May 30, 2015

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5 Seasons Brewery (North)

directly in front of brewery

See the SPSATL Website for more info and directions

Join us for SharePint sponsored by

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[email protected]

http://nicoleprestby.wordpress.com

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Process Overview

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• What are the business drivers for this project?

• Why are we doing this? Why is this project important?Business Drivers

• What key success factors will be measured?

• How will we determine the project to be a success?Success Factors

• What are the primary business processes to be addressed?

• What bounds can we set? What is the scope? Processes/Functions

• Who are the key stakeholders and responsibilities?

• What different perspectives need to be represented?Stakeholders

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Testing(QA & UAT)

Training & Deployment

• Gather

• Document

• Review

• Confirm/approve high-level requirements

• Create Functional Design document

• Develop

• Unit test

• Design Reviews

• QA

• UAT

• Issue resolution

• User training

• Deploy to Prod

Requirements & Design

Implementation

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Gathering Requirements & Design

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Collect

Questions

Analyze

Unclear, Missing

Refine

Follow-up, Queries

Set

Document

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Question(s) to ask What it can indicate to you

How does the process start?

• For example, a document is uploaded or changed, a form is submitted or

changed, etc.

Manual vs. Automatic Start on Item Creation

vs. Automatic Start on Item Modification

What should happen when everything goes right?

• For example, all approvals

“Happy Path”

What are all the other potential outcomes?

• For example, outcomes other than approvals, such as rejections, need more

info, etc

Alternative Paths

Where are the places things could go wrong?

How can things go wrong?

• For example, what if key data is not there (like an email address) or changes

(like a key date)

What should happen when things go wrong?

Exception Paths

In what areas of the process is it important to enforce rules?

Where in the process should we accommodate for alternative paths?

Rigid vs. Flexible

Determine Overall Flow

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Question(s) to ask What it can indicate to you

Are there steps that can happen at the same time?

What steps have to happen before or after other steps?

Sequential/Serial vs. Parallel actions

Are there steps in your process that repeat over and over?

If yes, what triggers you to do them?

Loop While, Loop For Each

How predictable is the process?

Are there places where you go back to the same person for information over and over?

If yes, what are the triggers?

State Machine vs. Linear

Do you skip parts of the process under certain circumstances?

What are the reasons?

If/Else (Conditional Logic), State Machine

Are there parts of your process where you do different steps based on a specified value

or choice field?

• For example, different things for different Departments, Status, PTO Type, etc?

Switch (Complex Condition)

Does your process need to integrate with other systems?

• For example, pulling or pushing data to systems, other than SharePoint, such

as external SQL DB, AD, CRM such as Microsoft Dynamix, etc.

Call web service, Query LDAP, execute SQL, etc

Determine Specific Types of Flow

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Question(s) to ask What it can indicate to you

Where in the process do you need to get user interaction for approval?

What are the possible outcomes of each approval step?

What should happen when each outcome is selected?

Approvals

Where is the process do you need to get user interaction other than approval?

• For example, go do this manual task or review this document.

For each of these steps, is there additional data that will need to be captured?

What happens after each step has been completed?

Non-Approval Tasks

Should an email alert be sent when tasks are assigned to users? Task Email Notifications

Should additional reminder emails be sent if tasks are not completed after a certain

amount of time?

How long to wait before sending reminder email?

How many reminder emails should be sent in total?

Should anyone be CC’d on the reminder emails?

Task Reminders

Are there tasks which should be automatically completed or assigned to a different user

if they are not completed after a certain amount of time?

How long to wait before completing or reassigning a task?

Task Escalations

Determine Task Types and Details

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Question(s) to ask What it can indicate to you

Are there any places where a simple alert should be sent to user(s)? Stand-alone Email Notifications

What information is required for the process to begin?

What information will be used throughout the process?

Required Data

Should any of the data be hidden at any point in the process?

Should the form or document be un-editable at any point in the process?

Should specific fields on a form be un-editable at any point in the process?

Should the form or document be un-editable for all users or are there users who should

still have access?

What is the trigger for when forms or documents should be un-editable?

Data Visibility and Lockdown

Who can create submit a new form or upload a new document?

Who can change an existing form or document?

Who can delete forms or documents?

