How Forms and Workflows Saved a SharePoint Implementation
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The document describes how an organization improved user adoption of their SharePoint implementation from 2010 to 2014 by developing over 50 forms and workflows to digitize and streamline business processes. Previously paper-based processes across various departments like copy services, HR, and legal were transitioned to online forms that reduced errors, provided metrics and status updates, and saved time. This effort helped transform SharePoint's reputation from poorly adopted to a critical part of the organization's operations.
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How Forms and Workflows Saved a SharePoint Implementation
- 1. How Forms and Workflows Helped Save a SharePoint Implementation The following is a true story. Only the names have been changed, to protect the guilty. SharePoint Saturday Chevy Chase, MD June 13, 2015 -AC/DC – Ain’t No Fun (Waiting Round to be a Millionaire)
- 2. THIS IS NOT A TECHNICAL PRESENTATION KEEP CALM AND ENJOY ITS STILL GOOD STUFF
- 3. Today’s Presentation is a Story Exposition Rising Adoption Conflict 2010 2011 2012 2013 U s e r A d o p t i o n R a t e 2014
- 4. Today’s Presentation is a Story Exposition Rising Adoption Conflict 2010 2011 2012 2013 U s e r A d o p t i o n R a t e 2014
- 5. Today’s Presentation is a Story Exposition Rising Adoption Conflict 2010 2011 2012 2013 U s e r A d o p t i o n R a t e 2014
- 6. Today’s Presentation is a Story Exposition Rising Adoption Conflict 2010 2011 2012 2013 U s e r A d o p t i o n R a t e 2014
- 7. Today’s Presentation is a Story Exposition Rising Adoption Conflict 2010 2011 2012 2013 U s e r A d o p t i o n R a t e 2014
- 9. What’s Out: • SharePoint 2007 What’s In: • SharePoint 2010 • Improved InfoPath • Improved SharePoint Designer • Blossoming SharePoint Community The Year was 2010….
- 10. About Me - Then • Technical Trainer • No SharePoint experience • Important that people understand what technology can do for them and how to make it work them. • This picture was the last time I wore a suite to workMe in 2010
- 11. About The Customer Primarily Membership Organization Producer of Content • Monthly Magazine • Published books with external authors • Training Videos • Several large yearly conferences • Smaller learning events
- 12. About The Customer Typical Company Functions • HR • Finance • Legal Unique Company Functions • In-House Copy/Print Center • Creative Services • Meeting & Travel • Conferences
- 13. About The Customer History with SharePoint • Using since SharePoint 2003 • Just Implemented SharePoint 2010 • Using mainly for unit self promotion • Rarely updated • Little understanding of SP capabilities • Poor reputation
- 14. SharePoint was an Old Playground
- 15. Our Vision of SharePoint
- 16. My SharePoint Path End User Power User Evangelist & Solution Provider Contributed to my own basic technical training site. Advanced capabilities & ownership. Helped others understand, use, & get excited about SharePoint. Created solutions to help increase efficiency. 2010 2014
- 17. Our Goal #1: Go Paperless
- 18. Our Goal #2: Cheap, Easy, Fast
- 19. Copy & Print Services
- 20. Copy & Print Services - Before Walk-Up Copy/Print Paper Form
- 21. Copy & Print Services - Before • Time Consuming • “Chicken Scratch” • Lost Forms • Time Consuming • Prone to Errors • Lost in Inbox • Large File Issues • Varied locations job details and job files • Crazy folder structure • No metrics • Difficult to find source for repeat jobs Walk-Up Copy/Print Paper Form
- 22. Copy & Print Services
- 23. Copy & Print Services - After Walk-Up Copy/Print Online Form
- 24. Copy & Print Services - After Improvements • Decreased time to deliver job • Decreased errors due to manual data entry • No more lost forms • Print job details and files together • Easy to find old jobs for repeat work • Metrics
- 25. That’s all it took…
- 27. Creative Services • Graphics, web images • Logo design • Photo shoots • Mac Users – All of them Design Services • Copyediting • Substantive editing • Proofreading Editorial Services • Video and audio production/editing • Post-production editing • In house clips • Consultations Multimedia Services
- 29. Creative Services - Before Paper-Based Walkup Forms - Same basic process for all 3 units.
- 30. Creative Services - Before • Time Consuming • “Chicken Scratch” • Not all service options on the form • Too much on form • Lost Forms • Time Consuming • Prone to Errors • Varied locations job details and job files • Crazy folder structure • No metrics • Difficult to find source for repeat jobs • No customer status feedback Paper-Based Walkup Forms - Same basic process for all 3 units.
