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 Portland Oregon with Sandra Mahan as part of the SharePointlandia event on March 3rd, 2018.

1. SharePoint Saturday Redmond October 29th, 2016March 3rd
, 2018
SHAREPOINT AND THE
STORY OF THE MUTANT FROG
Narrated By:
Sandra Mahan and Tom Duff

2. SharePoint Saturday Redmond October 29th, 2016SharePointlandia March 3rd, 2018
The Story Tellers

3. SharePoint Saturday Redmond October 29th, 2016SharePointlandia March 3rd, 2018
Princess Sandra Mahan
• Unified Communication Manager, PHR
• Portland, Oregon, 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, 2016SharePointlandia March 3rd, 2018
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, 2016SharePointlandia March 3rd, 2018
Once upon a time…
• The Wish
• Brainstorming
• How We Built It
• The Moral of the Story

6. SharePoint Saturday Redmond October 29th, 2016SharePointlandia March 3rd, 2018
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, 2016SharePointlandia March 3rd, 2018
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, 2016SharePointlandia March 3rd, 2018
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, 2016SharePointlandia March 3rd, 2018
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, 2016SharePointlandia March 3rd, 2018
List Settings:
Advanced Settings
• Item-level Permissions
• Attachments - Disabled

11. SharePoint Saturday Redmond October 29th, 2016SharePointlandia March 3rd, 2018
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, 2016SharePointlandia March 3rd, 2018
Customize the Form
• Used InfoPath to customize form
• Colors
• Logo
• Submit button

13. SharePoint Saturday Redmond October 29th, 2016SharePointlandia March 3rd, 2018
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, 2016SharePointlandia March 3rd, 2018
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, 2016SharePointlandia March 3rd, 2018
Character Count

16. SharePoint Saturday Redmond October 29th, 2016SharePointlandia March 3rd, 2018
Can’t High Five Yourself

17. SharePoint Saturday Redmond October 29th, 2016SharePointlandia March 3rd, 2018
Submit Message

18. SharePoint Saturday Redmond October 29th, 2016SharePointlandia March 3rd, 2018
Duplicate Recognition

19. SharePoint Saturday Redmond October 29th, 2016SharePointlandia March 3rd, 2018
High Five Drawing List
• Create a secondary list
for drawing entries

20. SharePoint Saturday Redmond October 29th, 2016SharePointlandia March 3rd, 2018
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, 2016SharePointlandia March 3rd, 2018
Creating The List Items

22. SharePoint Saturday Redmond October 29th, 2016SharePointlandia March 3rd, 2018
Creating the High Five List Item

23. SharePoint Saturday Redmond October 29th, 2016SharePointlandia March 3rd, 2018
The Email Generation Step

24. SharePoint Saturday Redmond October 29th, 2016SharePointlandia March 3rd, 2018
The Result

25. SharePoint Saturday Redmond October 29th, 2016SharePointlandia March 3rd, 2018
Creating a Duplicate High Five

26. SharePoint Saturday Redmond October 29th, 2016SharePointlandia March 3rd, 2018
Getting the Icon in the Ribbon Bar

27. SharePoint Saturday Redmond October 29th, 2016SharePointlandia March 3rd, 2018
Duplicate Recognition Workflow

28. SharePoint Saturday Redmond October 29th, 2016SharePointlandia March 3rd, 2018
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, 2016SharePointlandia March 3rd, 2018
Monthly Drawings
• Export to Excel
• Filter list to current month
• Random Number Generator
https://www.random.org/integers/

30. SharePoint Saturday Redmond October 29th, 2016SharePointlandia March 3rd, 2018
Home Page

31. SharePoint Saturday Redmond October 29th, 2016SharePointlandia March 3rd, 2018
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, 2016SharePointlandia March 3rd, 2018
High Five Dashboard
• 3 Filtered List Web Parts

33. SharePoint Saturday Redmond October 29th, 2016SharePointlandia March 3rd, 2018
Reports

34. SharePoint Saturday Redmond October 29th, 2016SharePointlandia March 3rd, 2018
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, 2016SharePointlandia March 3rd, 2018
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, 2016SharePointlandia March 3rd, 2018
And they all lived
happily ever after

37. SharePoint Saturday Redmond October 29th, 2016SharePointlandia March 3rd, 2018
Thank you for attending
Tom Duff
• Twitter: @duffbert
• Email: duffbert@gmail.com
• SlideShare: www.slideshare.net/duffbert
• Blog - One Minute Office Magic:
https://oneminuteofficemagic.com/
Sandra Mahan
• Twitter: @smahan14
• Email: smahan14@gmail.com
• SlideShare:
www.slideshare.net/sharepointsandra