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Demystifying Workflow
- 1. 1 Demystifying Workflow November 30th, 2016 Brian Caauwe, Portals and Collaboration Manager
- 2. 2 • What Is Workflow? • Why Should You Care? • How Does It Work? Demystifying Workflow Agenda
- 3. What in the world is workflow?
- 4. 4 “ “
- 5. 5 “ “
- 6. 6 “ “
- 7. 7 What kind of work do we want to make flow? OR
- 9. Why Should You Care?
- 10. 10 Distract. Magnets for mistakes. Occur anywhere. Company lifeblood. Add up. Often ignored. Everyday processes
- 11. 11 A much greater chance of success. They’re often less complex. They train users how to think about workflow solutions. Benefits of automating everyday processes 1 2 3
- 12. 12 Measuring Return on Investment Avg. Hourly Wage $35 / hr. Min. Productivity Gain 5% Productivity Gain / Hour $1.75 Productivity Gain / Week $70 Work Weeks / Year 45 Productivity Gain / Year $3,100 Employees Engaged 100 Total Productivity Gain / Year $310,000
- 13. 13 Do more good. Focus on your mission. Get more done. Expand impact. Expand scope. Work most on what matters. What happens when work flows?
- 14. How Does it Work?
- 15. 15
- 16. 16 SharePoint Office 365 SharePoint Designer Workflow
- 17. 17 SharePoint Designer Workflows • No Additional Cost • No “Development” Expertise • Multiple Types • Separate Tool • Start from SharePoint objects • Lack of Visualizations • 2013 Workflow installation
- 20. 20 Microsoft Flow • Included with cloud licensing • 3rd party data sources • Web based designer • Can connect to internal data • Configurable Variables • Central Management • Data Source Credentials • Just reached GA • Flows Tied to Individuals
- 23. 23 Nintex Workflow • Web based designer • Mobile Ready • Flexible deployment • Lazy Approval • Additional Cost • 3rd party solution / apps • Migrations
- 25. 25 Put your work in your pocket. Drag. Drop. Done. Move work along with email. Use Skype for Business to keep work flowing. Easily reach participants
- 26. 26 Benefit from reduced steps. Create solutions in minutes. Get started quickly. Hit the ground running. Make your workflows mobile. Create external forms in one click. Make an immediate impact
- 27. 27 Financial benefits of Nintex
- 29. Want more information or need assistance with workflows Contact us at dmackereth@avtex.com to get started
Editor's Notes
- Introduction - Start [11:00] – End [11:02]
- What is Workflow? - Start [11:02] – End [11:07] What in the world is workflow? It’s no secret that the world is moving faster than ever. For individuals and businesses alike, the ability to complete tasks quickly isn’t just a nice-to-have quality. It’s expected. To keep pace in an ultra-competitive marketplace, it’s essential for organizations to streamline their work wherever and whenever they can. Not simply to keep the business running, but to push it forward as well. We’re here today to demystify the topic of workflow. To speak in clear, simple terms about what workflow is, why it matters to businesses and how workflow automation tools work. Let’s start by taking a look at a couple of examples….
- Air Canada is a travel and hospitality organization. “We are also seeing an increase in automation projects that take advantage of SharePoint workflows. We’re in the process of automating our paper-driven forms processes and making them web and mobile-enabled.” Microsoft Case Study: https://go.microsoft.com/fwlink/p/?LinkID=708282
- Hershey is a retail and consumer goods organization. Hershey created self-directed SharePoint Online teams that work with IT staffers to build workflows on The Conche that save the company time and money. One team created two collaboration sites and a workflow to streamline audits, reducing internal audit time and trimming 1,250 hours out of the audit management process annually. Microsoft Case Study: https://customers.microsoft.com/en-us/story/hershey-office365
- Siemens is a global electronics and engineering conglomerate. They used a workflow solution to help automate their tender/RFP and quoting process with vendors/suppliers. Previous attempts to automate it had not met with success, and the process they had was inefficient, costly and cumbersome. Using their workflow solution, they found it extremely easy to model the process graphically, and as they realized the need for refining the process, it was easy to modify and improve the process in near-real time.
- What kind of work do we want to make flow? As you can see from those examples, workflow automation can and should affect any process—big or small—within your business. And that’s a fundamental philosophical difference between how we at Avtex and other folks approach workflow automation. [NEXT ANIMATION] To build the most efficient business possible, many organizations go big and try to simplify the most complex, most critical processes they can identify. More often than not, these require a tech-heavy solution that takes a lot of time, talent, and cost to develop and get right. In fact, by the time a process is perfected, the world can look a lot different and the process may need to change again. [NEXT ANIMATION] By focusing solely on the big processes, organizations overlook smaller, everyday tasks that are equally important to creating and sustaining a thriving business. Purchase orders. Expense approvals. Onboarding new employees. Creating documents. These aspects of running a business are the tasks that no one loves, everyone does, and no one questions. [NEXT ANIMATION] Small inefficiencies are, in the minds of most, simply the cost of doing business. When performing these everyday tasks, employees feel stuck in neutral while the fast-paced world continues to whiz by.
