September 2014 MNSPUG - Member Case Studies Pt 1

Meeting #117http://sharepointmn.com

Welcome to the

Minnesota SharePoint

User Group

September 10th, 2014

Member Case Studies – Part 1

Micah Vono & Ehren Ekstrand, Angelette Engelke, Liz Sundet, Lori Breit

Donald Donais

Meeting #117http://sharepointmn.com

Agenda

• MNSPUG Information

• Micah Vono & Ehren Ekstrand – Regis Corporation

• Angelette Engelke – MN Dept. of Employment and Economic Development

• Break

• Liz Sundet – OneNeck Consulting

• Lori Breit – Jostens

Meeting #117http://sharepointmn.com

User Group Goal / Objectives

Develop and support a local community focused on

Microsoft SharePoint Technologies

• Educate user group members about SharePoint Technologies

• Transfer knowledge within the community

• Communicate best practices

• Introduce new products / solutions

Meeting #117http://sharepointmn.com

MNSPUG Sponsors

Wrox Press (www.wrox.com)

O’Reilly (www.oreilly.com)

Dedicated Sponsors

Avtex (www.avtex.com)

Microsoft (www.microsoft.com)

Annual Sponsor

Currently Looking for Sponsorships!

SharePoint User Group Support Media Sponsor

Meeting #117http://sharepointmn.com

MN SharePoint Users Group Website

• SharePoint Resource Documents

• SharePoint Resource links

• RSS Feeds

• Meeting Schedule

• Past User Group Presentations

• Past User Group Recordings

• Sponsorship Information

• http://sharepointmn.com

• Email: sharepoint@sharepointmn.com

Meeting #117http://sharepointmn.com

Social Networking

• Linked In group – The most interactive… includes job postings…

Post Job Posting on the Jobs Discussion page

http://www.linkedin.com/groups?gid=1878792

• Twitter tags - @MNSPUG and #MNSPUG

• Yammer – Minnesota SharePoint Users Group

https://www.yammer.com/mnspug/Join Us on Yammer with

some of the presenters to ask questions about their

presentation!

Meeting #117http://sharepointmn.com

Upcoming Schedule

• Next Meeting

October 8th – SharePoint Member Case Study – Part

Microsoft Technology Center

Check www.SharePointMN.com for updates!

• Ongoing Schedule

2nd Wednesday of every month

9:00 to 11:30 am

Microsoft Technical Center – Edina

Meeting #117http://sharepointmn.com

Local and Online EventsTwin Cities PowerShell User Group – Sept 9th, 4:30 – 7:00 pm

http://www.tcposhug.com/

SharePointalooza– Sept 12th & 13th in Branson, Missouri

http://www.sharepointalooza.org/

MN Women in SharePoint – September 16th, Avtex office Bloomington

Mindsurf Conference – October 9th, Minneapolis Convention Center (Pay to attend event)

http://www.benchmarklearning.com/Event/MindSurf/Overview.aspx

SPChat through SharePoint Community – November 5th – Online

http://sharepoint-community.net/events/spchat-with-fabian-williams-on-sharepoint-hybrid-with-an-emphasis

SharePoint Saturday Twin Cities – November 22nd, Normandale Community College

http://spstc.com

Meeting #117http://sharepointmn.com

Evaluations & Giveaways!

Meeting #117http://sharepointmn.com

Presenters

Meeting #117http://sharepointmn.com

Micah Vono• Knowledge Manager at Regis Corporation

• @micahvono

• micahvono@gmail.com

Introductions

Ehren Ekstrand• Web Content Admin at Regis Corporation

• @ehrenekstrand

• ehrenekstrand@gmail.com

Meeting #117http://sharepointmn.com

Angelette Engelke• Site Collection Admin.; MNIT Services – Dept. of

Employment and Economic Development

• Angelette.Engelke@state.mn.us

Introductions

Meeting #117http://sharepointmn.com

Liz SundetApplications Architect - OneNeck IT Solutions

• Fulfilled a bucket list item of skydiving this year

• : @percusn

• : www.linkedin.com/in/lizsundet/

• Email: Liz.sundet@oneneck.com

• Blog: www.itsocialbutterfly.wordpress.com

Introductions

Meeting #117http://sharepointmn.com

Lori Breit

Sr. Business Analyst-SharePoint

Jostens

• Originally from Chicago (Go Bears!)

• Worked in SharePoint since 2004

• Been with Jostens since 2011

• Part-time artist (jewelry, bookbinding, sewing, and photo transfers)

• Francophile

• Music, Movie, and Book Junkie

• Twitter: https://twitter.com/groupiesupreme

• Email: lori.breit@jostens.com

Introductions

Meeting #117http://sharepointmn.com

Micah Vono & Ehren Ekstrand – Regis Corp

Meeting #117http://sharepointmn.com

Forms Center

Meeting #117http://sharepointmn.com

Forms Center

• One-stop shop for all forms, online and paper

• Submit or approve

• Technology: SharePoint & InfoPath workflows, web front-end

(HTML/CSS/JavaScript/Jquery etc.)

