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1 SharePoint Saturday Atlanta
SharePoint Saturday Atlanta – May 30, 2015
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5 Seasons Brewery (North)
directly in front of brewery
See the SPSATL Website for more info and directions
Join us for SharePint sponsored by
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http://nicoleprestby.wordpress.com
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Process Overview
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• What are the business drivers for this project?
• Why are we doing this? Why is this project important?Business Drivers
• What key success factors will be measured?
• How will we determine the project to be a success?Success Factors
• What are the primary business processes to be addressed?
• What bounds can we set? What is the scope? Processes/Functions
• Who are the key stakeholders and responsibilities?
• What different perspectives need to be represented?Stakeholders
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Testing(QA & UAT)
Training & Deployment
• Gather
• Document
• Review
• Confirm/approve high-level requirements
• Create Functional Design document
• Develop
• Unit test
• Design Reviews
• QA
• UAT
• Issue resolution
• User training
• Deploy to Prod
Requirements & Design
Implementation
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Gathering Requirements & Design
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Collect
Questions
Analyze
Unclear, Missing
Refine
Follow-up, Queries
Set
Document
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Question(s) to ask What it can indicate to you
How does the process start?
• For example, a document is uploaded or changed, a form is submitted or
changed, etc.
Manual vs. Automatic Start on Item Creation
vs. Automatic Start on Item Modification
What should happen when everything goes right?
• For example, all approvals
“Happy Path”
What are all the other potential outcomes?
• For example, outcomes other than approvals, such as rejections, need more
info, etc
Alternative Paths
Where are the places things could go wrong?
How can things go wrong?
• For example, what if key data is not there (like an email address) or changes
(like a key date)
What should happen when things go wrong?
Exception Paths
In what areas of the process is it important to enforce rules?
Where in the process should we accommodate for alternative paths?
Rigid vs. Flexible
Determine Overall Flow
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Question(s) to ask What it can indicate to you
Are there steps that can happen at the same time?
What steps have to happen before or after other steps?
Sequential/Serial vs. Parallel actions
Are there steps in your process that repeat over and over?
If yes, what triggers you to do them?
Loop While, Loop For Each
How predictable is the process?
Are there places where you go back to the same person for information over and over?
If yes, what are the triggers?
State Machine vs. Linear
Do you skip parts of the process under certain circumstances?
What are the reasons?
If/Else (Conditional Logic), State Machine
Are there parts of your process where you do different steps based on a specified value
or choice field?
• For example, different things for different Departments, Status, PTO Type, etc?
Switch (Complex Condition)
Does your process need to integrate with other systems?
• For example, pulling or pushing data to systems, other than SharePoint, such
as external SQL DB, AD, CRM such as Microsoft Dynamix, etc.
Call web service, Query LDAP, execute SQL, etc
Determine Specific Types of Flow
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Question(s) to ask What it can indicate to you
Where in the process do you need to get user interaction for approval?
What are the possible outcomes of each approval step?
What should happen when each outcome is selected?
Approvals
Where is the process do you need to get user interaction other than approval?
• For example, go do this manual task or review this document.
For each of these steps, is there additional data that will need to be captured?
What happens after each step has been completed?
Non-Approval Tasks
Should an email alert be sent when tasks are assigned to users? Task Email Notifications
Should additional reminder emails be sent if tasks are not completed after a certain
amount of time?
How long to wait before sending reminder email?
How many reminder emails should be sent in total?
Should anyone be CC’d on the reminder emails?
Task Reminders
Are there tasks which should be automatically completed or assigned to a different user
if they are not completed after a certain amount of time?
How long to wait before completing or reassigning a task?
Task Escalations
Determine Task Types and Details
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Question(s) to ask What it can indicate to you
Are there any places where a simple alert should be sent to user(s)? Stand-alone Email Notifications
What information is required for the process to begin?
What information will be used throughout the process?
Required Data
Should any of the data be hidden at any point in the process?
Should the form or document be un-editable at any point in the process?
Should specific fields on a form be un-editable at any point in the process?
Should the form or document be un-editable for all users or are there users who should
still have access?
What is the trigger for when forms or documents should be un-editable?
Data Visibility and Lockdown
Who can create submit a new form or upload a new document?
Who can change an existing form or document?
Who can delete forms or documents?