- We believe every process and every person deserves the benefit of workflow automation, especially “simple” processes like: Tracking the creation of sales proposals [NEXT ANIMATION] Ensuring completion of a safety inspections. Approving leave requests. Provisioning a new employee. [NEXT ANIMATION] Routing expense reports. Remotely submitting service requests. Reviewing proposals. [NEXT ANIMATION] Screening and then publishing social content. Assessing equipment purchases. These are basic, fundamental business processes, but they’re crucial to the everyday operation of your organization.
- Why Should You Care? - Start [11:07] – End [11:15]
- When you begin to better manage everyday routines like we just discussed, it adds up to more productivity, a stronger bottom line, happier people, and opportunities for teams to focus on more strategic and inspiring endeavors. And if you think about processes like these, they all have something in common: They originate from anywhere in the organization. They represent the lifeblood of procedures that make the company run. Many people perceive them to be processes that distract from “real” work. Because of this, they receive less attention to detail and they’re often where most mistakes are made. Taken together, they add up to a significant amount of time and money. And yet, they’re ignored, rarely considered worth the time of traditional business process optimization because they’re not considered “central.”
- So when you expand your thinking on workflow automation to include both complex and everyday processes, you can see three big benefits: A much greater chance of success. They’re often less complex, taken one at a time. This increases the chance of the person responsible for the process being actively involved in its automation, rather than it being farmed out to a developer and requiring a lot of explanation/communication in both directions. They train users—and your entire business—how to think about workflow solutions, and provide excellent preparation for addressing more classical “core” or “elaborate” processes the organization faces.
- Measuring ROI to help drive automation Take the average hourly wage of an employee, in this case we will use $35 per hour and we calculate our minimum productivity gain we expect out of an individual process such as 5% or 30 seconds for an existing process that takes 10 minutes. This gets us our productivity gain in dollars per hour… calculate that for a week per employee and determine the number of work weeks for those employees per year, in this case 45 and then we can calculate the productivity gain in dollars per employee for the year. If we then take the amount of employees engaged for the process we can see the total productivity gain in dollars for an individual process.
- But it’s not all about ROI. When you automate workflows large and small across your business: You can get more done. In less time and with less hassle. You can expand the impact of every team. You can do more good. You can focus on your mission. You can expand around the corner or around the world. You can work on the things that matter. And that’s why we like helping our clients focus on business process automation. We help make automating workflow quick and easy, so you can do more of what you do best.
- How Does It Work? - Start [11:15] – End [11:25]
- How do we make work flow? All right, it’s time to talk a bit about specifically how the Workflows work. Before we do, let’s look at a couple of questions. Ask yourself: 1) What’s the most important asset your business has? 2) What’s becoming one of the most abundant, complex and difficult assets to manage within your business? If you’re like many businesses we talk to, the answers to questions one is “people” and among the answers to question two is “content.” Your people—your team—are the most valuable asset you have. They take care of customers. They create the service or product you sell. They run your “back office.” They manage your systems. They make your business work. They are your business. And increasingly, the content you generate that helps your business run—from HR to accounting to marketing to IT to sales to customer service—is one of your most abundant and complex assets. As you refine your own internal processes, as you train your team, as you market and sell your product, as you interact with and service your customers, as you manage vendors, you’re gathering data. You’re trafficking information. You’re creating content. And connecting your people to this important business content is what workflow is all about. You undoubtedly already have hundreds or thousands of processes that make your business work—that make your work flow. And the goal of workflow solutions is to automate those processes. Processes that connect people and content. This can mean person-to-person processes and person-to-content processes.
- SharePoint Designer Workflows are focused specifically on processes to extend the reach of the SharePoint platform. SharePoint Designer workflows have been available as a possibility all the way back in MOSS 2007 with the integration of Windows Workflow Foundation to create “Declarative” workflows that are intended for Power Users to create through an external tool. Where can they be deployed SharePoint On-Premises (2007+) SharePoint Online
- Advantages of SharePoint Designer workflows Cost … SharePoint Designer is FREE No “development” expertise needed Three types of workflows (List, Reusable, Site) Disadvantages of SPD workflows Requires a separate tool for management … text based designer ALL workflows tied to SharePoint context Lack of visualizations 2013 Workflows require separate installation (Workflow Manager)
- Microsoft Flow is focused specifically on processes that connect to existing applications you are utilizing today along with participating in a flow wherever you work (Web or Mobile) Microsoft Flow has just reached General Availability and is available with all E suite licensing in Office 365 and Dynamics 365 subscriptions, but is ONLY available as a cloud based platform. The connectors have the ability to reach for internal data sources through a deployed data gateway to sources such as SQL and SharePoint.
