The True Power Of Share Point Designer For Workflows 10 8 09

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The True Power Of Share Point Designer For Workflows 10 8 09

  1. 1. <ul><li>Presented By </li></ul><ul><li>Peter Ward - Business Collaboration Manager </li></ul><ul><li>October 08th 2009 </li></ul>
  2. 2. <ul><li>The conference call dial in will be put on mute for the presentation </li></ul><ul><li>Q&A – We will have time at the end of the presentation for questions </li></ul><ul><li>A copy of the presentation is on my blog: www.wardpeter.com </li></ul>
  3. 5. <ul><li>- Workflow – Why do it with SharePoint - Note: There is no such thing is a simple workflow - Why use SharePoint designer for workflows? - Ideal workflows In SharePoint designer - Challenges of SharePoint Designer based workflows - Where SharePoint designer reaches its workflow limits and the SharePoint alternatives </li></ul>This is not a tip session
  4. 6. <ul><li>Approval </li></ul><ul><li>Workflow </li></ul>
  5. 7. <ul><li>Department </li></ul><ul><li>Expense Claims </li></ul><ul><li>Vacation Request </li></ul><ul><li>Monthly Report </li></ul><ul><li>News Release </li></ul><ul><li>Hiring Request (Web) </li></ul><ul><li>Interview Process </li></ul><ul><li>Hiring/Intake Process </li></ul><ul><li>“ On-Exit” Process </li></ul><ul><li>Helpdesk Process </li></ul><ul><li>Financial Planning </li></ul><ul><li>Proposal/Sales Process </li></ul><ul><li>Contract Approval </li></ul><ul><li>Localization / Globalization </li></ul><ul><li>Corporate </li></ul><ul><li>Content Management/Approval </li></ul><ul><li>Order Fulfillment </li></ul><ul><li>Inventory Management </li></ul><ul><li>Logistics </li></ul><ul><li>Wills / Estates / Incorporations </li></ul><ul><li>Quotation & Contract Costing </li></ul><ul><li>Exploration & Appraisal </li></ul><ul><li>Check Request Approval </li></ul><ul><li>Real Estate Buy/Sell </li></ul><ul><li>Collections </li></ul><ul><li>Internal Audit </li></ul><ul><li>Purchase Orders </li></ul><ul><li>Pharmaceutical Trial </li></ul><ul><li>Enterprise </li></ul><ul><li>Quality Management </li></ul><ul><li>Resource Planning </li></ul><ul><li>Procurement & subcontracts </li></ul><ul><li>Initial Public Offering </li></ul><ul><li>Enrollment & Administration </li></ul><ul><li>ISO 9000/9001 Control </li></ul><ul><li>Safety & Regulation Control </li></ul><ul><li>Cataloging & Distribution </li></ul><ul><li>Product Engineering </li></ul><ul><li>Claims Processing </li></ul><ul><li>Facilities Management </li></ul><ul><li>Bill Consolidation & Control </li></ul><ul><li>Succession Planning </li></ul><ul><li>Inter - Enterprise </li></ul><ul><li>Press Release </li></ul><ul><li>Drug Discovery </li></ul><ul><li>Treasury / Cash Management </li></ul><ul><li>Supply Chain Management </li></ul><ul><li>Customer Acquisition </li></ul><ul><li>Mergers and Acquisition </li></ul><ul><li>Trade Show Process </li></ul><ul><li>Airline Operation Maintenance </li></ul><ul><li>Contract Risk Mitigation </li></ul><ul><li>Harmonized Tariff Scheduling </li></ul><ul><li>Federal Audit Control </li></ul><ul><li>Cataloging & Distribution </li></ul><ul><li>Advertising Collection & Control </li></ul>
  6. 8. <ul><li>Out of the box </li></ul><ul><li>Browser based </li></ul><ul><li>SharePoint Designer </li></ul><ul><li>Replacement to FrontPage </li></ul><ul><li>Can handle more complex workflows </li></ul><ul><li>K2 – No code solutions </li></ul><ul><li>Custom development </li></ul>
  7. 9. Ideal Not Idea Simple approvals –Tick in the box Line of Business System Integration Complex Human Workflow Bus Activity Monitoring More than 2-3 people involved Collaborative Document Workflow Business 2 Business Dynamically Changing Workflow Short workflow lifecycles A process that isn’t fully defined
  8. 10. <ul><li>Document workflow and basic information sharing </li></ul><ul><li>List-based applications that are driven by forms – issue and project tracking, task management </li></ul><ul><li>Enterprise content applications – records management, contract management </li></ul><ul><li>Web content publishing </li></ul><ul><li>MOSS infrastructure management solutions or governance – site provisioning and lifecycle management </li></ul>Organizations are investing heavily in MOSS to address a few solution categories where processes are a key element.
  9. 11. SharePoint customers face a challenge <ul><li>SharePoint Designer is not for business users, power user experience. </li></ul><ul><li>We need a breadth of capabilities for our workflow solutions but don’t have the tools. </li></ul><ul><li>The transition from SharePoint Designer to Visual Studio is too great a leap. </li></ul><ul><li>We spend a lot of hours writing code to get simple things done. Avoiding this would be a huge benefit. </li></ul><ul><li>Bringing people, information, forms and content together is key. We need a standard framework that can support this requirement. </li></ul><ul><li>We want to empower people in the organization to participate in building workflow solutions and, at the same time, be sure IT governs these solutions. </li></ul>We want to use SharePoint for business applications and solutions, but we are struggling:
  10. 12. <ul><li>Support the ability to move “Back” within a workflow </li></ul>SharePoint Designer DO NOT have a simple solution for this basic requirement. START Declined Approval Approved Rework START Declined Approved Rework Approval START Declined Approved Approval Rework START Declined Approved Approval Rework START Declined Rework Approval Approved START
