Improving SharePoint Business Process Maturity

Sadie Van Buren Derek E. Weeks@sadalit @weekstweets 1 BUSINESS PROCESS MANAGEMENT

Maturing Your Business Processes in SharePoint BUSINESS PROCESS MANAGEMENT

Agenda and LogisticsAgenda Logistics What’s in it for you?  In Session Overview of the  Questions welcome! SharePoint Maturity  If you’re tweeting / live Model and the BPM blogging, consider including:  #SPMaturity Competency  @SPTechCon Detail & case studies  @weekstweets What Next?  @sadalit Upcoming Events  Post-Session Contact Info  Please fill out your evaluation BUSINESS PROCESS MANAGEMENT

What’s In It For You?In the Session Understand SharePoint’s potential for Business Process Management, and how you’re using it Benchmark against others via data and case studiesBack at Work Share your results Build the organization’s strategic roadmap for BPM Gain a quantitative sense of progress by re-evaluating each year. Contribute to a data model that will help answer larger questions about where organizations are in their SP maturity by industry, number of years of use, etc. BUSINESS PROCESS MANAGEMENT

better employee higher levels of customer service productivityent SLAs reduction in operational costs competi improved cycle time efficiency gains faster consistent SLAs better employee productivity improved visibility competitive advantage faster time to market paperless officproved cost per transaction improved business performance BUSINESS PROCESS MANAGEMENT

Business Process MaturityLinked business activities with a defined trigger and outcome, standardized by SharePoint and/or customautomated workflow processes. Areas of focus include data (unstructured/structured), workflow, user security/ roles, reporting and analytics, tracking / auditing, process modeling and simulation, and process optimization. Power users can edit existing workflows to adapt 500 them to changing business needs. Users leverage data from BPM to optimize process, balance work across workloads. Business processes extend to external users. Workflow is a component of SP-based composite 400 applications with connectivity to LOB systems. Users have access to process analytics and audit trails. Collaboration happens around a work process. ---------- customization may occur ---------- Process is considered as a whole, rather than as automating 300 functional tasks . SharePoint is becoming the BP platform, w/the introduction of 3rd party BPM tool to support more complex business rules. Business processes are designed; some custom, departmental “no-code” 200 workflows (SP Designer, Visio, or third-party tool) may be implemented to handle simple business rules (decision-based routing). . 100 Business process is loosely defined. Out of the box SharePoint workflows (approval, collect feedback) leveraged sporadically. A doclib or list provides a central base of operations. Any workflow is document- vs. application-centric. 6

Business Process Maturity BUSINESS PROCESS MANAGEMENT

Who Should Care… Executive Business Architect Manager Analyst Business Strategy Developer Supervisor Reviewer IT Manager Processor Data Entry Researcher BUSINESS PROCESS MANAGEMENT

Maturity per Years of Use BUSINESS PROCESS MANAGEMENT

Maturity per Number of Users BUSINESS PROCESS MANAGEMENT

Maturity per Annual Budget BUSINESS PROCESS MANAGEMENT

Add-on apps for SharePoint? Top 6 answers… Workflow/BPM 43% Search/Analytics 30% Back-up support 30% Data migration tools 26% Security and rights management 24%Archiving (long-term retention of content) 18% 0% 10% 20% 30% 40% 50% #SPTechCon BUSINESS PROCESS MANAGEMENT

Level 100 • Business process is loosely defined. • Out of the box SharePoint workflows (approval, collect feedback) leveraged sporadically. • A doclib or list provides a central base of operations. • Any workflow is document- vs. application-centric. BUSINESS PROCESS MANAGEMENT

Level 100 Dilbert meet BUSINESS PROCESS MANAGEMENT

Level 100 the knowledge worker BUSINESS PROCESS MANAGEMENT

Level 100 Upload Expense Report Notify Approves / Manager Rejects Notify Employee BUSINESS PROCESS MANAGEMENT

