Project Request Mobile Approvals with SharePoint 2010 No Code Solution
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Project Requests entered internal to a business require review and approval of others via their desktop, laptop or mobile devices (i.e.; phone, laptop, tablet, etc.). This solution was accomplished using the SharePoint 2010 tools of InfoPath & SharePoint Designer Workflow; Exchange was used for the workflow email redirection.
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Project Request Mobile Approvals with SharePoint 2010 No Code Solution
- 1. Reaching New Limits Without Code 2014Kerry Dirks
- 2. SharePoint Solution Architect @ Sogeti USA Omaha SharePoint Saturday Board Member Certified SALEM Master (CSM) Microsoft Certified Professional/Solution Developer BSBA Majors in MIS & Statistics Enterprise/Business Analysis, Business Process Modeling, Information Architecture No Code Solutions using SharePoint Designer, Workflows & InfoPath, Exchange, etc. PASSION: To inspire others to improve upon what they are already doing.
- 3. My No Code Story The New Network No Code Solution Wrap Up Questions
- 4. “Combines data, documents and business processes in a useful, productive way by assembling, connecting and configuring the basic building blocks of functionality available to rapidly create business solutions.”
- 5. “Combines data, documents and business processes in a useful, productive way by assembling, connecting and configuring the basic building blocks of functionality available to rapidly create business solutions.”
- 7. Business Users • Lists • Libraries • Pages • Web Parts Power Users • Access Integration • Approvals • InfoPath Forms • Web Parts • Workflows IT Specialists • BCS • Workflows • InfoPath • SharePoint Designer * Jscript, XSL * JQuery
- 8. • OOTB Toolset • User Managed Data Sources Configure • Quick Time to Market / ROI • More Easily Upgraded Compress • Centralized Management • Broad Impact / Usage Commoditize
- 10. My No Code Story The New Network No Code Solution Wrap Up Questions
- 13. My No Code Story The New Network No Code Solution Wrap Up Questions
- 14. Why Who When How What Where Executive Management Sponsorship Major Project Stakeholders Process, Gaps & Handoffs Architecture, Systems & Services Artifacts, Content & Ideas Venues, Locations & Geography Vision ROI Timing Connections Ownership Usage Systems of Engagement Systems of Performance Systems of Record
- 15. Original Business Requirements Need an online form Entered data need to be routed to specific Approvers based on form values Approvers need to complete reviews within a few hours of receipt Approvers may be on or off the corporate network The process coordinator needs a central place to manage the forms and all related communications
- 16. Project Stakeholders Stakeholders Architecture & Engineering Directors Project & Section Managers Business Process Owner Key Leaders
- 17. Participant Title Role Responsibilities Planning Director Project Sponsor Vision & Governance Project Managers Contributors Enter Project Details Business Leaders Reviewers Agree or Disagree w/Comments Communications Coordinator Process Owner Resolve Disagreements Complete Requests Identify Improvements System Workflow Manage Notifications
- 18. Why Who When How What Where Executive Management Sponsorship Major Project Stakeholders Process, Gaps & Handoffs Architecture, Systems & Services Artifacts, Content & Ideas Venues, Locations & Geography Vision ROI Timing Connections Ownership Usage Systems of Engagement Systems of Performance Systems of Record
- 19. Participant Entry Evaluate Finish Clean Up Project Managers [Contributors] Business Leaders [Reviewers] Communications Coordinator [Process Owner] System [Workflow] Enter Requests Review Requests Reply Resolve Conflicts Complete Requests Delete Entries Send Emails Send Emails
- 20. SharePoint Server SP Designer InfoPath Outlook Exchange Workflow Emails Email Routing Capture Request Details Process Details Responses Requests
- 21. Process Function Component Description Enter Requests InfoPath Provides conditional logic (ie; rules), cascading drop down filtering, field auto-complete, section show/hide, data connections to retrieve user profile properties and associated site list content Send Emails Replies by Approvers SPD Designer Workflow Execute manually or when entries are created or updated, format emails via HTML, and retrieve additional information from lists within the site Replies by Approvers Exchange Routing Discussion Board Configure Exchange to route external email to an internal email Configure Discussion Board with an internal email Complete Requests Dashboard Page Add both lists (Requests & Responses) as web part to the page and then connect them using a common key field (ie; ID) Delete Requests List Policy Configure an item content type policy to auto-delete entries based on a specific filter condition
