Innovating SharePoint to Engage Your Employees and Improve Business Processes Erin Glenn, SharePoint Solutions Architect Goodwill of Central and Coastal Virginia

About Me

What is SharePoint to You?

What is SharePoint to You? Document Management Intranet – Forms, Corporate Calendar Workflows – Approvals, Notifications Reports & Business Intelligence Team Management – Calendars, Documents Project Management Foundation for Business Process Automation

Advanced Competencies SharePoint Maturity GCCVA’s Maturity Core Competencies Advanced Competencies MySites/ OneDrive Composites and Applications Integration Insight (BI) Publication Collaboration Business Process Search 500 Optimizing 400 Predictable 300 Defined 200 Managed 100 Initial June 2012 July 2018

So… How Do We Mature?

Hey, export to Excel in the end! Spreadsheets Excel Spreadsheet SharePoint List Difficulty with sorting & filtering Color-coded columns Merged data Multiple sheets with same data Data entry validation Data entry data types Views Column/data types Easier choice lists Created by/Modified By data Versioning Can run workflows on data Hey, export to Excel in the end!

Spreadsheet Examples - Master Locations List

OOTB Forms & Workflows Position Requisition Former State Issues Process to request that a position is open and needs to be published and filled Former State Emails to Talent Acquisition to post a new position Emails back and forth between recruiter and hiring manager during recruiting process Issues Management and TA team not knowing stage of process for specific position Other teams (IT) not being informed early enough in process Missing and inaccurate data Inability to supply metrics

Position Requisition InfoPath Form SharePoint Designer Workflows SOLUTION InfoPath Form SharePoint Designer Workflows Sets Permissions For Email Notifications Forms Library with Views Calculated Columns

Position Requisition - Form

Position Requisition - List

Position Requisition - Workflows 1. Set Permission 2. New Submission 3. Status Changes

Position Requisition - Workflows 1. Set Permission 2. New Submission 3. Status Changes

Position Requisition - Workflows 1. Set Permission 2. New Submission 3. Status Changes

Transactional Solution – OOTB Tools Logistics Tracking Application Description System to capture various activities of the Logistics/Transportation department, including trailer movements, daily bale creation, donation box pickups, trailer inspection reminders, etc. Former State Started as tracking of trailer movement via spreadsheet Issues No reporting Difficult to find information Data entry/validation

Logistics Tracking Application SOLUTION Intranet site devoted to Logistics Daily data entry using Datasheet SharePoint Designer Workflows Inspection Due Dates Driver License Expirations Custom SQL Database CodePlex SharePoint List Providers SSIS > ETL Functions Data Validation (using SharePoint email-enabled document library) SSRS Reports Logistics Tracking Trailer Movements Bales Donation Boxes CodePlex SharePoint List Providers – Add-on to SSIS

Logistics Tracking Application – Spreadsheet

Logistics Tracking Application – Data Entry

Logistics Tracking Application – Reports

Transactional Solution – OOTB Tools & SQL Learning Management System “Lite” Description System to provide descriptions of courses offered and when and mechanism to register and track attendance. Former State Weekly emails of upcoming classes Emails to Training from manager to register associate Excel spreadsheet tracking registrations and attendance Manually created Sign-In Sheets Manually created completed certificates (Word) For internal associates only Tracking of Learning Hours was separate and manual process

Learning Management System “Lite” Issues No course catalog No electronic calendar of classes No self registration Reporting of associates who attended class/year/per dept Reporting of Learning Hours

Learning Management System “Lite” SOLUTION Intranet site devoted to Learning & Training Online Course Catalog Online Calendar of scheduled classes Online Registration (InfoPath Form): Both internal associates and external clients (via CEC) SharePoint Designer Workflows For registration process (emails) Automatic recording of Learning Hours when class was attended Custom SQL Database CodePlex SharePoint List Providers SSIS > ETL Functions SSRS Reports (for printing Sign-In Sheets, Certificates, Reports) CodePlex SharePoint List Providers – Add-on to SSIS

Learning Management System “Lite” - Course Catalog

Learning Management System “Lite” - Calendars

Learning Management System “Lite” - Registration

Learning Management System “Lite” - Registration Emails

Learning Management System “Lite” - Instructors Page Opens a “Sign In Sheet” SSRS report Opens an “Update Attendance” view in Registrations list Opens a “Class Certificate” SSRS report

