Inthis session we explain:How to prepare list process steps + peopleHow: makesequence visibleHelpyouremployees understand tasksequencesWhich actions for task?infrequent / newHow: optimize pagesmakegood decisionsproductive in appHow: app supports:yourcontinuousoptimization of whodoeswhichtasks = quicklyreflected in the application
Do youknowwhycooking showson TV are so popular?Because it looks so easy!Somebody did the shopping in advanceSomebodychopped the vegetables in advanceSomebodylined up littlebowlswith just the ingredientsneeded - in the sequencetheyareneededSomebodyplaced just the toolsrequiredwithin arms reach of the chef. And they did the dishes.All he has to do is throw it in a pot and strir !With a RoleTailoreduserexperience:We have prepared 21 UserProfiles out of the box.We have alreadygone shopping and chopped the vegetables. The littlebowlsarealreadylined up for the task at hand. And just the relevant toolsarealready out on the kitchentable.All you have to do is two steps:Pick the ”profiles” thatwork in yourcompany. And check thattheyget the toolstheyneed.Lets see how little it takes to pick a User Profile and tailor it to your needs.
Let’s say I work in a small company where 6 employees will use Microsoft Dynamics NAV 2009.I review the list of 21 user profiles that come out of the box. Your partner may have created additional user profiles.I find 5 user profiles that will fit my 6 employees. I have two warehouse workers that will share one profile.Let’s set up a UserProfile for the twowarehouseworkers:(Pick WarehouseWorker profile - last one).Let’sget rid of these links whichwarehouseworkeswill not need in ourcompany(RemoveListPlaces: TransferOrders, ShippingAgents, WarehouseEmployees.)And nowletsadd a link thatwarehouseworkers in ourcompanywillneed: To do that, we go to the Departments areaLike the kitchencabinetsour Departments area holds everythingthat is available(Go to Departments, Warehouse, Lists.)Here is the PurchaseReturnOrderswhichourwarehouseworkersactuallyuse.(Right-clickPurchaseReturnOrders – chooseAdd to Navigation Pane.)Instead of dragging it to the kitchentable top, weadd it to the Navigation Pane for thisUserProfile.Now that user profile is configured And the users of it will have access to just the types of data theyneed – in ”ListPlaces”And in each List Place are all the toolstheyneed to workwiththat data.That is all you need to do!Nowtheseemployeescanuse the application.
We have prepared the profiles for you.
These two were the required activitiesThe rest of this session will be about the optional activities.>>>For each:reflect something about your company in app.- app brings new benefitsDon’t need to do any of these!We think: You will want to do some - great benefit compared to the effort involvedCan do at any time later if you want toCould start smallExpand RoleTailoring later if relevant.
If you consider in advance which employees should share a layout and what they should see,thenyouwillget it right faster thanifyoubuildone layout for everyone and then start modifying it.Thismeansthatyouremployeescan immediately start workingThis is quite easy to do. And you can do this exercise even before you install the software.
Consider: Which processes and process steps app will support in your company. Which process steps owned by which group of employeesOptions:Work with partner identify processes and steps.Or:Prepare for collaboration by identifying processes yourself.Wesuggest:Tool: Customer Model- You can choose a different approach
Great: Microsoft: Ressources for research 1000s> Made “Customer Model” “Departments and Work”= Overview: think about: activities you do in your company.What you can do:>>>Takeoneprocess at a time>>>Cross out processes steps you don’t do in your company>>>Add the job title or person that performs each step
Make list: the process steps that each employeeor jobtilteis responsible for.Explain:Whatweneed list for…
What we are doing:Lowerleft: Processes from Customer ModelTop left: Filter by yourindustry and companyTop middle: Group activites by the peoplethat do the work.Example: Rolesplayed by thiswarehouseworkerPick…, Pack…, Ship…Wefilled out the ”People” box.Right: Rolesor ”activities” reflected in theuser interface for a warehouseworker.Show later: how to do that in the WarehouseWorker ”RoleCenter”
Job description maps to a User Profile in Microsoft Dynamics NAV 2009. UserProfile= grouping of roles / activitiesoneemployeegroup of employeesJob description= roles that person playsUser Profile = pages in app to do the workExample: Job title “warehouse worker” withroles / activities:pick, pack, shipMatching “User Profile”withrole-tailored pages in application
How many User Profiles?Enoughthat: Employeesseeonlywhattheyshouldfocuson.Fewenoughthat:New task to your5 warehouseworkers:don’tneedto edit 5 UserProfiles.Rule of thumb:Managers and specialists1 per User Profile Because: different data from everyone elseAlsowhendepartmentgrows.Peoplehandling transactions:Small company: 1More volume= colleaguesthat do same job.Then:UserProfilenot just role-tailoringtoolAlsoefficiencytool:Tailoruser interface for new employee:simplyinclude person in existingUserProfile.Changetaskresponsibility for 5 employees:simplyadd / removetaskin 1 UserProfile.
