Visio Hands On: A tool for the board room and the computer...

Visio Hands On: A tool for the board room and the computer room!

Presented by Deb West

August 19, 2014

Thank you for being here today

Presenters:

Deb West Director, Source Consulting Group LLC

Agenda

Part 1 (Basics) What is Visio How People Learn Diagram Possibilities Rules Stencils & Shapes Tips & Tricks Hands On: Workflow Diagram Hands On: Organizational Chart Hands On: Timeline

Part 2 (Advanced)

Hands On: Network Hands On: Floor Plans Containers Cross Functional Diagrams Page Connectors Layers

What is Visio?

Is it a tool?

Yes, but not this kind…

Is it a TV?

No, not quite

What is Visio? “Advanced Diagramming Made Simple”

A software tool that will

help you organize and

visualize complex

relationships and concepts

Visual

Picture Shape

Sculpture Paintings

Listening Rhythms

Tone Chants

Gestures Body Movements

Object Manipulation Positioning

People Learn in Different Ways Three Major Categories

Auditory Kinesthetic

People Learn in Different Ways Which is easier for you to follow?

People Learn in Different Ways Which is easier for you to follow?

Available Balances?

Approvals Needed?

Bill CreatedBill Created

eBilled?

End

Create Proforma

Start

No

No

No

Yes

Yes

Yes

Attorney Reviews and

Marks Up

Billing Assistant Updates

Proforma

Attorney Review

Approval Process

Billing Assistant Applies

Balances

Process eBill

People Learn in Different Ways Which is easier for you to follow?

Attorney Reviews & Marks Up

Attorney Reviews & Marks Up Billing Assistant

Updates Proforma

Billing Assistant Updates Proforma

Attorney Reviews Attorney Reviews

Available Balances?

Approval ProcessApproval ProcessBilling Assistant Applies Balances

Billing Assistant Applies Balances

Approvals Needed?

Bill CreatedBill Created

eBilled? EndCreate Proforma

Start

No No No

Yes Yes

Processs eBill

Yes

• Business Audit, Brainstorming, Cause & Effect, Charts & Graphs, EPC, Fault Tree

Analysis, Marketing Charts & Diagrams, Organization Charts, TQM

• Flowcharts Basic, Cross Functional, Work Flows

• General Basic & Block Diagrams

• Maps and Floor Plans Directional Map, 3E Directional, Office Layout

• Network Basic Network Layouts

• Schedule Calendar, Gantt Chart, PERT Chart, Timeline

What Types of Diagrams can Visio do?

Over 60 different types of drawing templates are available

• All drawing include a start and end indicator

• All shapes include connections to and from that shape

• Use consistent size for each shape

• Align shapes vertically & horizontally

• Avoid crossing connection lines

• Limit decisions to 2 outputs

• Separate distinct processes to simplify drawings

o Utilize sub-process references (can be an endpoint)

• Make each drawing printable

• Know your audience

Basic Diagram Rules / Best Practices More of a guideline…

• What is a stencil?

Grouping of related shapes

• How do I find other shapes?

Open different stencils to explore

Use Search for Shapes

Use on-line images

• Create your own stencil

Using Stencils for More Shapes

Tips & Tricks

• Different ‘Focus’ Tools: Pointer Connector Text

• Shape ‘assistance’ Hold focus over shape until you see

blue arrows, can add new shapes or connectors

• Text Double Click on Shape Can format similar to other MS Office

tools

• Arranging Shapes Position

Align (Auto or Choose) Space Orient

Send Backward / Bring Forward Group

• Use Annotations for detail to provide clarity to diagram.

Workflow Diagram

Hands On

Standard Workflow Shapes

Shape Usage

Standard task – Use this for the majority of tasks

Decision – Use this shape when a workflow direction may follow different paths based on choices

Subprocess – Use this shape to reference another workflow process that is defined outside of the current diagram.

Document – Use this shape to indicate documents that are used in the process

Connector – Use this to connect shapes together to illustrate the exact steps of the flow.

Comment – Use this shape to display questions or to clarify tasks

Sample Diagram Workflow

Available Balances?

Approvals Needed?

eBilled?

End

Create Proforma

Start

No

No

No

Yes

Yes

Yes

Attorney Reviews and

Marks Up

Billing Assistant Updates

Proforma

Attorney Review

Approval Process

Billing Assistant Applies

Balances

Process eBill

Bill Created

Organizational Chart

Hands On

Auto-Creation

• Do you want to Auto-Create the Org Chart?