Meeting #117http://sharepointmn.com

Meeting #117http://sharepointmn.com

Meeting #117http://sharepointmn.com

Salon Finder

Meeting #117http://sharepointmn.com

Salon Finder

• Search all salons and the people who support them

• Combines multiple data sources, eliminates spreadsheets

• Technology: SSIS, SharePoint Lists & Search, web front-end

Meeting #117http://sharepointmn.com

Meeting #117http://sharepointmn.com

Meeting #117http://sharepointmn.com

Navigation

Meeting #117http://sharepointmn.com

Navigation

• Salon Finder: search all salons and the people who support them

• Quick Links: customized user experience

• Technology: SharePoint lists, web front-end

Meeting #117http://sharepointmn.com

Meeting #117http://sharepointmn.com

Meeting #117http://sharepointmn.com

Modal Notifications

Meeting #117http://sharepointmn.com

Modal Notifications

• Communicate “quietly” to the end user

• Track acknowledgement

• Technology: SharePoint Lists, web front-end

Meeting #117http://sharepointmn.com

Meeting #117http://sharepointmn.com

Meeting #117http://sharepointmn.com

Meeting #117http://sharepointmn.com

Video Library

Meeting #117http://sharepointmn.com

Video Library

• Simple online video repository

• Uses Vimeo Pro account to serve up content

• Technology: Vimeo, SharePoint lists, web front-end

Meeting #117http://sharepointmn.com

Meeting #117http://sharepointmn.com

Angie Engelke – Minnesota IT Services

Meeting #117http://sharepointmn.com

Case Study #1: Print Request Management

Meeting #117http://sharepointmn.com

SharePoint Basics

• SharePoint 2013 (Office 365)

• No-code solutions, using OTB features

• Nintex workflows

• InfoPath forms

• Custom navigation

Meeting #117http://sharepointmn.com

About DEED Copy Center Services

• Medium volume copy center that supports

Minnesota DEED offices across state

• Print/copy impression and labor costs are

charged to the requesting division, using

accounting codes specific to that division,

funding source, and project

• Prior to this implementation, there was not a

formal process for requesting, tracking or

reporting on print services

Meeting #117http://sharepointmn.com

Business Need: Consistent Process

Meeting #117http://sharepointmn.com

The Challenges:

• New process – requires consistent workflow

• Not really a budget

• No developers… had to be OTB

• SharePoint??? “Do I have that on my computer?” “I need training!”

Meeting #117http://sharepointmn.com

Requirements:

• Easy to use

• Not “SharePointy” - they had to just “get it”

• Time saving for staff

Meeting #117http://sharepointmn.com

Path of a Print Request Before the SharePoint Solution

Print request arrives -

Information varies

Print request is reviewed and sent to

printer

Accounting codes for

request are manually entered

Print job is released

Print request is complete and email is

saved, information recorded,

etc.

Request is shipped, held until

picked up or delivery

Was my request received?

Did they see my due date?

I have a change! Have they started my request yet?

Is my job complete?

Meeting #117http://sharepointmn.com

Path of a Print Request After the SharePoint Solution

Print request arrives via

SharePoint –Information is consistent

Print request is reviewed and sent to

printer

Accounting codes for

request are manually entered

Print job is released

Print request is complete and email is

saved, information recorded,

etc.

Request is sent for delivery, held until

picked up or delivery

Workflows:

- Notify customer when print

request is received

- Rush order notifications

- Missing attachment

- Notify customer when print

request is complete

- Confirms delivery status

- Follow-up for missing information

Meeting #117http://sharepointmn.com

Meeting #117http://sharepointmn.com

• Easy to use form

• Clear navigation

• Better communication

• Search /Archive

• Not “SharePointy”

Meeting #117http://sharepointmn.com

Steps Before Solution

• Manual tracking of accounting codes

for each job and manual accounting of

impressions

• Required printer downloads into

Access to provide monthly reporting

• Reporting information wasn’t available

for immediate use

• Manual tracking of labor costs for

payroll

• Information was not transparent

Steps After Solution

• SharePoint tracks accounting codes for

each job and calculates impression costs

• Immediate reporting of information

• SharePoint tracks payroll costs by pay

period

• Information is transparent

Meeting #117http://sharepointmn.com

Meeting #117http://sharepointmn.com

Meeting #117http://sharepointmn.com

Process:

• Took about 5 months – most of that time was in user testing/pilot

• Development hours – Approx. 80

• Breakdown:

• 1 List; 10 Site Pages; 8 workflows; site navigation

• Known ROI:

Improved customer satisfaction

Consistent process

Faster reporting

Fewer customer follow-ups

Meeting #117http://sharepointmn.com

Questions

Meeting #117http://sharepointmn.com

Break Time

Meeting #117http://sharepointmn.com

CRM and SharePoint-Together at last

Meeting #117http://sharepointmn.com

CRM Dynamics and SharePoint at OneNeck

• Business needs

Upgrade to 2013

Replicate existing functionality

Bring on additional parts of business to CRM

• Options??

Two systems or one?