Permissions

Additional Factors

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“the what”

“the how”

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New Quote Request Form

Request a New Client

Add New Location

Add New Contact

Client Name:

Location:

Service Type:

Contact Name:

Contact Phone: Contact Email:

Generalist:

Specialist:

Quote Number: Quote Status:

Responsible for creating the Proposal:

Department:

Responsible for Approving the Proposal:

Opens new item form for Clients list

Opens new item form for Locations list

Opens new item form for Contacts list

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Employee Timesheet

Billable TimeHoursSat HoursSun HoursMon HoursTue HoursWed HoursThu HoursFri OT Hours DT Hours

Indirect TimeHoursSat HoursSun HoursMon HoursTue HoursWed HoursThu HoursFri

NDT Experience TimeHoursSat HoursSun HoursMon HoursTue HoursWed HoursThu HoursFri

Per DiemHoursSat HoursSun HoursMon HoursTue HoursWed HoursThu HoursFri

Add New Billable Time

Cancel

Employee:*

Department:

Week Ending:*

Add New Indirect Time

Add New NDT Experience Time

Add New Per Diem

Save

Status:

Submitted: Submitted: Manager Approved: Manager Approved: Department Approved: Department Approved:

Approved By:

Available PTO: Hire Date:

ApproveSubmit

New Employee Timesheet

Billable TimeNo items to show.

Indirect TimeNo items to show.

NDT Experience TimeNo items to show.

Per DiemNo items to show.

Add New Billable Time

Cancel

Employee:*

Department:

Week Ending:*

Add New Indirect Time

Add New NDT Experience Time

Add New Per Diem

Save

New Mode Edit and Display Mode

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Desktop

Tablet

Smartphone

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DEPARTMENTS IMPACTED

INVOLVED PARTIES

PROPOSED DATES

BASIC INFORMATION

Sample Request FormIf you answer yes to any of the following questions, a Request form must be completed.

1. Sample Question #1?

2. Sample Question #2?

3. Sample Question #3?

4. Sample Question #4?

5. Sample Question #5?

Yes No

Yes No

Yes No

Yes No

Yes No

Title *

Date * 12:00 PM

Sample Field 1

Sample Field 2

Related Items

<< Remove

Add >>

Sample Option 1Type *

Sample Option 2

Sample Option 3

Sample Option 4

Emergency Request *

Initiator *

Owner * Approver *

Checkpoint Date 1 *

Checkpoint Date 2 *

Checkpoint Date 3 *

Checkpoint Date 4 *

Department 1

Department 2

Department 3

This section is hidden until “Yes” is selected for at least one of the above questions.

Sample Option 5

Sample Option 6

Reviewer *

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Job Requisition (JR) Process

Hum

an

Res

our

ces

Dep

artm

ent

VP

D

ivis

ion

Pres

iden

tPr

esid

ent/

CEO

Hir

ing

Man

ager

Phase

Obtain and fill out JR Form

Job Requisition FORM

Review Form Approve?

Submit form to Department VP

PROCESS JR Form

Approve?

Approve?

Review Form

Review Form

YES

START

END

YES

YES

NO

NO

NO

Job Requisition FORM

More Information Required

More Information Required

More Information Required

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Process Approval Workflow (as of 8/20/14)

Ap

pro

ver

Init

iato

rSM

E(s)

Req

ues

t O

wn

erP

roce

ss O

wn

er

Sample Stage 1 Sample Stage 2 Sample Stage 3 Sample Stage 4 Sample Stage 5 Sample Stage 6

Request Form Submitted

Approved

6. Approve Next Stage

9. Close out request

1. Approve Request Rejected*

4. Sample Review Task 2

5. Sample Review Task 3

Completed

Completed

Reject

7. Sample Review Task 4

Approved

End workflow

Completed

3. Sample Review Task 1

1b.Update Request Form

Completed

2. Complete Secondary Form

Completed6b. Request

Rejected

Completed

8. Final Approval

7b. Additional Approval Task

Completed

Completed

Completed

Completed

Yes

Is this a special item?

No

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Development Tools

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VisualStudio

SharePoint Designer

SharePoint OOB Workflows

Third-Party Tools(Nintex, K2, etc)

• Examples include Approval, Collect Feedback

• Configure based on existing functionality

• No customization

• Free tool – create simple custom workflows

• Limited action customization

• Lack of portability – cannot move b/t environments

• Allow for higher levels of customization, often for power users

• Third-party product, so there is an additional cost

• Advanced features include:

• Graphical interface with drag-and-drop designer

• Major and minor version history w/ability to restore

• Real-time workflow status and graphical workflow history

• Portable workflows – develop in Dev and move to Prod

• Rich action sets with loads of customizability

• Integration with SQL, AD/Exchange, web service call

• Create and package sub-processes for reuse

• CUSTOM – If you can dream it, you can build it!

• Requires a developer’s skillset, higher development time and cost

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Implement & Unit Test

Design Review

Implement & Unit Test

Design Review

Developer

All Stakeholders

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Testing Considerations

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QA

“Happy Path”

Alternative Paths

Exception Paths

UAT

Current Process

New Process

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User Adoption

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Questions?

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[email protected]

http://nicoleprestby.wordpress.com