  11. 13. <ul><li>The ability to model business logic as part of the workflow decision making </li></ul>Parallel approval SharePoint Designer DO NOT have easy solutions to basic business requirements. Approval Serial approval Declined Approved Approved Declined Approved Declined 3 people in the group select “Approved” 1 person in the group selects “Declined” OR Incorporate business rules Declined Approved Rework All users in a group must select “Approved,” one after another Incorporate business rules
  12. 14. … can become quite complicated Medium Approval High Approval Low Approval < 2K > 8K Declined Approved START (Serial) START $$ > 2K $$ < 8K False True Low Approval Declined Approved Clean up Update List False True Medium Approval Declined Approved Clean up Update List High Approval Declined Clean up Approved Update List
  13. 15. <ul><li>Conditions limited to “True” or “False” </li></ul><ul><li>Approval limited to “Approved” or “Declined” </li></ul><ul><li>Duplication of business logic </li></ul><ul><li>Processes not representing the business problem </li></ul><ul><li>Manual creation of workflow user interfaces </li></ul>Limited to “True” or “False” Limited to “Approved” or “Declined” Duplication of business logic >> Maintenance nightmare >> Reporting no longer accurate >> Expensive!! START $$ > 2K $$ < 8K False True Low Approval Declined Approved Clean up Update List False True Medium Approval Declined Approved Clean up Update List High Approval Declined Clean up Approved Update List
  14. 16. A new platform? Custom development? What if your needs outgrow the capabilities of your approach? Will you have to start over? <ul><li>Invest in a platform that can grow with your needs. </li></ul><ul><li>Invest in a platform that empowers the entire organization to participate. </li></ul><ul><li>Invest in a platform that can offer continuing return on investment. </li></ul>
  15. 18. <ul><ul><li>Graphical workflow-design experience for business and technical users (one size does not fit all) </li></ul></ul><ul><ul><li>The ability to create applications that are not list, site, server or farm bound </li></ul></ul><ul><ul><li>The ability to apply custom workflows to content types, critical to ECM needs. </li></ul></ul><ul><ul><li>The ability to easily model and manage rework scenarios (eg. Send back for comments) </li></ul></ul><ul><ul><li>Ability to model serial approval steps </li></ul></ul><ul><ul><li>Custom actions based on rules (eg. Amount based approval) or roles </li></ul></ul><ul><ul><li>The need for  Escalation scenarios -  working hours, time zones , out-of-office, </li></ul></ul><ul><ul><li>Parent / Child processing, share of information between processes </li></ul></ul><ul><ul><ul><li>– (eg. Special Approval) </li></ul></ul></ul><ul><ul><li>Version control on both process and associate forms </li></ul></ul><ul><ul><li>Synchronous and Asynchronous </li></ul></ul>
  16. 19. <ul><li>ASSEMBLE WORKFLOWS THAT SOLVE BUSINESS PROBLEMS </li></ul>
  17. 20. <ul><li>CREATE RICH FORM-BASED WORKFLOW SOLUTIONS </li></ul>
  18. 21. <ul><li>DISPLAY RELEVANT INFORMATION FOR EACH STEP IN THE WORKFLOW </li></ul>
  19. 22. <ul><li>CREATE WORKFLOWS THAT PRECISELY ADDRESS THE BUSINESS PROBLEM </li></ul>
  20. 23. <ul><li>CREATE RICH INFOPATH-BASED WORKFLOW SOLUTIONS WITH FORM SERVICES </li></ul>
  21. 24. <ul><li>TAKE ADVANTAGE OF FULL INTEGRATION </li></ul>
  22. 25. <ul><li>MANAGE AND MONITOR PROCESSES THROUGHOUT THEIR LIFECYCLES </li></ul>
  23. 26. <ul><li>MANAGE TASKS FROM A CENTRALIZED WORKLIST </li></ul>
  24. 27. <ul><li>TROUBLESHOOT WORKFLOWS WITH K2’S ERROR REPAIR FUNCTIONALITY </li></ul>
  25. 28. <ul><li>TRACK THE PROGRESS OF YOUR REQUEST </li></ul>
  26. 29. <ul><li>REPORT ON PROCESS INSTANCES </li></ul>
  27. 30. <ul><li>The price makes it accessible to small, medium and large organizations: </li></ul><ul><ul><ul><ul><li>Team Edition: $5,000 Enterprises or departments up to a maximum of 200 users and a single SharePoint server </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Standard Edition: $10,000 Enterprises or departments with more than 200 users and a single SharePoint server </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Enterprise Edition: $15,000 Enterprises or departments with more than 200 users and distributed SharePoint environments </li></ul></ul></ul></ul>
  28. 31. <ul><li>Remember developers develop and build, not the best people skills </li></ul><ul><li>No maintenance on the product, however there is a salary </li></ul><ul><li>Version prisoner if the workflow gets complicated </li></ul><ul><li>Documentation can be a challenge with the application </li></ul><ul><li>Standardize on the workflow process </li></ul>
  29. 32. Here is your new desk. Informal Process Informal Results
  30. 33. Here is a new desk. Formal Process Formal Results
  31. 35. <ul><li>1 day workflow / form intensive </li></ul><ul><li>Plenty of code examples to work from </li></ul><ul><li>$1000.00 for the entire day </li></ul>
  32. 36. <ul><li>Email : Peter.ward@interdyn.com </li></ul><ul><li>www.wardpeter.com </li></ul><ul><li>Phone: 212 502 3937 </li></ul>Be part of the experience http://cadbury.horizonextranet.com/ Questions?

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