SharePoint and the Story of the Mutant Frog
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How we used out-of-the-box techniques to brainstorm and build an employee rewards and recognition system in days rather than weeks or months. This was presented live in Redmond Washington with Sandra Mahan as part of the SharePoint Saturday Redmond event on October 29th, 2016.
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SharePoint and the Story of the Mutant Frog
- 1. SharePoint Saturday Redmond October 29th, 2016October 29th, 2016SharePoint Saturday Redmond SHAREPOINT AND THE STORY OF THE MUTANT FROG Narrated By: Sandra Mahan and Tom Duff
- 2. SharePoint Saturday Redmond October 29th, 2016SharePoint Saturday Redmond October 29th, 2016 The Story Tellers
- 3. SharePoint Saturday Redmond October 29th, 2016SharePoint Saturday Redmond October 29th, 2016 Princess Sandra Mahan • Unified Communication Manager, PHR • Chubbuck, Idaho, U.S. • 20+ years experience in Human Resources • Former Business Analyst • Power User who enjoys sharing information with others • Speaker at SharePoint Saturdays, Evolutions, SharePoint Live! 360
- 4. SharePoint Saturday Redmond October 29th, 2016SharePoint Saturday Redmond October 29th, 2016 Prince Tom Duff • SharePoint Support/Developer • Portland, Oregon, U.S. • 35+ years in IT, 20+ working with collaboration software • Co-author of two books (in a former technical life with IBM/Lotus) • Specializing in Out-Of-The-Box solutions for business areas • Speaker at virtual conferences, SharePoint User Groups, SharePoint Saturdays
- 5. SharePoint Saturday Redmond October 29th, 2016SharePoint Saturday Redmond October 29th, 2016 Once upon a time… • The Wish • Brainstorming • How We Built It • The Moral of the Story
- 6. SharePoint Saturday Redmond October 29th, 2016SharePoint Saturday Redmond October 29th, 2016 The Wish • Peer recognition program that incentivize employees to participate • Must be easy to use, low cost and easy to maintain • Employees can recognize any other employee throughout the company as many times as they like • Automated email notifications • Employees can see who they recognized and who recognized them • Managers can see who and what was recognized
- 7. SharePoint Saturday Redmond October 29th, 2016SharePoint Saturday Redmond October 29th, 2016 Brainstorming Time • What shall we call it? • Let’s make it pretty (https://pixabay.com/) • Oh no, our frog only has 4 toes (SnagIt)
- 8. SharePoint Saturday Redmond October 29th, 2016SharePoint Saturday Redmond October 29th, 2016 The Concept Take Five to Give Five Take 5 minutes to give 5 points to a fellow co-worker and recognize their outstanding work. You also receive 1 point for recognizing someone.
- 9. SharePoint Saturday Redmond October 29th, 2016SharePoint Saturday Redmond October 29th, 2016 Time to Get to Work • Let’s build the site • Create a Picture Library to store our artwork • Build a custom list to store the High Five recognitions • Build a second custom list to store the drawing entries • Build a dashboard page to summarize information
- 10. SharePoint Saturday Redmond October 29th, 2016SharePoint Saturday Redmond October 29th, 2016 List Settings: Advanced Settings • Item-level Permissions • Attachments - Disabled
- 11. SharePoint Saturday Redmond October 29th, 2016SharePoint Saturday Redmond October 29th, 2016 Creating the Custom List Create columns: • Recipient (Field Type: Person or Group) • Recognition (Field Type: Multiple lines of text, Rich text for spell check purposes)
- 12. SharePoint Saturday Redmond October 29th, 2016SharePoint Saturday Redmond October 29th, 2016 Customize the Form • Used InfoPath to customize form • Colors • Logo • Submit button
- 13. SharePoint Saturday Redmond October 29th, 2016SharePoint Saturday Redmond October 29th, 2016 Additional Form Fields • Submitter • Date Submitted • Year, Quarter, Month • Recipient and Submitter: • First Name, Last Name, Division, SubDivision, SubSubDivision, Supervisor Level 1, 2, and 3 • High Five Recognition Board • Character count
- 14. SharePoint Saturday Redmond October 29th, 2016SharePoint Saturday Redmond October 29th, 2016 Form Rules • 350 character limit for recognition and character count • You can’t “High Five” yourself • Submit display message
- 15. SharePoint Saturday Redmond October 29th, 2016SharePoint Saturday Redmond October 29th, 2016 Character Count
- 16. SharePoint Saturday Redmond October 29th, 2016SharePoint Saturday Redmond October 29th, 2016 Can’t High Five Yourself
- 17. SharePoint Saturday Redmond October 29th, 2016SharePoint Saturday Redmond October 29th, 2016 Submit Message
- 18. SharePoint Saturday Redmond October 29th, 2016SharePoint Saturday Redmond October 29th, 2016 Duplicate Recognition
- 19. SharePoint Saturday Redmond October 29th, 2016SharePoint Saturday Redmond October 29th, 2016 High Five Drawing List • Create a secondary list for drawing entries