Level 100 BUSINESS PROCESS MANAGEMENT

Level 100 People Individual Effort Simple / self-service Change Infrequent Technology Think Doc Lib Strategy Personal / tactical Roadblocks Awareness / education BUSINESS PROCESS MANAGEMENT

Level 200 Business processes are designed; some custom, departmental “nocode” workflows (SP Designer, Visio, or third-party tool) may be implemented to handle simple business rules (decision-based routing). BUSINESS PROCESS MANAGEMENT

Level 200 Dilbert say hello to Alice BUSINESS PROCESS MANAGEMENT

Level 200 knowledge worker sharepoint administrator BUSINESS PROCESS MANAGEMENT

Level 200 People SharePoint Pros Effort Designed, not coded Change Infrequent Technology SP Designer, Visio, 3rd party Strategy Use SharePoint more Roadblocks The Rules? Process? Owner? BUSINESS PROCESS MANAGEMENT

Level 300 • Process is considered as a whole, rather than as automating functional tasks. • Transition from procedural document workflow to orchestration of dynamic business process. • SharePoint is becoming the BP platform, w/the introduction of 3rd party BPM tool to support more complex business rules. BUSINESS PROCESS MANAGEMENT

BPM: Loan Processing Example Customer What is Reroute Account Info happening Loans? in my dept?CaptureDocs? Loan Application Loan Application Processor Underwriter Approved? is scanned and is in SharePoint reviews loan reviews loan indexed Book Loan Rejected? Notify Customer Manual Tasks: Other Automate Review docs in file Call client for add’l info Docs? Tasks? Prepare Good Faith Estimate Underwrite loan Prepare loan for closing BUSINESS PROCESS MANAGEMENT

Level 300 Meet the 130 knowledge workers BUSINESS PROCESS MANAGEMENT

Level 300 Alice he’s Dogbert say hello to Wally BUSINESS PROCESS MANAGEMENT

Level 300 sharepoint administrator business process analyst sharepoint developer BUSINESS PROCESS MANAGEMENT

Level 300 People Specialized Effort Holistic Change Hitting the wall Technology Don’t call it SharePoint Strategy Streamline business Roadblocks Process with the most value? Cross-departmental agreement? BUSINESS PROCESS MANAGEMENT

Level 400 • Workflow is a component of SPbased composite applications with connectivity to LOB systems. • Users have access to process analytics and audit trails. • Collaboration happens in the context of a work item as part of a dynamic, nonlinear business process (the “case”). BUSINESS PROCESS MANAGEMENT

Level 400 Meet the 130 knowledge workers BUSINESS PROCESS MANAGEMENT

Level 400 knowledge worker introducing The Boss BUSINESS PROCESS MANAGEMENT

Access to all or somelegacy data throughSharePoint35% #SPTechCon BUSINESS PROCESS MANAGEMENT

Level 400 People Cross-functional Effort Orchestrated Change Real-time Technology Multi-dimensional Strategy Agile Roadblocks Integration capabilities? What metrics needed to run the business? BUSINESS PROCESS MANAGEMENT

Level 500 • Power users can edit existing workflows to adapt them to changing business needs on the fly. • Users leverage data from BPM to optimize process, simulate on real data, clear bottlenecks, balance work across workloads. • Users have visibility into the process and can provide feedback to process improvements. • Business processes extend to external users. BUSINESS PROCESS MANAGEMENT

Level 500 People Cross-boundary Effort Orchestrated socially Change Dynamic Technology Extreme visibility Strategy Transformational Roadblocks Prioritization, Business Pain BUSINESS PROCESS MANAGEMENT

What Next? Take the full assessment SharePoint-based process and case management http://bit.ly/BPM_SP Find our slides at: http://slidesha.re/BPM_SPTechCon BUSINESS PROCESS MANAGEMENT

Contact UsSadie Van Buren Derek E. Weeks@sadalit @weekstweetssvanburen@bluemetal.com dweeks@opentext.com 56 BUSINESS PROCESS MANAGEMENT

Thank You BUSINESS PROCESS MANAGEMENT

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Improving SharePoint Business Process Maturity

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