1. Leveraging SharePoint OnLine for Business Process Improvement
201
Leveraging SharePoint OnLine
for Business Process Improvement
July 28, 2015, 1:35-2:35 PM

2. Session Panelists Douglas Wolfire President, MadWolf Technologies
Chuck Ullrich
IT Operations Manager, ICMA
Richard Tesmer
Director of Professional Services, MadWolf Technologies

3. Table Of Contents ICMA HR Processes (on board/off boarding)
Role of SharePoint Online as a Platform for Process Improvement
ICMA HR Processes (on board/off boarding)
Organizational Challenges
Solution Answer
Demonstration
What will attendees take away from the session?
Attendees will take away the sense that they can accomplish business tasks and deliver to their organizations value using the O365 system they already have in place. They will see live examples, from our board range of delivery, which may help generate ideas for their own business process improvement efforts. For most of the InsideNGO community O365 is available for ZERO dollars. Therefore, even when using another provider for , a case can be make for using SharePoint Online for process improvement.
Program Management
Organizational challenges
Data flows from corollary systems
Presentation of solutions
Q & A

4. SharePoint Online Review1

5. Cloud Computing Stack SaaS Examples: Exchange Office 365, Google Apps
Most organizations move to O365 for Cloud based Exchange but overlook some of the other included services, most remarkably SharePoint Online. We see organizations miss the potential of using this platform for what it is really capable of delivering: A vetted cloud based business process and workflow utility that can -- without additional infrastructure -- automate and report on standard routine business operations such as: employee on-boarding, exiting and leave requests. Of course every organization accomplishes these key elements differently and that’s where flexibility and customization come in. Systems can be simply built to meet most routine organizational requirements as well as expended to handle more complex tasks including secured data exchange with other business systems. When an organization is already using O365 the advantage of building these systems in SP Online is that the infrastructure and security is already present. We want to show attendees how to leverage what they are already paying for.
Cloud Computing Stack
Defined by National Institute of Standards and Technology (NIST)
SaaS
Examples:
Exchange Office 365, Google Apps
PaaS
IBM, Red Hat, Apprenda, SharePoint Online (SPO)
IaaS
Amazon EC2, Microsoft Azure
Most organizations move to O365 for Cloud based Exchange but overlook some of the other included services, most remarkably SharePoint Online. We see organizations miss the potential of using this platform for what it is really capable of delivering: A vetted cloud based business process and workflow utility that can -- without additional infrastructure -- automate and report on standard routine business operations such as: employee on-boarding, exiting and leave requests. Of course every organization accomplishes these key elements differently and that’s where flexibility and customization come in. Systems can be simply built to meet most routine organizational requirements as well as expended to handle more complex tasks including secured data exchange with other business systems. When an organization is already using O365 the advantage of building these systems in SP Online is that the infrastructure and security is already present. We want to show attendees how to leverage what they are already paying for.

6. Elements of Workflow Support in SPO
Processing
Serial vs. parallel
Return/Reject
Care in understanding stages
Approvals
Pocket Acceptance
Lazy Approval
Dashboards
Reports
Views
Assigning of tasks
Remote Workers
Roles vs. Individuals

7. Representation of Workflow in SPO

8. Workflow Status Codes
As defined within the SPWorkFlowStatus enum, within the Microsoft.SharePoint.Workflow namespace
NotStarted
Not Started 1
FailedOnStart
Failed On Start 2
InProgress
In Progress 3
ErrorOccurred
Error Occurred 4
StoppedByUser
Cancelled 5
Completed 6
FailedOnStartRetrying
Failed on Start (retrying) 7
ErrorOccurredRetrying
Error Occurred (retrying) 8
ViewQueryOverflow --
9-14
Unknown 15 16
Approved 17
Rejected

9. ICMA HR Process Demo 2

10. ICMA Employee Check-In Form
On Boarding Process
How does this form get passed around today? One person ing it around and collecting information and checking it off? Who knows what is done and when? Other issues?

11. ICMA Employee Check-In Form
On Boarding Process (General Information)
What file shares, space and where?
What and list groups added too?
What SharePoint groups should account be added too?
What physical space is available and will be assigned?

12. ICMA Employee Check-In Form
On Boarding Process (Payroll Information)
Add into Deltek (on premise software)
Parking Pass issued
Legal and Resources

13. ICMA Employee Check-In Form
On Boarding Process (Accounts Payable)
Should a corporate credit card be issued?
Should a CostPoint account authorized?

