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 helped transform SharePoint's reputation from poorly adopted to a critical part of the organization's operations.

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
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4. Today’s Presentation is a Story
Exposition Rising Adoption
Conflict
2010 2011 2012 2013
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5. Today’s Presentation is a Story
Exposition Rising Adoption
Conflict
2010 2011 2012 2013
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6. Today’s Presentation is a Story
Exposition Rising Adoption
Conflict
2010 2011 2012 2013
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7. Today’s Presentation is a Story
Exposition Rising Adoption
Conflict
2010 2011 2012 2013
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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…

26. Creative Services

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

28. Creative 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.

31. Creative Services

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
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We are here in the story.

35. Financial Services

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
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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
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56. SharePoint was an Old Playground

57. Closing Thoughts
Forms & Workflows
=
Opportunity