Initially: Don’t make too many.- split later.5 warehouseworkers: almostidenticalwork1 person: + 1 List PlaceConsider: Keep in onePersonalize for the 1 person: Add List Place= keepnumber of UserProfilesmanagable.…EnoughaboutUserProfiles... (now: RoleCenter)
MortenIn nearly every company we have visited, users say that what they lack the most from which ever ERP applicaton they had is:An overview of “my work” or “my part of the business”.People want to be smart about prioritizing which task to approach first.Wecan show them the workahead – to helpthemprioritize.In these times peoplealsowant to make sure that theemployees understand how well they are performing on the metrics that matter to the company. Seeing how well you perform on a certain metric tends to lead to improvement of that metric.Let’s talk about how you do this for your employees by tailoring their RoleCenters.We think: worth your time adjust RoleCenters = give your employees an overview of their work.
Willshow: How to configure the RoleCenter.But first: Explain the toolyouuse to configure:Personalize: Hide/show elements for yourselfCustomize: Partner createsnew elements>>>Newconcept: Configure for a UserProfile“Mass-personalization”:Use personalization toolsPersonalizeon-behalf-of a UserProfileManagers and power-users who know the processes and taskscanrole-tailorforcolleaguesAll topics in this session:ConfigurationBy personalizingon-behalf-of a UserProfileLet’sseehow to usethis in a RoleCenter….
Jesper To configure a User Profile on behalf of others:Technically: URL to star application on behalf of another user profile:"C:Program FilesMicrosoft Dynamics NAV60RoleTailored ClientMicrosoft.Dynamics.Nav.Client.exe" -configure -profile:"order processor“But typically the partner will give you:Icon on desktop to launch the configuration for the User Profiles you manage.For example: Sales manager gets icon: “Configure SalesPerson Profile”.Letsbeginwith Navigation Pane:Typical question: When to group lists in an "Activity Buttons“?Guideline that we use:“Home Button” is for:List Places needed to handle interruptionsList Places to look up something during other tasks“Activity Buttons” are for:A group of List Places used for one activityOften activity that takes more than a few minutesOften activities the user initiates regularlyNot because of an interruptionDon’t use if there are only very few List Places on the Home buttonMakebutton: QuoteFollow-UpAddCustomers, Quotes, Items, CampaignsNow let us configure the RoleCenter:Thenlets look at RoleCenter parts:Configure the Activities PartAll users who perform transactions will benefit from seeing the Activities PartYour partner may need to create additional groups and “Cues” for some User ProfilesList what each User Profile needsName a group for each main process they ownMaximum 5 groupsAdd a cue for the most important “inboxes”Add a Key Performance IndicatorThink about metrics that best describe the performance of people in this User ProfileWork with your partner to define KPIsData must be available to calculate itOptional extras:Show relevant Top 10 listsShow Outlook part to people who don’t normally use outlook - If they should be aware of meetings or the odd email.From Departments: - Add tasks to favorites menu on RoleCenter
JesperQuestion for you:How many of you configure the application for other uses? The next slide is for you The rest of youcanrelax for a minute.
MortenWhenchangesaresaved:Partnerprovides:Maximum set of elements A, B, C shown. D, E available.Manager ”configures” for a UserProfile.Hide C, but show D.Delta of changes:Stored for UserProfileonly.Result: A, B,D shownUserpersonalizespage:Hides A, Shows EDelta of changes:Storedfor personResult: B, D, E shownOther PC: Still samePixels: Local PC
MortenWith Microsoft Dynamics NAV 2009 you don’t have to run to other windows just to check You can bring the relevant “related information” directly into the page that you are already working in Sothatyouare made aware of relevant information from oneplace. Italsoreduces the clicks and key presses needed to get the information.In this short topicwe look at how to do that.
InMicrosoft Dynamics NAV 2009 you use:FactBoxes - to show related information.Helpyouvalidate: Selected right record?With FactBox:Noneed to open to checkHelp you: Make informed decisions - right in list placeCansee status and so on = ”preview” FactBoxCanseerelatedrecordsOrders for customerProducts in sales order …
(Sales Orders List Place)Show CustomerDetails partHelpsmeverifythat I got the right record – withoutopening it.In other situations: Parts provide a summary of the recordLetsmeverify the status so I can Post it from the list placewithouthaving to open it.Ask your partner to create Fact Boxes for these.