• Do you have the organization documented already? • Excel • Text File • MS Exchange Server Directory • ODBC-compliant Data source

• Must have: • Employee Name • Unique Identifier • Whom the Employee Report to

(Manager’s unique identifier)

Wizard

Wizard allows you to type information into a text file and then the system will break it down into an org chart.

Sample Diagram Organizational Chart

Managing Partner

Practice Partner in Charge

Office Managing Partner

COO

CFO

CIO

Exec Assistant

Billing Manager

Accounting Manager

Operations Manager

Operations Staff

Equity Partners

Partners

Associates

Billing Assistants

Billing Assistant

Paralegals

Billing Coordinators

Systems Support

Help Desk

Programmers

GL Manager

AP Manager

Financial Analyst (Open)

Practice Team

ABC LawfirmSummer 2014

Timeline

Hands On

Shapes Timeline

Common shapes used in timelines

• Types: Block, Rules, & Cylindrical

• Milestones: Diamond, Squares, Circle, X, Triangle, Lines & Pins

• Intervals

• Expanded Timeline

• Elapsed Time & Today Display

TYPES

How do you envision your

Timeline?

What is the best way to

segment the timeline?

How do you display

critical events?

Shapes Timeline

INTERVALS MILESTONES

Getting Started

• Decide on Shape Not set in stone, can change

• Configure the timeline Time Period

Start & End dates Time Scale

o Month, Week, Day? Time Format

Language Calendar Type Start / End Date Format Interim Markings

• Add Milestones • Add Intervals • Add Legends

7 14 21 28 4 11 18 25 1 8 15

Train The Trainer Tasks:· Review Upgrade Note· Create Tips Doc· Create Training PPT

Software Upgrade Timeline

August September

7/16

SoftwareReady

16 - 18

ProductionUpgrade

11

UATComplete

9/15

Go / No Go19

Go-Live

Today

Today

7/14 - 7/27

Train the Trainer

7/7

Hardware Ready

September - September

UAT Wrapup

7/11

Software Installed

8/2 - 9/10

User Acceptance Testing

28 - 1

User Training

Network Layout

Hands On

Ethernet

10.1

.16.0

Eth

ern

et N

etw

ork

`

Network Types

Rack

42 U

1 U Server1 – 10.1.1.201 U Server1 U Server3 – 10.1.1.241 U Server4 – 10.1.1.26

5 U Power Supply

7 U

Primary Router

Mgmt Port: 10.1.1.15

Primary Addresses: 10.1.1.0/255.255.255.0

10.1.2.0/255.255.255.0

10.1.6.0/255.255.255.0

10.1.7.0/255.255.255.0

1 U Keyboard1 U

2 U Patch Panel

1 U

4 U

6'-6"

Getting Started

• Determine what level the diagram is to display • Plan could have each piece of

equipment, could have groupings by department or some other logical grouping. E.g. Server Room could be in detail for each machine, using the rack tools.

• Need an inventory of physical &

virtual machines as well as the network infrastructure.

First Floor Access

File Server

`

Domain Controller

Internet

Core Switch 2 Access Switch 1

Access Switch 2Second Floor

DMS ServerDomain Controller

Account Server

Second Floor Access

Wireless Access Point

`

Servers (Virtual or Physical)

Core Switch 1

Floor Plans

Hands On

Getting Started

• Know your measurements • Decide if you want to use

predefined shapes or build your own Cubicles Workstations

• Use available stencils for different types of items Cubicles Office Accessories Office Equipment Office Furniture Walls, Doors & Windows Search if you don’t find

• Remember to plan for and show access points: doors, stairs, windows, elevators, etc

• Accessorize to make it realistic (and to include in cost planning)

Elevator Banks & Stair Access

Office

170 sq. ft.

27'-9 11/16"

20

'-1

0 1

/4"

27'-9 11/16"

20

'-1

0 1

/4"

27'-9 11/16"

20

'-1

0 1

/4"

27'-9 11/16"

20

'-1

0 1

/4"

0

• Containers

• Cross Functional Diagrams (Swim Lanes )

• Multiple Pages

On-page & Off-page References

• Layers

Advanced Topics

Containers

• What are Containers: Visual grouping of shapes in a diagram.

