K2 Confidential WWW.K2.COM

PRESENTED BY:

Understanding SharePoint 2010 Workflow and the Value of K2

ERIC SCHAFFER

K2 TECHNICAL PARTNER MANAGER

ERIC@K2.COM

K2 Confidential WWW.K2.COM

• How do people use SharePoint today?• What does “Simple Workflow” really mean• SharePoint Workflow Features and K2 Value• Demo

• SharePoint Workflow using Visio + SharePoint Designer• K2 Designer for SharePoint

• Summary• Q/A

AGENDA

K2 Confidential WWW.K2.COM

TYPICAL K2 + SHAREPOINT USAGE SCENARIOSCollaborative

document routing and

tracking

• Example: A marketing policy review

Website or Document Publishing Workflows

• Example: Marketing website gathers information on competitive products. The information is approved on a review site before being published and released to the sales team.

Enterprise Content

Management

• Example : A Case Management solution• Records management, Claims

Management and processing

Business-critical

process applications

• Example: End to end Employee onboarding / offboarding, Vendor Management

Forms-based collaborative

processes

• Example: Employee Performance Management, Issue tracking , Helpdesk, SharePoint site provisioning application

WWW.K2.COMWWW.K2.COMK2 Confidential

SOLUTION EXAMPLE

Cap

abili

ties

Effort

“I have a simple workflow”

Documents

SPD Workflows

OOB Workflows

List Forms (InfoPath)

Review and Approvals

Rework

Submitter

Notification

.NET Development

“I want to reuse…”

“I need skills based routing”

“I want to escalate on working hours”

WF Workflows

WWW.K2.COMWWW.K2.COMK2 Confidential

Cap

abili

ties

Effort

Documents

List Forms (InfoPath)

Review and Approvals

Rework

Submitter

Notification

.NET Development

WF Workflows

“I have a simple business process”SOLUTION EXAMPLE

“I have a simple workflow”

Sites

Notification

BCS

Web Services & WCF

Reporting & BI

InfoPath

ASP.NET

SearchRecords

“I want to update our finance system…”

“I want to delegate parts of my work…”

“I want to audit and report on my process…”

WWW.K2.COM

Start

Exec Mgt

Approval Hiring Mgr Input

IT Facilities Finance Marketing

CompletedCAPEX Process

Cash flow is tight…Inform me when the

CAPEX Budget has been

exceeded…

COO

Escalate after 8 working hours

Out of Office redirect

Hiring Input Form•Phone/Desk/Chair•AD/Email/SF/MOSS•Payroll/ERP•Business Cards

IT•AD/Email•SalesForce.com•MOSS 2007•Laptop

Facilities•Desk•Phone•Chair

Finance•Payroll•ERP - Expense Claim

Marketing•Business Cards•Press Release

•Internal announcement• Send Welcome Pack• Corporate calendar• Notify Stakeholders

Job code entered? Yes/No

DeclinedProcessed

Processed Processed Processed Processed

End

Approved

Job Requisition Process

CEO/CFO

HR Director

OUR PROCESS IS SIMPLE ON PAPER

WWW.K2.COM

Forms• Offer Letter, • Start• Exec Approval• Hiring Manager• IT, Facilities, Fin, Marketing

Information• Name, Position• Salary, Start Date• Hiring Manager, Job Code• E-mail, Employee Nr

People• New Employee• HR, HR Director• Hiring Manager• CEO, CFO, COO• IT, HR, Fin, Marketing Policies

• Job Code?• ½ CEO/CFO• OOF• Escalation• Capex

Reporting• # Processes Running• Error, Completed• Process Performance• User Performance• Completion of processes after Start Date• CAPEX approval stats including ERP info.

Event Monitoring• CAPEX Spent > Budget

Actions• Start New Process• Approved• Declined• More Info• Processed

OUR SIMPLE PROCESS IS DIFFICULT TO AUTOMATE

TimeCost

EffortSkill

K2 Confidential WWW.K2.COM

It is not just about routing documentsUSING K2 , KCE AUTOMATED ITS GENERAL EXPENSE, ADVANCE EXPENSE, PETTY CASH,

SHIPPING, STOCK AND PURCHASE-REQUEST PROCESSES , INTEGRATED WITH SAP.“WITHOUT K2 PLATFORM, CREATING THESE PROCESSES AND INTEGRATING THEM WITH THE COMPANY’S LINE-OF-BUSINESS SYSTEMS WOULD TAKE MONTHS OF DEVELOPER TIME. INSTEAD, WE CAN MODEL VERY COMPLEX, MEANINGFUL APPLICATIONS QUICKLY AND WHEN THERE’S A CHANGE IN THE BUSINESS, IT’S EASY TO GO BACK AND MAKE ADJUSTMENTS.”- PILAM RAJATANAVIN, MANAGING DIRECTOR, THAI BUSINESS SOLUTIONS

THE IMERICA MEDICAL UNDERWRITING SYSTEM (IMUS) REPLACED A WEB-BASED SYSTEM THAT INVOLVED MANY MANUAL STEPS AND OFFERED ALMOST NO VISIBILITY INTO THE COMPANY’S DATA.“THE IMPROVED VISIBILITY HAS GREATLY INCREASED THE CONFIDENCE OF OUR AGENTS AND (INDEPENDENT MARKETING ORGANIZATIONS) BECAUSE WE ALWAYS KNOW PRECISELY WHAT IS GOING ON WITH EVERY CASE. AS AN INSURANCE COMPANY, WE ARE SO PROCESS-DRIVEN, THERE ARE SO MANY THINGS WE COULD DO WITH K2 BLACKPEARL. IMUS IS JUST THE START.”- SCOTT DAUB, IMERICA

“FOR THE WORKFLOW SOLUTIONS WE REQUIRE, WE SIMPLY COULD NOT DO THIS IN SHAREPOINT ON ITS OWN. ADDING K2 MADE A LOT OF SENSE. TIME SPENT ON THE EXECUTION OF THESE PROCESSES IS DRAMATICALLY REDUCED AND EVERYTHING RUNS SO SMOOTHLY.”