- 22. Why Who When How What Where Executive Management Sponsorship Major Project Stakeholders Process, Gaps & Handoffs Architecture, Systems & Services Artifacts, Content & Ideas Venues, Locations & Geography Vision ROI Timing Connections Ownership Usage Systems of Engagement Systems of Performance Systems of Record
- 23. Original Artifacts Entry Form – Front Entry Form – Back Approval Matrix
- 24. Project Scope: Specific Business Group Reach: World-Wide (200+ locations)
- 25. Requests Responses Requests Project ABC Project 123 Project A-1 Project B2-AB Project … Project … Responses Project 123 Agree J. Black Agree B. Jones Agree C. Harley Agree D. Epson Archive Process Owner Project Mgrs Approvers
- 29. Configure Settings Set Common Key
- 30. Configure Settings Set Common Key Define Email Format
- 31. Configure Settings Set Common Key Define Email Format Set Email Text
- 32. Configure Settings Set Common Key Define Email Format Set Email Text Send Emails
- 37. Resource: Parsing E-mail Body
- 40. Configure Settings Set Common Key Define Email Format Set Email Text Send Emails Close Out Approved Requests
- 42. My No Code Story The New Network No Code Solution Wrap Up Questions
- 43. Requests Responses Requests Project ABC Project 123 Project A-1 Project B2-AB Project … Project … Responses Project 123 Agree J. Black Agree B. Jones Agree C. Harley Agree D. Epson Archive Process Owner Project Mgrs Approvers
- 44. My No Code Story The New Network No Code Solution Wrap Up Questions
- 45. Project Manager Responsibilities Now Focused Solely On Entry of Project Details Process Owner Empowered Manage Approver Relationships Manage InfoPath Form Updates Central Place For Managing Requests & Responses Approvals Notifications Across Platforms & Devices Responses Connected With Requests
- 48. 2nd Business Group Needed Similar Solution Configured by Power User
- 49. Blog ………. kerdirks.wordpress.com Twitter …… @kerdirks Personal … kerdirks@yahoo.com LinkedIn … linkedin.com/in/kerdirks
- 50. Policy and Retention in SPS 2010 InfoPath List vs. Library Features & Best Practices Free Download: SharePoint Designer 2010 * Learn More No Code Solution Examples SharePoint Mobile Strategy and Design [Joel Oleson]
- 51. Need Help: INFOPATHdev * Hilary Stoupa TechNet Forum – SharePoint InfoPath 2010 Topics MSDN – SharePoint InfoPath 2010 Topics NothingButSharePoint.com InfoPath 2010 Topics InfoPath.WordPress.com InfoPath 2010 Topics
Editor's Notes
- Title: Reaching New Limits Without Code We will talk about the SharePoint journey and the behind the scenes framework for intranet request solution using InfoPath, SharePoint Designer Workflow I want to thank each of you for attending today. I have two (2) main objectives for this presentation encourage you to broaden your perspective of SharePoint and how & where it fits into your corporate ecosystem AND encourage you to build creative and innovative solutions on the SharePoint platform that thrill your clients
- This is a general definition of a no code solution. There are a few key words that deserve highlighting.
- The no-code solution life cycle looks very similar to the traditional software development life cycle (SDLC) The major differences reside in the boxes Design and Develop Deploy and Maintain
- I architected the Project Approval Solution about 8 months ago at HDR; I’m here talking to you about it today, because I am still using the framework and concepts in similar solutions I am architecting for a client just this week. It began with a successful SharePoint project for the Engineering group that spread to others; maybe over lunch, that then led to me receiving a phone call. Hey … I heard about the last SP project and was wondering if you could assist with our SharePoint project. We talked and then scheduled a mtg for a later date that included the Project Sponsor. I had been at HDR
- Use more of what you already own.
- Before we get going; a few demographics from the last 30 years of my career
- Last thing before I jump into my SharePoint story … Proper perspective means everything We need a regular reminder of a few of our core values … it’s about the business … we help the business accomplish their goals better, faster and cheaper, etc. … we work for them
- #1 To accomplish anything, requires intentional planning. Nothing happens by accident. #2 Always be looking to improve. Be available to innovate.