When containers are used, a single connector can be used (when appropriate) to indicate connection to the group as a whole. Each shape does not have to be connected. o Multiple connectors re used when the connections are to

detailed data within a shape, like in a ERD Diagram

• Best practice: When you have a complex diagram that can be logically grouped, use containers to simplify the drawing.

Network Diagram

Containers Network Diagram

Servers (Virtual or Physical)

First Floor Access

Second Floor Access

File Server

`

Domain Controller

Internet

Core Switch 2 Access Switch 1

Access Switch 2Second Floor

DMS ServerDomain

Controller

Account Server

Core Switch 1

`

Wireless Access Point

Cross Functional Diagrams AKA Swim Lanes

• What are Swim Lanes: Visual separator for different ‘users’ and their associated actions in a workflow process diagram.

• Best practice: Always have the same swim lanes on all pages, even if the ‘user’ does not have actions on that page.

Workflow Diagram

Swim Lanes Workflow Diagram

Prebill à Invoice Workflow

Atto

rney

Acco

untin

g D

epar

tmen

tAp

prov

erBi

lling

Ass

istn

at

Create Proforma

Start

Review and Mark Up

Update Proforma

ReviewAvailable Balances?

Apply Balances

Approvals Needed?

Approval Process

Bill Created & Mailed

Bill Created & Mailed

eBilled?

Process eBill

End

Yes

No

No

Yes

Multi-Page On-Page & Off-Page Connectors

• Diagrams can have multiple pages (that allow detailed / complex diagraming. Appear as tabs in the diagram

• Clicking on On-page or Off-page references are actionable. Clicking on the shape will take the user to the

next (or previous) step in the diagram.

• Off-page references connect the diagram from page to page. The program will place a shape on each page and

link them together.

• On-page references allow a user to ‘skip’ to a different part of the drawing. These are used with complex diagrams. Connectors are not used between the references,

therefore the drawing is cleaner.

Workflow Diagram

Multi-page On-page & Off-page Connectors Workflow Diagram

Prebill à Invoice Workflow

Att

orn

eyA

cco

un

tin

g D

epar

tmen

tA

pp

rove

rB

illin

g A

ssis

tnat

Create Proforma

Start

Review and Mark Up

Billing Assistant Updates

Proforma

Attorney Review

Available Balances?

Apply Balances

Yes

No

Page 2

Page 1 of 2

Prebill à Invoice Workflow

Att

orne

yA

ccou

ntin

g D

epar

tmen

tA

ppro

ver

Bill

ing

Ass

istn

at

Approvals Needed?

Approval Process

Bill Created Bill Created

eBilled?

Process eBill

End

No

Yes

No

Yes

Page 1

Bill MailedBill Mailed

Page 2 of 2

Additional Adjustments?

No

YesUpdate

Proforma

Multi-page, On-page & Off-page Connectors Workflow Diagram

Prebill à Invoice Workflow

Att

orn

eyA

cco

un

tin

g D

epar

tmen

tA

pp

rove

rB

illin

g A

ssis

tnat

Create Proforma

Start

Review and Mark Up

Billing Assistant Updates

Proforma

Attorney Review

Available Balances?

Apply Balances

Approvals Needed?

Approval Process

Bill Created & Mailed

Bill Created & Mailed

eBilled?

Process eBill

End

Yes

No

No

Yes

Layers

• What are Layers: Way to categorize and separate distinct areas of a diagram.

When using layers, you can view, print, color and lock different shapes in a drawing.

Allows you to show and build a diagram piece by piece. Classic examples: Floor Plans & Network diagrams

• Best practice:

Include all parts (containers, shapes, connectors) of the diagram in each layer.

Network Diagram

Layers Network Diagram

Internet

1st Layer

Internet

Core Switch 2 Access Switch 1

Access Switch 2Second Floor

Core Switch 1

Wireless Access Point

1st & 2nd Layer Servers (Virtual or Physical)

File ServerDomain

Controller

Internet

Core Switch 2 Access Switch 1

Access Switch 2Second Floor

DMS ServerDomain

Controller

Account Server

Core Switch 1

Wireless Access Point

1st, 2nd & 3rd Layers

Servers (Virtual or Physical)

First Floor Access

Second Floor Access

File Server

`

Domain Controller

Internet

Core Switch 2 Access Switch 1

Access Switch 2Second Floor

DMS ServerDomain

Controller

Account Server

Core Switch 1

`

Wireless Access Point

We’ll now open it up for remaining questions

Questions

Thank You