Post on 04-Aug-2015
How Forms and WorkflowsHelped Save a SharePoint Implementation
The following is a true story.Only the names have been changed, to protect the guilty.
SharePoint SaturdayChevy Chase, MD
June 13, 2015
-AC/DC – Ain’t No Fun (Waiting Round to be a Millionaire)
Today’s Presentation is a Story
Exposition Rising Adoption
Conflict
2010 2011 2012 2013
User Adoption Rate
2014
Today’s Presentation is a Story
Exposition Rising Adoption
Conflict
2010 2011 2012 2013
User Adoption Rate
2014
Today’s Presentation is a Story
Exposition Rising Adoption
Conflict
2010 2011 2012 2013
User Adoption Rate
2014
Today’s Presentation is a Story
Exposition Rising Adoption
Conflict
2010 2011 2012 2013
User Adoption Rate
2014
Today’s Presentation is a Story
Exposition Rising Adoption
Conflict
2010 2011 2012 2013
User Adoption Rate
2014
What’s Out:• SharePoint 2007
What’s In:• SharePoint 2010• Improved InfoPath• Improved SharePoint Designer• Blossoming SharePoint Community
The Year was 2010….
About Me - Then
• Technical Trainer• No SharePoint experience• Important that people understand
what technology can do for them and how to make it work them.• This picture was the last time I wore a
suite to workMe in 2010
About The Customer
Primarily Membership OrganizationProducer of Content• Monthly Magazine• Published books with external authors• Training Videos• Several large yearly conferences• Smaller learning events
About The Customer
Typical Company Functions• HR• Finance• Legal
Unique Company Functions• In-House Copy/Print Center• Creative Services• Meeting & Travel• Conferences
About The Customer
History with SharePoint• Using since SharePoint 2003• Just Implemented SharePoint 2010• Using mainly for unit self promotion• Rarely updated• Little understanding of SP capabilities• Poor reputation
My SharePoint Path
End User Power UserEvangelist
&Solution Provider
Contributed to my own basictechnical training site.
Advanced capabilities & ownership. Helped others understand, use,& get excited about SharePoint.
Created solutions to help increase efficiency.
2010 2014
Copy & Print Services - Before
• Time Consuming• “Chicken Scratch”
• Lost Forms • Time Consuming• Prone to Errors
• Lost in Inbox• Large File Issues
• Varied locationsjob details andjob files
• Crazy folder structure
• No metrics• Difficult to find source
for repeat jobs
Walk-Up Copy/Print Paper Form
Copy & Print Services - After
Improvements• Decreased time to deliver job• Decreased errors due to manual data entry• No more lost forms• Print job details and files together• Easy to find old jobs for repeat work• Metrics
Creative Services
• Graphics, web images• Logo design• Photo shoots
• Mac Users – All of them
Design Services
• Copyediting• Substantive editing• Proofreading
Editorial Services
• Video and audio production/editing
• Post-production editing• In house clips• Consultations
Multimedia Services
Creative Services - Before
• Time Consuming• “Chicken Scratch”• Not all service
options on the form• Too much on form
• Lost Forms • Time Consuming• Prone to Errors
• Varied locationsjob details andjob files
• Crazy folder structure
• No metrics• Difficult to find source
for repeat jobs
• No customer statusfeedback
Paper-Based Walkup Forms - Same basic process for all 3 units.
Creative Services - After
Improvements• Decreased time to deliver job• Decreased errors due to manual data entry• No more lost forms• Easy to find old jobs for repeat work• Customers receive job status updates• Metrics
Today’s Presentation is a Story
Exposition Rising Adoption
Conflict
2010 2011 2012 2013
User Adoption Rate
2014
We are here in the story.
Back-Order Report - Before
Daily report run from Association Management System
Issues• Daily email with Excel attachment to large distribution group.• Changes to report caused re-email• Multiple versions of the truth• Saving each daily spreadsheet as unique file in file share – over 400 files• No one was ever requesting to see the old files
Back-Order Report - After
Daily report run from Association Management System
Process stayed the same
Back-Order Report - After
Improvements• Took 2 hours to develop the solution• Email a link to webpage instead of including an attachment.• Consumers can download PDF and print it if they want. • Version control on PDF stored in library• Deleted the 400+ old versions files from the file share
Meeting & Conference Planners
New Form & Workflow Solutions• Meeting Request Form• Group Travel Request Form• Emergency Contact Form• Food and Beverage Order Form• Staff Housing Form (for Annual Conference)• Staff Presenter Audio Visual Form
Human Resources Forms
Brand New Form & Workflow Solutions• Compressed Work Week Request• Degree or Certificate Program
Request• Employee Referral• Rewards & Recognition• Recruitment Request• Temp Staffing Request• Monthly & Quarterly Reports
• Part-Time Employee Holiday Election• Sick Leave Donation• Sick Leave Bank Request• Telework Request• Telework Agreement• Training & Development Request• Tuition Funding Request
Legal Services Forms
Brand New Form & Workflow Solutions• Independent Contractor Agreement • Content License • Publishing Agreement • Presenter Agreement • Non-Disclosure Agreement • Amend Existing Agreement
Legal Services - After
Improvements• Metrics• Reduced the time to create a contract• Requesters know what info to provide• No more emailing back-and-forth
• Reuse of existing request forms
Today’s Presentation is a Story
Exposition Rising Action
ConflictWe are here in the story.
2010 2011 2012 2013 2014
User Adoption Rate
Inventory of Forms
Copy/Print Services• Print Request FormCreative Services• Editorial Request• Design Request• Multimedia RequestFinancial Services• Check Request• Back Order ReportMeeting & Travel Services• Meeting Request Form• Group Travel Request Form• Emergency Contact Form• Food and Beverage Order Form• Staff Housing Form • Staff Presenter Audio Visual Form
Human Resources• Compressed Work Week Request• Degree or Certificate Program Request• Employee Referral• Rewards & Recognition (6)• Part-Time Employee Holiday Election• Sick Leave Donation• Sick Leave Bank Request• Telework Request• Telework Agreement• Training & Development Request• Tuition Funding Request
Legal Services• Independent Contract Agreement • Content License • Publishing Agreement • Presenter Agreement • Non-Disclosure Agreement • Amend Existing AgreementInformation Technology• New Site Request• Personify Report Request• Change Request
50+ solutions
Inventory of Forms
Copy/Print Services• Print Request FormCreative Services• Editorial Request• Design Request• Multimedia RequestFinancial Services• Check Request• Back Order ReportMeeting & Travel Services• Meeting Request Form• Group Travel Request Form• Emergency Contact Form• Food and Beverage Order Form• Staff Housing Form • Staff Presenter Audio Visual Form
Human Resources• Compressed Work Week Request• Degree or Certificate Program Request• Employee Referral• Rewards & Recognition (6)• Part-Time Employee Holiday Election• Sick Leave Donation• Sick Leave Bank Request• Telework Request• Telework Agreement• Training & Development Request• Tuition Funding Request
Legal Services• Independent Contract Agreement • Content License • Publishing Agreement • Presenter Agreement • Non-Disclosure Agreement • Amend Existing AgreementInformation Technology• New Site Request• Personify Report Request• Change Request
50+ solutions
Today’s Presentation is a Story
Exposition Rising Action
Conflict
2010 2011 2012 2013 2014
User Adoption Rate