- Reality Check … ok; enough with the motivational
- We will take a fresh look at the SP Journey dive into the main part of this presentation followed by Closing Thoughts and Questions
- A journey begins with a single step … I just love this quote. A journey requires action; an intentional set of steps to accomplish something; anything. Let’s review the SharePoint Journey …
- Most of us have been on this journey for quite awhile. This is a quick review but an ever evolving life cycle of learning and building I call this slide the Basics or the ABC chart Whether you are a Business/Power User or in Information Technology as a Specialist, Manager or Director OR Whether you are just starting out on this SP journey, OR have been on this SP train for a number of years … this slide has something for everyone [explain the various sections]
- It requires your story and my story to make it real. In the Marketing world, it is said that a great sales person can sell anything. BUT, it is more difficult to ‘sell’ a product or platform if you don’t understand what it is you’re selling if you don’t understand what problems it solves or opportunities it provides if you don’t believe 3 Big Ideas Relative To Your Story Internalize your understanding Personalize your story Impact your life, others and your business The great thing about our stories is that they are real no one can say they never happened no one can take them away from you they are tangible and real They are your stories …
- The framework is something I came up with a few years back. It contains the basic components we all learned back in elementary school. (5) W’s and (1) H It’s a combination of some of the aspects of project management and enterprise/business analysis. Working from left to right for a project to be successful, we need engagement from Exec’s and Major Stakeholders * include those with skin in the game; their job and career depends upon the success of the project I equate this section to an engine … expanding upon the vehicle analogy, the Systems of Record is where the rubber meets the road * where is the content and owns it
- From an Executive Management perspective, there were 3 big deliverables Project Quality … reduce overall risk by being more prepared Compliance … submit to higher authority to expand your footholds in business sectors Mobility … connect to approvers 24 x 7 across the globe We had 3-4 months to deliver; but, the sooner the better
- This project had top-level support which is key with any project. The directive came from the top. One of the Engr. Directors was the main project sponsor. The Project & Section Managers would play a key role in the entry of the requests. The Process Owner would oversee and manage the entire process from start to finish. Other key leaders would be informed &/or involved on an as needed basis. In this particular project there were ROI numbers published. So, the big picture here is include the proper business personnel engage them from top to bottom
- As we zero in on the major requirements or deliverables of this project, we see we need a request form we need to route the request for approval anywhere in the world we need to centralize management of the entire process for the process owner as this area already has an existing SharePoint site that key audiences use on a regular basic, we need to incorporate this new process into that site
- The key R & R’s related to this … simply review the Title, Role and related Responsibilities During the majority of this project, my conversations were with the Project Sponsor and Process Owner. They handled all other communications with the other key entities as they saw fit.
- Now, let’s focus on the performance related quadrants; the combustion engine sort of speak.
- Once the request is entered, the request details need to be routed to the Reviewers who may be anywhere in the world. Each Reviewer will need to reply with agree or disagree Each reply will be matched to the original request
- Focus: Right Quadrants
- Visual of Who is involved (along the left) What part of the process (along the top) Simplistic view of the connections and deliverables within the process
- Highlight Each Process Function The 2010 component used for each function; and, A more detailed description of the component configurations and deliverables I will step thru the details of each component later in this presentation.
- Highlight the 2010 components used in the solution
- InfoPath was one of the SharePoint tools used in this solution. - It provides the familiar form entry experience with fields and drop downs
- InfoPath also provides the conditional feature of hiding or showing sections based on field values and selections. In this case, there were multiple ‘Evaluate Project’ sections based on the Region & Business Class section values. When all required and optional fields have been completed, two things occurred the Approvers involved with the request were displayed; and, The ‘Submit Evaluation’ button was enabled
- There were approximately 6 conditions related to email notifications - These were defined up front in the workflow
- Example: Agree email
- Example: Disagree email
- With the help of Exchange and the Exchange Team Admin, incoming email can be easily redirected From a ‘.com’ email address To an internal collaboration email address
- Standard column definitions for an email enabled discussion board. The most important column in this slide is the ‘Body’. The Discussion Board is the only list that provides for the capture of the email body; without it, this process would not work.
- Standard configurations for an email enabled discussion board
- By default, workflow is not enabled to run; it must be intentionally configured !
- The Common Key we set in the workflow earlier provides us with the ability to use the web part connection feature We can select a Request Entry; and, The connected web part will display the related Approver Responses
- Highlight the big picture …
- As change is inevitable … empower the user
- Listen – get into the heads of the stakeholders; feel their pain; understand what works and what doesn’t Facilitate – peel back the onion by asking open & closed questions; get the facts Innovative – SP provides the lego blocks, we need to architect the solution Bake – users need something tangible that they can see, smell, taste, touch, kick, etc * provide visuals in a context that is relevant to them (their words, their data, their icons) Iterative – user experience design requires agile thinking as well as agile doing Engage – user adoption starts at the beginning of a project; the more key engaged stakeholders the better Surprises – document and test every scenario; multiple times by multiple stakeholders Success – real people, real scenarios, real results
- Listen – get into the heads of the stakeholders; feel their pain; understand what works and what doesn’t Facilitate – peel back the onion by asking open & closed questions; get the facts Bake – users need something tangible that they can see, smell, taste, touch, kick, etc Iterative – user experience design requires agile thinking as well as agile doing Engage – user adoption starts at the beginning of a project; the more key stakeholders the better Surprises – document and test every scenario; multiple times by multiple stakeholders
- Listen – get into the heads of the stakeholders; feel their pain; understand what works and what doesn’t Facilitate – peel back the onion by asking open & closed questions; get the facts Bake – users need something tangible that they can see, smell, taste, touch, kick, etc Iterative – user experience design requires agile thinking as well as agile doing Engage – user adoption starts at the beginning of a project; the more key stakeholders the better Surprises – document and test every scenario; multiple times by multiple stakeholders