• Implementation

• ROI

Meeting #117http://sharepointmn.com

Implementation Process

Existing Process Elicit Requirements To-Be Process Demo POC SolutionUpgrade to CRM Dynamics 2013

Enable SharePoint List Component

Set Subsite/SecurityCRM Dynamics and

SharePoint Connected

Meeting #117http://sharepointmn.com

Meeting #117http://sharepointmn.com

Architecture—The Good and Bad

FoldersConnection

Libraries

No Administration

Meeting #117http://sharepointmn.com

Special Thank You

• Beth Beck

Providing direction on the .ps1 files to be run on the SP Server

• Brian Caauwe

Troubleshooting issues

• Avtex

Listening to me whine about folder architecture

Meeting #117http://sharepointmn.com

Lori Breit - Jostens

Meeting #117http://sharepointmn.com

About Jostens

• Jostens was founded in 1897

• Products

Graduation Rings (High School and College)

Caps, Gowns, Tassels, and Stoles

Graduation Pendants, Bracelets, Etc.

Graduation Clothing: Hoodies, Etc.

Diplomas and Diploma Covers

Graduation Announcements

Yearbooks

Specialty Markets: Harley, Military, Cordon Bleu, Medal of Honor, etc.

Pro Champ: Boston Red Sox, Boston Bruins, Chicago Blackhawks

And much more!

• Located in US and Canada

• William “The Fridge” Perry’s Super Bowl Ring Size: 27

• SharePoint Knowledge Users: 1,800

Meeting #117http://sharepointmn.com

Case Study: Price Exception Requests

Meeting #117http://sharepointmn.com

The Request

• Lori, create a system in SharePoint where

Customer Service Reps (CSRs) can submit price

exception requests on behalf of their Sales Reps

and then these requests can be approved/

denied by their Area Sales Manager (ASM)

Pretty Vague Requirements = Help Me!

Meeting #117http://sharepointmn.com

Lifting Up The Hood Revealed . . .• Price exception requests were submitted manually to an Outlook mailbox in individualized spreadsheets

• Base (what it costs us to make the ring/pendant) and Retail costs were not captured in the form or part of the

decision equation—no big picture

• No workflow/automation on processing requests

• No metrics/reporting

• No process ownership (e.g., no one knew who managed what or where costs and pricing information came

from)

• Poor communication to Sales Reps and Sales Managers

• No set expiration date on approved price exceptions

• No differentiation in costs/pricing on rings and pendants (yes, there is a difference)

• Current process built on exceptions () instead of norms

• Lots of errors and miscalculations

• No Auditing

• Not all of the costs associated with manufacturing the ring/pendant were included (e.g., bezel tooling, art

work, ornamentation, etc.)

Meeting #117http://sharepointmn.com

The Build and Implementation

• Lots and Lots of Requirements Meetings with Key Stakeholders

• Three Lists

Base Costs

Retail Costs

Request Form

• Lots and Lots of Calculated Values

• One SharePoint Designer Workflow

Keys Based On

• Ring or Pendant

• Design

• Metal Choice

• Lots and Lots of Testing

• Documentation and Training/Job Aids

• Training, Re-Training, and Re-Re-Training!

• Error Logging

• Monthly Check In Calls with Customer Service and Key Stakeholders to Keep Everyone On Track

• Actions Have Consequences

Meeting #117http://sharepointmn.com

Before

Meeting #117http://sharepointmn.com

After

• Allows approver to see the big

picture of whether this deal makes

sense

• Allows approver to manipulate the

numbers to derive a more cost

effective outcome, if applicable

• Prioritization of requests

• Metrics and reporting now possible

Meeting #117http://sharepointmn.com

The Rewards• Price Exceptions Are Submitted in One Location

• Base, Ornamentation, Bezel, Tooling, Art, and JSP Costs/Margins Are All Part of the Decision Equation

• Solid Workflow on Processing Requests

• Ability to Recalculate Requests to Reach More Equitable Bottom Line

• Semi-Automated

• Full Communication with CSR/Rep/RSM/Approvers

• Metrics/Reporting

• Full Process Ownership by Sales Operations

• Now Able to Make Sound Business Decisions Based on Full Picture

• Ownership and Accountability

• Defined Expiration Date on Approved Price Exceptions

• Auditing (Manual)

• Drive Profitability $$$ (Since April 2014, PER profitability is up 15%)

• Reduce Processing Time for Approvers (90% reduction in time spent on reviewing/approving requests)

Meeting #117http://sharepointmn.com

Future State

• Integration of Uniquely Generated PER Number Into Oracle Order Offering

• Partnering With Marketing Price Department on Uploading Approved Price Exceptions Into Oracle

Will Eliminate Credit/Rebill Work

Will Prevent Overriding Approved Pricing

Takes Customer Service Out the Mix

One-to-One Exception Basis Will Prevent Using Price Exception Pricing on Other

Designs/Orders

Meeting #117http://sharepointmn.com

Questions

Thank You!

Meeting #117http://sharepointmn.com

Last But Not Least

• Please Fill Out Evaluations

• Drawings for Giveaways

• Today’s Presenters:

• Micah Vono & Ehren Ekstrand

• Angelette Engelke

• Liz Sundet

• Lori Breit