- 20. SharePoint Saturday Redmond October 29th, 2016SharePoint Saturday Redmond October 29th, 2016 Initial Processing Workflow • Update the demographic fields • Update High Five Recognition Board field • Set the supervisory fields • Create the High Five Drawing Entries • Send out an email
- 21. SharePoint Saturday Redmond October 29th, 2016SharePoint Saturday Redmond October 29th, 2016 Creating The List Items
- 22. SharePoint Saturday Redmond October 29th, 2016SharePoint Saturday Redmond October 29th, 2016 Creating the High Five List Item
- 23. SharePoint Saturday Redmond October 29th, 2016SharePoint Saturday Redmond October 29th, 2016 The Email Generation Step
- 24. SharePoint Saturday Redmond October 29th, 2016SharePoint Saturday Redmond October 29th, 2016 The Result
- 25. SharePoint Saturday Redmond October 29th, 2016SharePoint Saturday Redmond October 29th, 2016 Creating a Duplicate High Five
- 26. SharePoint Saturday Redmond October 29th, 2016SharePoint Saturday Redmond October 29th, 2016 Getting the Icon in the Ribbon Bar
- 27. SharePoint Saturday Redmond October 29th, 2016SharePoint Saturday Redmond October 29th, 2016 Duplicate Recognition Workflow
- 28. SharePoint Saturday Redmond October 29th, 2016SharePoint Saturday Redmond October 29th, 2016 Deleting a High Five • Used to prevent people from deleting High Fives but still getting drawing entries for giving or receiving • PowerShell script • Create hash table of High Five list IDs • Read each drawing entry and check to see if High Five list ID is in the table • If not, delete the drawing entry
- 29. SharePoint Saturday Redmond October 29th, 2016SharePoint Saturday Redmond October 29th, 2016 Monthly Drawings • Export to Excel • Filter list to current month • Random Number Generator https://www.random.org/integers/
- 30. SharePoint Saturday Redmond October 29th, 2016SharePoint Saturday Redmond October 29th, 2016 Home Page
- 31. SharePoint Saturday Redmond October 29th, 2016SharePoint Saturday Redmond October 29th, 2016 Home Page • InfoPath webpart for submission • High Five list with Recognition Board field (no toolbar) • Content Editor Webpart to remove column headers <style> TR.ms-viewheadertr {DISPLAY: none}</style>
- 32. SharePoint Saturday Redmond October 29th, 2016SharePoint Saturday Redmond October 29th, 2016 High Five Dashboard • 3 Filtered List Web Parts
- 33. SharePoint Saturday Redmond October 29th, 2016SharePoint Saturday Redmond October 29th, 2016 Reports
- 34. SharePoint Saturday Redmond October 29th, 2016SharePoint Saturday Redmond October 29th, 2016 Information Management Policy Settings Purge Drawing Entries 4 months after created date Purge High Fives 13 months after created date
- 35. SharePoint Saturday Redmond October 29th, 2016SharePoint Saturday Redmond October 29th, 2016 The Moral of the Story • It doesn’t have to be hard • It doesn’t have to be dull and boring • It can be done out-of-the-box • Have fun
- 36. SharePoint Saturday Redmond October 29th, 2016SharePoint Saturday Redmond October 29th, 2016 And they all lived happily ever after
- 37. SharePoint Saturday Redmond October 29th, 2016SharePoint Saturday Redmond October 29th, 2016 Thank you for attending Tom Duff • Twitter: @duffbert • Email: duffbert@gmail.com • SlideShare: www.slideshare.net/duffbert • Blog: www.sharepointduffbert.com Sandra Mahan • Twitter: @smahan14 • Email: smahan14@gmail.com • SlideShare: www.slideshare.net/sharepointsandra
Editor's Notes
- Tom Duff Sandra Mahan
- The wish – what prompted this and caused this to all come about it How we brainstormed and how it led to something in 30 minutes Cover the various parts of how we built it using out-of-the-box SharePoint pieces to make it happen Wrap up with the moral of the story
- How we brainstorm. Ooh, ah moment Called each other on Monday at 4:00pm, end of the call 30 minutes later, we had the theme, the process and everything mapped out. Demoed to the users the next day. If we had gone through the normal processes, back to committee to discuss, back and forth, weeks to get approval. Forgiveness was better permission. Management supports us. Can quickly build up proof of concept and tear down if it doesn’t meet the needs. Allow users to visualize what we’re thinking.
- http://spark.regence.com/sites/High5Demo/SitePages/Home.aspx
- Item level permissions – read all items, create and edit items that were created by the user Attachments are not needed.
- Started with the basic fields needed. Start demo
- http://spark.regence.com/sites/High5Demo/Lists/High%20Five/AllItems.aspx
- You can’t High Five yourself…..that would be a clap.
- Create a field called Character Count Create a button called “Check character count” Remove borders from both Set a rule on the Recognition field to limit to 350 characters. Set a rule on the button to populate the Character Count field.
- Show the form and purpose
- Initial brainstorming, one of the things we had before was a package called Snowfly, play games to get up to $40. Same financial recognition on top of getting the culture to say thank you.
- SSRS Reporting but not required for the day-to-day usage of the site.