SharePoint
..as a Workflow Management System
ANDREAS ASCHAUER, ALEGRI INTERNATIONAL

SHAREPOINT AND PROJECT CONFERENCE ADR...
sponsors
About..

Andreas Aschauer

Alegri International Austria
Head of Consulting

Software Engineering
SharePoint
Trainer / Cons...
Agenda

The road to ’13
From Coding to Modelling

BPM and Process Orientation

“We are having a baby”

Motivations for BPM...
Why am I telling you this ?

SharePoint has a strong background in
Workflow Management
Why am I telling you this ?

Business Process Management (BPM) is one of
the key drivers for SharePoint investments
Why am I telling you this ?

Workflow Management in SharePoint has
come a long way and changed a lot
Why am I telling you this ?

You can do so much wrong with
Workflow Management / BPM
THE ROAD TO `13
Workflows with SharePoint 2010

Visio 2010
SharePoint Designer 2010

Visual Studio 2010

3rd Party
Process
Visio 2010
SharePoint Designer 2010
Visual Studio

+
Impedance Mismatch
High Project Risk
Volatile Cost of Ownership
No common model or language for business and technology
Workflows with SharePoint 2013

Visio 2013
SharePoint Designer 2013

Visual Studio 2021
DECLARATIVE MODEL

3rd Party
Visio 2013 – Process View
Visio 2013 – Workflow View
Visio 2013 – Workflow View
Visual Studio 2012
Key improvements - General

Model First

No Code in Workflows

Process Manager &
Workflow Designer
Key improvements - Technical

Architectural Changes

“Cloud Ready” Model

Reusable Workflow Actions
Reusable Designer Acti...
Wrapping Up
SharePoint OOB Workflow Capabilities have matured
The tooling has matured
Business and technology have a commo...
BUSINESS PROCESS MANAGEMENT
Key Motivations
Make implicit processes visible and manageable
Optimize processes continuously

Optimize existing resource...
Broadening the view
Process Improvement Process

Optimization

(Re)-Design

Monitoring

Modelling

Execution
Procedures vs. Practices
Optional accessoiries
What you get..
Monitoring of (possibly) a large number of workflow instances
Reports on performance of workflows / stakeho...
SharePoint Workflows

+

-

No further advance cost

Unpredictable future cost

Easy to use / Familiar tooling

Limited OO...
BPM Tools

+

-

Controllable Cost of Ownership

Advance cost

Rich modelling capabilities

Training effort

Large toolbox...
Workflows

BPM

Intra department processes

Inter department and
corporate processes

Little to no dependency on
external ...
DEMO: We‘re having a baby – process
• Stakeholders
•
•
•
•
•
•

Mother
Father
Grand mother
Friends of father
Doctor
..

• ...
B(aby)PM – scaling out the family
Adapt to changes in systems influencing the process
Dynamically re-assign stakeholders
O...
Know the options

Do Governance planning

Calculate the risk and total cost of ownership
Have a baby..
questions?
LINKEDIN / XING / SHAREPOINTTRENCH.COM

@ASCHAUERA
thank you.
SHAREPOINT AND PROJECT CONFERENCE ADRIATICS 2013
ZAGREB, NOVEMBER 27-28 2013
SharePoint 2013 as a Workflow Management System
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SharePoint 2013 as a Workflow Management System

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Process Management Services are a crucial piece in any system supporting ECM capabilities. SharePoint 2013 introduced a new technical foundation for workflow management and the modeling of business processes as automated workflows.

In this session the audience will learn the benefits of the new Workflow Management System architecture as well as how to leverage it in real world scenarios. Attendees will see what can be achieved in SharePoint 2013 and Workflow Manager in an easy and controllable fashion. Most important the session will dive into what is not easily feasible Out-of-the-Box and will present a birds-eye view on the BPM ecosystem that has evolved around SharePoint 2010 and 2013.

The key take-away for attendees will be an understanding of how to map real-world process management scenarios onto SharePoint 2013 Workflow workloads and when it is reasonable in terms of project risk and cost of ownership for the SharePoint investment, to move to a third party SharePoint BPM product.

The session is intended for Architects and Decision Makers who already have concrete use cases/scenarios at hand and need to map them to SharePoint technology.

