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

2. About Me

3. What is SharePoint to You?

4. 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

5. 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

6. So…
How Do We Mature?

7. 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!

8. Spreadsheet Examples - Master Locations List

9. 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
s to Talent Acquisition to post a new position
s 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

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

11. Position Requisition - Form

12. Position Requisition - List

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

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

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

16. 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

17. 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 -enabled document library)
SSRS Reports
Logistics Tracking
Trailer Movements
Bales
Donation Boxes
CodePlex SharePoint List Providers – Add-on to SSIS

18. Logistics Tracking Application – Spreadsheet

19. Logistics Tracking Application – Data Entry

20. Logistics Tracking Application – Reports

21. 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 s of upcoming classes
s 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

22. 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

23. 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 ( s)
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

24. Learning Management System “Lite” - Course Catalog

25. Learning Management System “Lite” - Calendars

26. Learning Management System “Lite” - Registration

27. Learning Management System “Lite” - Registration Emails

28. 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

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

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

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

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

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

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

35. 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

36. 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

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

38. 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.

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

40. 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.

41. 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 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 with error.

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

43. Questions?

44. Want to know more? Need to catch me? Following me on Twitter?
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