Learning Management System “Lite” - SSRS Reports Class Registration/Sign In Sheet Class Certificate

Learning Management System “Lite” - SSRS Reports Class Registration/Sign In Sheet Class Certificate Learning Hours

Learning Management System “Lite” - SSRS Reports Class Registration/Sign In Sheet Class Certificate Learning Hours

Learning Management System “Lite” - Workflows New Registration Registration Status Change Learning Hours

Learning Management System “Lite” - Workflows New Registration Registration Status Change Learning Hours

Learning Management System “Lite” - Workflows New Registration Registration Status Change Learning Hours

Transactional Solution – Nintex & SQL Billing Application Description System to capture time spent with program participants who are funded via funding sources and provide automated reporting for billing and metrics. (Sources are invoiced on a monthly basis and are based on authorized and hours worked.) Former State Started as multiple spreadsheets to track case load, hours worked, and requested/authorized hours for month Billing reports were manually created as spreadsheets (not linked to other spreadsheets) Issues Data entry/validation No metrics

Billing Application SOLUTION Secured site for team Tabbed app-like design Custom SQL Database Stored procedures Data validations in procedures History tables Auditing on some tables Nintex Forms & Workflows SSRS Reports Nintex Forms Used for data entry Nintex Workflows Used for data send to SQL

Billing Application – Application Interface Uses some native SharePoint list view web parts; some Nintex form web parts

Billing Application – SharePoint Lists 15 Data Lists 4 Lookup Lists (for choices fields) Characteristics: Views to check data used in workflow or to edit data (only in some lists) IRM to delete items within 90 days Libraries (not shown) 1 Pages 1 SSRS Reports 1 Scripts (for tabs) 1 Images Some lists create items in other lists: NewParticipant Only used to create a new participants. Workflow moves data to various lists. Edits performed in various lists. Participant Program Enrollment Some create functions occur from other lists (such as NewParticipant), but can create a new enrollment for existing participant with a current enrollment from this list. All edit functions occur on this list. Workflow moves data to various child lists.

Billing Application – SQL ERD Audits Trigger driven (database function) 6 Tables History Code via stored procedure (application function) ~10 Tables

Billing Application – Nintex Form Example SharePoint List lookup; 2 panels on top of each other with visibility set based on SharePoint group membership. Hidden fields take value from this field and put into common field. SQL Request control; pulls current data from a SQL view. Controls which fields appear in which panels (including Save/Cancel buttons in panels). Validations if field is empty and “Select Action” value. Button controls with JavaScript to open new page.

SQL Stored Procedures either Create or Edit SQL records Billing Application – Nintex Workflow Example SQL Stored Procedures either Create or Edit SQL records Participant Funding Source Enrollment On edit, not all fields are required, but all fields are passed in the stored procedure. Need to find current Funding Source if the EditFundingSource field is empty. Performs SQL Select and returns SQL ID of current Funding Source. Need to find the SQL ID of the Funding Source. Looks up to the Funding Source SharePoint list to return the SQL ID. Need to find SQL ID of Program Enrollment. Performs SQL Select and returns SQL ID of Program Enrollment. If the EditFundingSource field is not empty, sets variable to form value. Sets field “CreatedFrom” in SharePoint. Need to find current Funding Source Start Date if the EditStartDate field is empty. Performs SQL Select and returns current Funding Source Start Date. Runs stored procedure to create new record for Participant Funding Source Enrollment. If the EditStartDate field is not empty, sets variable to form value. If there is an error thrown from stored procedure, capture error in variable and send email with error. Runs stored procedure to edit record for Participant Funding Source Enrollment. Updates SharePoint list item with SQL ID of new record. If there is an error thrown from stored procedure, capture error in variable and send email with error.

Billing Application – Reports SQL Server Reporting Services Reports are in folders with permissions, so you only see the reports which you have access

Questions?

Want to know more? Need to catch me? Following me on Twitter? erin.glenn@verizon.net erin.glenn@goodwillvirginia.org Following me on Twitter? @erinbglenn Reading my blog? www.erinbglenn.com A member of your local SharePoint User Group? www.richmondsharepoint.org A member of your local Nintex User Group? www.meetup.com/Nintex-RVA/ Let’s connect… www.linkedin.com/in/ebglenn