How Forms and Workflows Helped Save a SharePoint Implementation

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)

THIS IS NOT A TECHNICAL PRESENTATIONKEEPCALM

AND

ENJOYITS STILL GOOD STUFF

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

SharePoint was an Old Playground

Our Vision of SharePoint

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

Our Goal #1: Go Paperless

Our Goal #2: Cheap, Easy, Fast

Copy & Print Services

Copy & Print Services - Before

Walk-Up Copy/Print Paper Form

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

Copy & Print Services - After

Walk-Up Copy/Print Online 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

That’s all it took…

Creative Services

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

Creative Services - Before

Paper-Based Walkup Forms - Same basic process for all 3 units.

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

Creative Services - After

Online 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


Exposition Rising Adoption

Conflict

2010 2011 2012 2013

User Adoption Rate

2014

We are here in the story.

Financial Services

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


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

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

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

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


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

Staff Interviews

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

The Line Held


Exposition Rising Action

Conflict

2010 2011 2012 2013 2014

User Adoption Rate

SharePoint was an Old Playground

Closing Thoughts

Forms & Workflows=

Opportunity

How Forms and Workflows Helped Save a SharePoint Implementation

Technology

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