- 32. Creative Services - After Online Walkup Forms - Same basic process for all 3 units.
- 33. Creative Services - After Improvements • Decreased time to deliver job • Decreased errors due to manual data entry • No more lost forms • Easy to find old jobs for repeat work • Customers receive job status updates • Metrics
- 34. Today’s Presentation is a Story Exposition Rising Adoption Conflict 2010 2011 2012 2013 U s e r A d o p t i o n R a t e 2014 We are here in the story.
- 36. Back-Order Report - Before
- 37. Back-Order Report - Before Daily report run from Association Management System
- 38. Back-Order Report - Before Daily report run from Association Management System Issues • Daily email with Excel attachment to large distribution group. • Changes to report caused re-email • Multiple versions of the truth • Saving each daily spreadsheet as unique file in file share – over 400 files • No one was ever requesting to see the old files
- 39. Back-Order Report - After Daily report run from Association Management System Process stayed the same
- 40. Back-Order Report - After Improvements • Took 2 hours to develop the solution • Email a link to webpage instead of including an attachment. • Consumers can download PDF and print it if they want. • Version control on PDF stored in library • Deleted the 400+ old versions files from the file share
- 41. Meeting & Conference Planners
- 42. Meeting & Conference Planners New Form & Workflow Solutions • Meeting Request Form • Group Travel Request Form • Emergency Contact Form • Food and Beverage Order Form • Staff Housing Form (for Annual Conference) • Staff Presenter Audio Visual Form
- 43. Human Resources
- 44. Human Resources Forms Brand New Form & Workflow Solutions • Compressed Work Week Request • Degree or Certificate Program Request • Employee Referral • Rewards & Recognition • Recruitment Request • Temp Staffing Request • Monthly & Quarterly Reports • Part-Time Employee Holiday Election • Sick Leave Donation • Sick Leave Bank Request • Telework Request • Telework Agreement • Training & Development Request • Tuition Funding Request
- 45. Legal Services
- 46. Legal Services Forms Brand New Form & Workflow Solutions • Independent Contractor Agreement • Content License • Publishing Agreement • Presenter Agreement • Non-Disclosure Agreement • Amend Existing Agreement
- 47. Legal Services - After Improvements • Metrics • Reduced the time to create a contract • Requesters know what info to provide • No more emailing back-and-forth • Reuse of existing request forms
- 48. Today’s Presentation is a Story Exposition Rising Action Conflict We are here in the story. 2010 2011 2012 2013 2014 U s e r A d o p t i o n R a t e
- 49. Inventory of Forms Copy/Print Services • Print Request Form Creative Services • Editorial Request • Design Request • Multimedia Request Financial Services • Check Request • Back Order Report Meeting & Travel Services • Meeting Request Form • Group Travel Request Form • Emergency Contact Form • Food and Beverage Order Form • Staff Housing Form • Staff Presenter Audio Visual Form Human Resources • Compressed Work Week Request • Degree or Certificate Program Request • Employee Referral • Rewards & Recognition (6) • Part-Time Employee Holiday Election • Sick Leave Donation • Sick Leave Bank Request • Telework Request • Telework Agreement • Training & Development Request • Tuition Funding Request Legal Services • Independent Contract Agreement • Content License • Publishing Agreement • Presenter Agreement • Non-Disclosure Agreement • Amend Existing Agreement Information Technology • New Site Request • Personify Report Request • Change Request 50+ solutions
- 51. Staff Interviews
- 53. Inventory of Forms Copy/Print Services • Print Request Form Creative Services • Editorial Request • Design Request • Multimedia Request Financial Services • Check Request • Back Order Report Meeting & Travel Services • Meeting Request Form • Group Travel Request Form • Emergency Contact Form • Food and Beverage Order Form • Staff Housing Form • Staff Presenter Audio Visual Form Human Resources • Compressed Work Week Request • Degree or Certificate Program Request • Employee Referral • Rewards & Recognition (6) • Part-Time Employee Holiday Election • Sick Leave Donation • Sick Leave Bank Request • Telework Request • Telework Agreement • Training & Development Request • Tuition Funding Request Legal Services • Independent Contract Agreement • Content License • Publishing Agreement • Presenter Agreement • Non-Disclosure Agreement • Amend Existing Agreement Information Technology • New Site Request • Personify Report Request • Change Request 50+ solutions
- 54. The Line Held
- 55. Today’s Presentation is a Story Exposition Rising Action Conflict 2010 2011 2012 2013 2014 U s e r A d o p t i o n R a t e
- 56. SharePoint was an Old Playground
- 57. Closing Thoughts Forms & Workflows = Opportunity