14. ICMA Employee Check-In Form
On Boarding Process (Human Resources)
Benefits
Insurance
Flex Spending Account
Legal Resources
Halogen Account (appraisal system)
Knowledge Network Account (web site)
Building Pass

15. ICMA Employee Check-In Form
On Boarding Process (IT Department)
Hardware
AD Account, SharePoint Account
Telephone, Voic
Outlook, groups
CostPoint
Network Share, Guides and Webex

16. ICMA Employee Check-In Form
On Boarding Process (IT Department continued)
Is this hire a teleworker?
Ship Telephone
Ship Computer

17. HR fills out “Employee Check-in Form
ICMA Employee Check-In Form
On Boarding Process (prior to employee arrival)
Non-Dependent, Concurrent Events
Team Leader HR
HR fills out “Employee Check-in Form
Finance
Facilities

18. HR fills out “Employee Check-in Form
ICMA Employee Check-In Form
On Boarding Process (prior to employee arrival)
Dependent Related Consecutive Events
Team Leader IT HR
HR fills out “Employee Check-in Form
Finance
Facilities

19. HR fills out “Employee Check-in Form
ICMA Employee Check-In Form
On Boarding Process (prior to employee arrival)
Dependent Events Completion Point
Team Leader IT HR
All Events
Must Be
Completed
HR fills out “Employee Check-in Form
Finance
Facilities

20. HR fills out “Employee Check-in Form
ICMA Employee Check-In Form
On Boarding Process
Start Next Phase Events
Team Leader IT HR
HR fills out “Employee Check-in Form
Employee
Starts
Finance
Facilities

21. ICMA Employee Check-In Form
On Boarding Process
Orientation, Training and Start Events
Team Leader HR
Employee
Starts IT
Finance
Facilities

22. ICMA Office 365 Portal

23. ICMA Office 365 Portal- Human Resources

24. ICMA Office 365 Portal- E.C.F.

25. ICMA Office 365 Portal- Employee Check-in Form

26. Forms based management
ICMA Office 365 Portal- Employee Check-in Form
Forms based management
of all data elements.
Items stored in SP List.

27. ICMA Automation Goals for Employee Check-in Form
Phase One- List and Form
Basic Library
Forms
Triggered Alerts
Phase Two – Primary Workflow
Supporting Lists (DDL)
Phase Three- Automation
Automation of AD Interactivity

28. ICMA Automation Goals for Employee Check-in Form
Phase One- List and Form
Basic Library
Forms
Triggered Alerts

29. ICMA Actual Workflow Process

30. ICMA Nintex Work Space
Drag
Drop

31. ICMA Nintex Work Space
Configure
Drag
Drop

32. ICMA Nintex Workflow Status Report

33. ICMA Automation Goals for Employee Check-in Form
Phase One- List and Form
Basic Library
Forms
Triggered Alerts
Phase Two – Primary Workflow
Supporting Lists (Drop Down Lists)
Phase Three- Automation
Automation of AD Interactivity
Next Steps – Complete integration of Drop Down
Data and Active Directory.

34. ICMA Employee Check-in Form In Action

35. ICMA Employee Check-in Form In Action – Email Notices

36. ICMA Employee Checking Form In Action – Task List

37. ICMA Employee Check-in Form In Action – Form Updated

38. ICMA Employee Check-in Form In Action – View Progress

39. ICMA Employee Check-in Form In Action – Final Form View

40. Program Manage Demo 3

41. Using SharePoint for Project Management
Client Project
CRM
Contracts
Agreements
Projects
Tickets

42. Using SharePoint for Project Management
Client Project
CRM
Contracts
Agreements
Projects
Tickets

43. Using SharePoint for Project Management
Client Project
CRM
Contracts
Agreements
Projects
Tickets

44. Using SharePoint for Project Management
Client Project
CRM
Contracts
Agreements
Projects
Tickets

45. Using SharePoint for Project Management
Client Project
CRM
Contracts
Agreements
Projects
Tickets

46. Using SharePoint for Project Management
Client Project
CRM
Contracts
Agreements
Projects
Tickets

47. Using SharePoint for Project Management

48. Using SharePoint for Project Management

49. Using SharePoint for Project Management

50. Using SharePoint for Project Management

51. Using SharePoint for Project Management

52. Using SharePoint for Project Management

53. Using SharePoint for Project Management

54. Using SharePoint for Project Management

55. Using SharePoint for Project Management

56. Questions & Answers 4

57. Thank You.