meeting #124 welcome to the minnesota sharepoint user group april 8 th, 2015 mnspug user case...
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Meeting #124http://sharepointmn.com
Welcome to the Minnesota SharePoint
User Group
April 8th, 2015
MNSPUG User Case Studies
Mary Houle, Antje Lewald, Barb Richison, and Edith Young
Donald Donais
Meeting #124http://sharepointmn.com
Agenda
• MNSPUG Information
• Edith Young – The Three R’s – Recorder, Registrar and Requisition
Form
• Mary Houle – Map Element in HTML to Enhance User Experience
• BREAK
• Barb Richison – Speeding Up the Staffing Process with Nintex
Workflow
• Antje Lewald & JoAnne Plein – Evolution of a Team Site
Meeting #124http://sharepointmn.com
User Group Goal / Objectives
Develop and support a local community focused on Microsoft SharePoint Technologies
• Educate user group members about SharePoint Technologies• Transfer knowledge within the community• Communicate best practices• Introduce new products / solutions
Meeting #124http://sharepointmn.com
MNSPUG Sponsors
Wrox Press (www.wrox.com)
O’Reilly (www.oreilly.com)
Dedicated Sponsors
Avtex (www.avtex.com)
Microsoft (www.microsoft.com)
Annual Sponsor
Currently Looking for Sponsorships!
Sponsorships Levels:• Gold Sponsorship -
$500• Silver Sponsorship -
$250
SharePoint User Group Support
Meeting #124http://sharepointmn.com
MN SharePoint Users Group Website
• SharePoint Resource Documents• SharePoint Resource links• RSS Feeds • Meeting Schedule• Past User Group Presentations• Past User Group Recordings• Sponsorship Information
• http://sharepointmn.com• Email: sharepoint@sharepointmn.com
Meeting #124http://sharepointmn.com
Social Networking
• Linked In group – The most interactive… includes job postings… Post Job Posting on the Jobs Discussion page
http://www.linkedin.com/groups?gid=1878792
• Twitter tags - @MNSPUG and #MNSPUG
• Yammer – Minnesota SharePoint Users Group https://www.yammer.com/mnspug/
Meeting #124http://sharepointmn.com
Upcoming Schedule
• Next Meeting May 13th, 2015 – Microsoft Ignite Conference Recap Microsoft Technology Center, Edina, MN Check www.SharePointMN.com for updates!
• Ongoing Schedule 2nd Wednesday of every month 9:00 to 11:30 am Microsoft Technical Center – Edina
Are You Going to Ignite!• Going to MS Ignite Conference
• Want to speak in May
Email: ddonais@avtex.com
Meeting #124http://sharepointmn.com
Local and Online EventsSPChat through SharePoint Community – Online http://sharepoint-community.net/ April 13th – Modern Approaches for SharePoint Provisioning (Marat Bakirov)April 30th – Power BI (Marwan Tarek)
MN Women in SharePoint – April 21st, Check Yammer Site for More Detailshttps://www.yammer.com/minnesotawomeninsharepoint/
TechFuse Conference – April 21st, 2015 in Minneapolishttp://www.techfusemn.com/Event/TechFuse/Default.aspx
SharePint – April 29th , 2015 930 p.m.http://www.meetup.com/Minnesota-SharePoint-SharePint/events/ 221500045/
Beyond the Cloud: Driving Office 365 Adoption – April 29st, 2015 Microsoft Technology Centerhttps://beyondthecloud.eventbrite.com/ Preconference Survey: http://bit.ly/cloudsurveymsp
Microsoft Ignite Conference – May 4th – 8th 2015 in Chicago, Illinoishttp://ignite.microsoft.com/
Dev Intersection Conference – May 18-21 in Scottsdale AZ http://devintersection.com/
SharePoint Saturday Twin Cities – Oct 24th at Normandale Community College, Bloomington, MNhttp://spstc.com
Anything Else?
Dev Intersection Conference• $50 Off Discount Code
• Use Promo Code: MNSPUG
Meeting #124http://sharepointmn.com
Edith Young• SharePoint Solutions Lead – Real Property
Group @ Hennepin County• Family: Married to Todd; 2 cats, 2 grown kids
(both 27/boy & girl)• Twitter: @edith_young• LinkedIn:
http://www.linkedin.com/in/edithyoung/• Email: edith.young@Hennepin.us• Animal Welfare Activist/Boater/Travel
Enthusiast: When I am not working!