- Advantages of Microsoft Flow Cost … Included with Office 365 E suite and Dynamics 365 licensing Multiple 3rd party data source connectors Web based designer… no additional installation needed Can connect to internal data Disadvantages of Microsoft Flow Lack of configurable variables Rudimentary processes Tied to an individual Each data source requires embedded credentials
- Nintex is focused on processes and forms that also have the ability to connect to existing applications you are utilizing today along with participating in a process wherever you work (Web or Mobile). The workflow platform is now also not only tied to SharePoint, as it has been in the past, with the new Nintex Workflow Cloud that can start your processes whether they initiate in Dynamics 365, Salesforce or Dropbox.
- Advantages of Nintex Workflow Web based designer for workflow and forms Can utilize the mobile ready solutions available for accessing workflow information Using the subscription model, deploy workflows on-prem, SharePoint Online or Nintex Workflow Cloud Lazy Approval allows process to continue without access “source” Disadvantages of Nintex Workflow Additional cost on top of existing platforms 3rd party solutions means tied to those features and apps for long term Additional migration steps needed
- Easy. Nintex makes it easy to build automated workflows that are easy-to-use, so your entire team can keep work flowing with a few simple clicks and without extra time or training. Drag. Drop. And you’re done. Nintex allows you to automate processes in minutes using an intuitive, easy-to-use, browser-based, drag-and-drop workflow designer that reduces the work involved in building, using and improving processes. Move work along with simple emails. Nintex’s Lazy Approval lets your team simply respond to an email notifying them of a decision to be made or information they need to provide, so they can keep work flowing without jumping from one application to the next. Put your work right in your pocket. Nintex Mobile allows you to access your SharePoint and Office 365 processes securely, inside or outside of the firewall–and even offline, so you can check your tasks as easily as checking your texts and fill out forms, submit requests, start processes, complete tasks and make approvals all from your smartphone or table. Use Skype to keep work flowing. Nintex integrates with Microsoft Skype for Business, so users can simply receive instant messages with prompts or requests for information and action, and the system will simply listen for your reply, then keep the process moving.
- Quick. With Nintex, you can build entire workflows in hours or days, instead of months, so you can make an immediate impact on the productivity of your whole business. Get started quickly. Nintex implementation and installation is fast and efficient, and the familiar interface means you can start automating business processes the same day. Hit the ground running. Nintex include catalogs of sample workflows as well as time-saving smart defaults that preconfigure common activities and settings, so you don’t have to start from scratch and can make simple adjustments to customize each workflow to your needs. This includes workflow logic (such as loops, parallel actions, state machine), Library/List actions (such as creating/deleting/copying items), and even calling a web service without writing any code. Don’t waste time thanks to reduced steps. Nintex is configured to keep as many tools and settings as possible in one place, so you can avoid excessive screen navigation and cumbersome pop-up windows. Create custom forms in minutes. Nintex Forms allows you to create and publish web-ready and mobile-ready forms that feature dynamic fields, data validations, conditional display areas and custom formatting for rich interactions. Make your workflows instantly mobile. With Nintex Forms and Nintex Mobile, you can create a fully featured mobile workflow app using a browser based workflow and forms application, with a single publish action. You can custom brand your app and easily deploy it using an MDM solution. Create external forms in one, quick click. You can deploy Nintex Forms outside your firewall with one click, so you can allow external participants to submit forms and complete tasks without being behind your corporate firewall.
- What happens when you make your work flow? When you embrace this broader, more inclusive workflow philosophy, your business can see tremendous benefits. First, let’s talk about financials. Nintex commissioned Forrester Research to study and examine the potential return on investment (ROI) by deploying the Nintex Workflow platform. Forrester’s interviews with customers together with their financial analysis found that: Organizations had a 176% ROI Payback in 10.5 months 8%-15% gains in employee productivity Organizations avoided additional costs of custom code versus using Nintex The Forrester research also noted that, with the Nintex workflow platform,: Organizations can easily make changes as business processes evolved. The queue and reliance on IT for automation is reduced enabling productivity gains for the IT team and the entire business. To assist with understanding and properly calculating ROI of your processes Nintex has also launched an additional tool called Hawkeye that can provide these insights to make educated decisions based on ACTUAL data.
- Demo? - Start [11:25] – End [11:45] SharePoint (5 min) Workflow Creation through Designer 2010 vs. 2013 Workflow History – Travel Request Microsoft Flow (5 min) Templates Connectors Twitter, Email, Yammer SharePoint, 365 Profile, Email Nintex Workflow (10 min) Nintex Workflow Creation / Workspace Nintex Process Tracking Nintex Hawkeye Analytics
- Want to learn more? To get your own ROI calculation, schedule time with one of our sales managers. They’ll provide a custom analysis that will help you determine how quickly you can make your work flow.
- Wrap @ 11:45