- RYAN SHELL, ARMITRON

K2 Confidential WWW.K2.COM

WHAT’S AVAILABLE IN SHAREPOINT 2010 WORKFLOW?

K2 Confidential WWW.K2.COM

• End User Process Design

DESIGN TIME EXPERIENCE COMPARISON (NOT FEATURE COMPARISON)

SharePoint K2

K2 Confidential WWW.K2.COM

• Non-Developer Process Design

DESIGN TIME EXPERIENCE COMPARISON (NOT FEATURE COMPARISON)

SharePointK2

K2 Confidential WWW.K2.COM

• Developer Process Design

DESIGN TIME EXPERIENCE COMPARISON (NOT FEATURE COMPARISON)

SharePoint K2

K2 Confidential WWW.K2.COM

REPORTING EXPERIENCE

SharePoint K2

K2 Confidential WWW.K2.COM

CROSS ENVIRONMENT DEPLOYMENT

SharePoint K2

Dev Test Prod Dev Test Prod

Rebuild for Each Environment Build once and Deploy

K2 Confidential WWW.K2.COM

• InfoPath Form Versioning

WHAT’S NOT NEW IN SHAREPOINT 2010 WORKFLOW

SharePoint K2

Ver 1 Ver 2 Ver 3

Ver 3

Ver 1 Ver 2 Ver 3

Ver 1 Ver 2 Ver 3

No Form Versioning Form Versioning

K2 Confidential WWW.K2.COM

ERROR MANAGEMENT

SharePoint K2

• Error Handling Options• Delete and restart

• Error Handling Options• Retry Step• Delete• Move Forward• Move Back• Error Repair• Version Migration

K2 Confidential WWW.K2.COM

• Task lists

WHAT’S NOT NEW IN SHAREPOINT 2010 WORKFLOW

SharePoint K2

Site A Site B Site C

Task list per site Unified Task List

Site A Site B Site C

K2 Confidential WWW.K2.COM

MOBILE TASK LISTS

SharePoint K2

K2 Confidential WWW.K2.COM

• Flexible Design Canvas for rework and activity reuse• .NET 3.5 AND 4.0 compatible workflow engine• Extensive Reporting / Management / Logging / Auditing • Working Hour Escalations• Out of Office task delegation• Rapid External Data Source integration• True process designer collaboration• Inline Functions for calculation and data manipulation• Extensibility options

• SmartObjects• Custom Inline Functions• Custom event templates

• Round Robin, Least Work, Fastest User task allocation• Non-SharePoint workflow

AND MORE……

K2 Confidential WWW.K2.COM

PUTTING IT TO USE

K2 Confidential WWW.K2.COM

More Infoneeded

START

Declined

Approval

Approved

What the business wants…

WWW.K2.COM

VISIO REPRESENTATION OF WORKFLOW Rework Step

Validate: CompletedYes/No

Approval Step

Validate: ApprovedYes/No

Rework Step

Validate: CanceledYes/No

Approval Step

Validate: DeclinedYes/No

Approval Step

Validate: DeclinedYes/No

Approval Step

Validate: ReworkYes/No

Approval Step

Validate: ApprovedYes/No

Log to History ListAssign item for

Approval

No

Yes

Compare Data Source

No

Yes

Compare Data Source

Send An Email

Compare Data Source

K2 Confidential WWW.K2.COM

MODEL THE PROCESS IN VISIO

K2 Confidential WWW.K2.COM

Log Workflow Started to the history list

Then Assign Approval Process task on Current Item to Bob

If Variable:TaskOutcome equals Approved

Email Workflow Context:Initiator Log Workflow Approved to the history list

Else if Variable:TaskOutcome equals Declined

Email Workflow Context:Initiator Log Workflow Declined to the history list

Else if Variable:TaskOutcome equals Rework

Log Rework Requested by Approver to the history list Then Assign Approval Process task on Current Item to Workflow Context:Initiator

If Variable:TaskOutcome1 equals Cancel

Log Workflow Canceled by Initiator

Else if Variable:TaskOutcome1 equals Completed

Then Assign Approval Process task on Current Item to Bob

If Variable:TaskOutcome2 equals Approved

Log Workflow Approved to the history list

Else if Variable:TaskOutcome2 equals Declined

Log Workflow Declined to the history list

CREATING A BASIC APPROVAL WORKFLOW WITH SPD

K2 Confidential WWW.K2.COM

BASIC APPROVAL WORKFLOW

More Infoneeded

START

Declined

Approval

Approved

What the business asked for

K2 Confidential WWW.K2.COM

K2 APPROACH

K2 Confidential WWW.K2.COM

DEMO

DEMO

K2 Confidential WWW.K2.COM

• Empower a broader audience to participate• Developers, Non-Developers, Power Users

• Maximize the leverage on investments in Microsoft technologies and skills• Windows, AD, SQL, .NET, Visual Studio, SSRS, SharePoint, Word, Excel, InfoPath,

Visio, PowerPivot, and Dynamics CRM

• Minimize the time, effort and skill required to meet business requirements• Better tools, abstraction of complexity, re-usability of solution assets, end to end

management and reporting

CONCLUSION – THE K2 VALUE

K2 Confidential WWW.K2.COM

• http://partners.k2.com/marketingtools.aspx

WANT MORE?

K2 Confidential WWW.K2.COM

Q/A