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SharePoint 2013 as a Workflow Management System

  1. 1. SharePoint ..as a Workflow Management System ANDREAS ASCHAUER, ALEGRI INTERNATIONAL SHAREPOINT AND PROJECT CONFERENCE ADRIATICS 2013 ZAGREB, NOVEMBER 27-28 2013
  2. 2. sponsors
  3. 3. About.. Andreas Aschauer Alegri International Austria Head of Consulting Software Engineering SharePoint Trainer / Consultant
  4. 4. Agenda The road to ’13 From Coding to Modelling BPM and Process Orientation “We are having a baby” Motivations for BPM A quintessential sample Procedures vs. Practices (some of you can relate to)
  5. 5. Why am I telling you this ? SharePoint has a strong background in Workflow Management
  6. 6. Why am I telling you this ? Business Process Management (BPM) is one of the key drivers for SharePoint investments
  7. 7. Why am I telling you this ? Workflow Management in SharePoint has come a long way and changed a lot
  8. 8. Why am I telling you this ? You can do so much wrong with Workflow Management / BPM
  9. 9. THE ROAD TO `13
  10. 10. Workflows with SharePoint 2010 Visio 2010 SharePoint Designer 2010 Visual Studio 2010 3rd Party
  11. 11. Process
  12. 12. Visio 2010
  13. 13. SharePoint Designer 2010
  14. 14. Visual Studio +
  15. 15. Impedance Mismatch
  16. 16. High Project Risk Volatile Cost of Ownership No common model or language for business and technology
  17. 17. Workflows with SharePoint 2013 Visio 2013 SharePoint Designer 2013 Visual Studio 2021 DECLARATIVE MODEL 3rd Party
  18. 18. Visio 2013 – Process View
  19. 19. Visio 2013 – Workflow View
  20. 20. Visio 2013 – Workflow View
  21. 21. Visual Studio 2012
  22. 22. Key improvements - General Model First No Code in Workflows Process Manager & Workflow Designer
  23. 23. Key improvements - Technical Architectural Changes “Cloud Ready” Model Reusable Workflow Actions Reusable Designer Actions
  24. 24. Wrapping Up SharePoint OOB Workflow Capabilities have matured The tooling has matured Business and technology have a common modelling base Software architecture is modular and reusable (through Activities)
  25. 25. BUSINESS PROCESS MANAGEMENT
  26. 26. Key Motivations Make implicit processes visible and manageable Optimize processes continuously Optimize existing resources React to change
  27. 27. Broadening the view
  28. 28. Process Improvement Process Optimization (Re)-Design Monitoring Modelling Execution
  29. 29. Procedures vs. Practices
  30. 30. Optional accessoiries
  31. 31. What you get.. Monitoring of (possibly) a large number of workflow instances Reports on performance of workflows / stakeholders Little impedance mismatch (depends on product) Better EAI functionality
  32. 32. SharePoint Workflows + - No further advance cost Unpredictable future cost Easy to use / Familiar tooling Limited OOB functionality Clean architecture Complex expansion model Supported by MS Custom development needed
  33. 33. BPM Tools + - Controllable Cost of Ownership Advance cost Rich modelling capabilities Training effort Large toolbox around BPM (Possibly) proprietary notation EAI functionality Need
  34. 34. Workflows BPM Intra department processes Inter department and corporate processes Little to no dependency on external systems System integration Small number of workflows Large number of workflows .NET development knowledge No development resources
  35. 35. DEMO: We‘re having a baby – process • Stakeholders • • • • • • Mother Father Grand mother Friends of father Doctor .. • Systems • Family • Administration • Hospital
  36. 36. B(aby)PM – scaling out the family Adapt to changes in systems influencing the process Dynamically re-assign stakeholders Optimize the process Report on performance of closed instances
  37. 37. Know the options Do Governance planning Calculate the risk and total cost of ownership
  38. 38. Have a baby..
  39. 39. questions? LINKEDIN / XING / SHAREPOINTTRENCH.COM @ASCHAUERA
  40. 40. thank you. SHAREPOINT AND PROJECT CONFERENCE ADRIATICS 2013 ZAGREB, NOVEMBER 27-28 2013
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