MortenWith a lot of software: you get a feeling like: you just walked into a kitchen with ingredients and tools you are not familiar with – and there are no recipies!Can’tseehow to perform a task:Which windows? Sequence?Which commands in each? Sequence?With Micrsoft Dynamics NAV 2009 you can make sure: When you pick a task You can see the recipy and the required tools directly in the window And they are lined up in the right sequence.In this final topic:We talk about Optimizing a Task Page for specific User Profile - for their tasks.
MortenHelp your colleagues understand the application: Show sequence of tasks. Show sequence of commands in a task.Managers or specialists:Know process wellCan help others understand itBy tailoring Action PanesLet’sseehowwecanconfigurethis…
Jesper(Go to Susan’s Sales OrdersListPlace. Open a Sales Order)Notice the Action Pane at the top!It directly shows the names of the tasks I do in the Sales Order And insideeach it shows the toolsinvolved in thattask.In some cases you might choose to group the actions by document status if that helps users more: Such as: open, approved, released, shipped, invoiced, closedThatwas the ”tools” for the task - clearlylaid out in sequenceon the kitchencounter.Now for the ingredients – the data fields:You can set field priority:Pick fields for FastTab summariesPick fields only shown for rare casesMORTEN:Keep FastTabs short!Less fields to TAB throughGuideline: All summaries still shown with typically used FastTabs expanded.Thatwayyoudon’t have to scroll for the typicaltaskOrexpand/collapseFastTabsJESPERAnd again: AddFactBoxes to support the task.So usersdon’tneed to navigate to that information.
Less training: I clearlysee the tyicalsequence of tasks and actions In the Action Pane at the top of the window.Agile workforce:Easy to helpcolleagues in otherareas The worksequence and actions are visibleCanrememberhow to do infrequenttasks - orcanfigure it out by seeing it.Cangrowskills Understand lessfamiliarareas of the applicationIndreaseProductivity: See summaries of collapsedFastTabs in theirheaders.No navigation required to seerelated information in FactBoxes.Makinginformed decisions:FactBoxesindicatewhat to look at.Someeven show consequences in advance of committing to action.Fewermistakes.
MortenThat was all!Doing this set of activities: Will help your company take full advantage of the RoleTailored client.We think For each activity you choose to do, you will see payback in your company’s agility or in user productivity.You can:Choose to do these activities yourself.Let your partner do it for you.
JesperHowever, you can install and use the application without all these steps.Some choose to let the partner do much of the initial configuration.Later department managers then take charge of configuring the 1-3 User Profiles for their employees.Because they know best. And it is faster to change it yourself than to call your IT person or your partner.
Justtwo activities required:Pick standard UserProfiles(from 21)Add/remove relevant List Places in eachThat’s all!>>>+ Optionalactivitiesyoucould do.All is configuration: Done throughpersonalizationtoolsPersonalizeon-behalf-ofUserProfileOne of the reasons:Organization not static. App:should not hold you back from making changes when relevant.shouldmake it easyto support changeMicrosoft Dynamics NAV 2009:Encourages you to continually optimize process sequence and task assignment.- To keep your organization agile>>>Modify any elements at any time To reflect your business processes in the app so app communicates the changesto your employees and supports them in working effectively with YOUR processes- That is whatwemean by ”role-tailoring”!
Microsoft Dynamics Nav Thinking Role Tailored
Microsoft Dynamics NAV<br />Thinking RoleTailored How to Look into Your Organization<br />
Finance<br />Operations<br />Sales and Marketing<br />Looking into Your Organization<br /><ul><li>To take full advantage of RoleTailoring
Or just list the ones you do</li></li></ul><li>Eduardo<br />Alicia<br />Alicia<br />Alicia<br />Alicia<br />Alicia<br />Eduardo<br />Eduardo<br />Sammy<br />Sammy<br />Sammy<br />John<br />John<br />John<br />John<br />John<br />John<br />
Group Your Employees<br /><ul><li>Microsoft Dynamics NAV 2009 groups employees in User Profiles</li></ul>Job Description<br />User Profile<br />Warehouse Worker<br />Warehouse Worker<br />“Pick”<br />“Pack”<br />“Ship”<br />
Group Your Employees<br /><ul><li>How many User Profiles?
Only configure elements that provide you benefit
You can go back at any time to do more</li></li></ul><li>Optimize Over Time<br />List Process Steps + People<br />Pick Standard “User Profiles”<br />Promote Relevant “Places”<br />Provide Overview<br />React to Change<br />Show Process Sequence<br />Support Task Flow<br />