Permissions
Additional Factors
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“the what”
“the how”
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New Quote Request Form
Request a New Client
Add New Location
Add New Contact
Client Name:
Location:
Service Type:
Contact Name:
Contact Phone: Contact Email:
Generalist:
Specialist:
Quote Number: Quote Status:
Responsible for creating the Proposal:
Department:
Responsible for Approving the Proposal:
Opens new item form for Clients list
Opens new item form for Locations list
Opens new item form for Contacts list
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Employee Timesheet
Billable TimeHoursSat HoursSun HoursMon HoursTue HoursWed HoursThu HoursFri OT Hours DT Hours
Indirect TimeHoursSat HoursSun HoursMon HoursTue HoursWed HoursThu HoursFri
NDT Experience TimeHoursSat HoursSun HoursMon HoursTue HoursWed HoursThu HoursFri
Per DiemHoursSat HoursSun HoursMon HoursTue HoursWed HoursThu HoursFri
Add New Billable Time
Cancel
Employee:*
Department:
Week Ending:*
Add New Indirect Time
Add New NDT Experience Time
Add New Per Diem
Save
Status:
Submitted: Submitted: Manager Approved: Manager Approved: Department Approved: Department Approved:
Approved By:
Available PTO: Hire Date:
ApproveSubmit
New Employee Timesheet
Billable TimeNo items to show.
Indirect TimeNo items to show.
NDT Experience TimeNo items to show.
Per DiemNo items to show.
Add New Billable Time
Cancel
Employee:*
Department:
Week Ending:*
Add New Indirect Time
Add New NDT Experience Time
Add New Per Diem
Save
New Mode Edit and Display Mode
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Desktop
Tablet
Smartphone
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DEPARTMENTS IMPACTED
INVOLVED PARTIES
PROPOSED DATES
BASIC INFORMATION
Sample Request FormIf you answer yes to any of the following questions, a Request form must be completed.
1. Sample Question #1?
2. Sample Question #2?
3. Sample Question #3?
4. Sample Question #4?
5. Sample Question #5?
Yes No
Yes No
Yes No
Yes No
Yes No
Title *
Date * 12:00 PM
Sample Field 1
Sample Field 2
Related Items
<< Remove
Add >>
Sample Option 1Type *
Sample Option 2
Sample Option 3
Sample Option 4
Emergency Request *
Initiator *
Owner * Approver *
Checkpoint Date 1 *
Checkpoint Date 2 *
Checkpoint Date 3 *
Checkpoint Date 4 *
Department 1
Department 2
Department 3
This section is hidden until “Yes” is selected for at least one of the above questions.
Sample Option 5
Sample Option 6
Reviewer *
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Job Requisition (JR) Process
Hum
an
Res
our
ces
Dep
artm
ent
VP
D
ivis
ion
Pres
iden
tPr
esid
ent/
CEO
Hir
ing
Man
ager
Phase
Obtain and fill out JR Form
Job Requisition FORM
Review Form Approve?
Submit form to Department VP
PROCESS JR Form
Approve?
Approve?
Review Form
Review Form
YES
START
END
YES
YES
NO
NO
NO
Job Requisition FORM
More Information Required
More Information Required
More Information Required
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Process Approval Workflow (as of 8/20/14)
Ap
pro
ver
Init
iato
rSM
E(s)
Req
ues
t O
wn
erP
roce
ss O
wn
er
Sample Stage 1 Sample Stage 2 Sample Stage 3 Sample Stage 4 Sample Stage 5 Sample Stage 6
Request Form Submitted
Approved
6. Approve Next Stage
9. Close out request
1. Approve Request Rejected*
4. Sample Review Task 2
5. Sample Review Task 3
Completed
Completed
Reject
7. Sample Review Task 4
Approved
End workflow
Completed
3. Sample Review Task 1
1b.Update Request Form
Completed
2. Complete Secondary Form
Completed6b. Request
Rejected
Completed
8. Final Approval
7b. Additional Approval Task
Completed
Completed
Completed
Completed
Yes
Is this a special item?
No
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Development Tools
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VisualStudio
SharePoint Designer
SharePoint OOB Workflows
Third-Party Tools(Nintex, K2, etc)
• Examples include Approval, Collect Feedback
• Configure based on existing functionality
• No customization
• Free tool – create simple custom workflows
• Limited action customization
• Lack of portability – cannot move b/t environments
• Allow for higher levels of customization, often for power users
• Third-party product, so there is an additional cost
• Advanced features include:
• Graphical interface with drag-and-drop designer
• Major and minor version history w/ability to restore
• Real-time workflow status and graphical workflow history
• Portable workflows – develop in Dev and move to Prod
• Rich action sets with loads of customizability
• Integration with SQL, AD/Exchange, web service call
• Create and package sub-processes for reuse
• CUSTOM – If you can dream it, you can build it!
• Requires a developer’s skillset, higher development time and cost
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Implement & Unit Test
Design Review
Implement & Unit Test
Design Review
Developer
All Stakeholders
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Testing Considerations
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QA
“Happy Path”
Alternative Paths
Exception Paths
UAT
Current Process
New Process
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User Adoption
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Questions?
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http://nicoleprestby.wordpress.com