Introductions
Meeting #124http://sharepointmn.com
Mary Houle• Portal Analyst/Developer & CRM Admin• Photographer & Traveler• @mhoule2k11• Blog Site
Introductions
Meeting #124http://sharepointmn.com
Barb Richison• HR Manager for Carousel Motor Group• LinkedIn - www.linkedin.com/in/brichison• brichison@carouselmotor.com
Introductions
Meeting #124http://sharepointmn.com
Antje Lewald• Site Collection Admin by Day – Ski Instructor by
Night• @AntjeLewald• Antje.Lewald@ideas.com• www.sharepointdaytoday.com
JoAnne Plein• Database Marketing Analyst• Pro behind the Camera• JoAnne.Plein@ideas.com• www.ideas.com
Introductions
Meeting #124http://sharepointmn.com
About Hennepin County
MissionThe mission of Hennepin County is to enhance the health, safety and quality of life of our residents and communities in a respectful, efficient and fiscally responsible way.
VisionWe envision a future where residents are healthy and successful and where our communities are safe and vibrant. We will strive to meet and exceed expectations by engaging people and communities in developing innovative solutions to challenges. We will be a diverse, learning organization. We will partner with others to enhance the quality of life in Hennepin County and the region.
Meeting #124http://sharepointmn.com
“The Three R’s – Recorder, Registrar and Requisition Form (aka The Cube)” Proof of Concept (POC)
Meeting #124http://sharepointmn.com
What was the Business need?
To resolve the current manual intake tracking process for errors found on Torrens Certificates and Abstracts.
Meeting #124http://sharepointmn.com
What were my solution options?
• InfoPathOR• Content Types & Site Columns
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Content Types Site Columns
What option did I choose to implement and Why?
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How did I implement the solution?
1. Site Content Types2. Site Columns3. Add site columns to site content types4. Created notification workflows based off of status
Meeting #124http://sharepointmn.com
Demo Slide
• https://dept.hennepin.us/tsd/cr/Lists/CubeForm/AllItems.aspx
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Resources Slide
• Hennepin County Mission and Vision http://
www.hennepin.us/your-government/overview/mission-vision-goals
• Recorder’s Office ‘Cube Form’ https://dept.hennepin.us/tsd/cr/Lists/CubeForm/AllItems.aspx
Meeting #124http://sharepointmn.com
Creating an Interactive Visual Tool
• Business Problem: Company is part of a cooperative of firms across the state Need an interactive directory of firms by location
• Solution State map in JPG format Photoshop Elements (or other image editing tool) HTML “map” and “area” elements JavaScript “on click” function
Meeting #124http://sharepointmn.com
Steps Taken
• Create/customize the JPG file• Locate coordinates
• Create “Main” Page and “CityName” Pages• Content Editor web parts• Reference HTML files
• Create “CityName” HTML content• Allows for content formatting vs. web part HTML
• Create the “master” HTML file• References JPG file & Coordinates• References individual “CityName” pages
Meeting #124http://sharepointmn.com
“Code” Snippets<img src="http://portal.firm.com/Coop/Images/CoopMap.jpg" border="0" usemap="#CoopMap" alt="Coop
Map" />
<map name="CoopMap">
<area shape="rect" coords="567,328,649,345" href="http://portal.firm.com/Coop/ /Pages/Duluth.aspx" alt="Duluth Area Firms" onclick="parent.location='http://portal.firm.com/Coop/Pages/Duluth.aspx' " />
<area shape="rect" coords="511,387,594,406" href="http://portal.firm.com/Coop/Pages/StCloud.aspx" alt="St. Cloud Area Firms" onclick="parent.location='http://portal.firm.com/Coop/Pages/StCloud.aspx' " />
Meeting #124http://sharepointmn.com
Implementation of the Glovebox Glovebox Implementation Timeline
• 6/2013 discussions begin• 8/2014 rolled out company-wide
Basic functionality (out of the box)• Home Page• Employee Portal, Manager Toolbox• Limited collaboration; no social networking
Nintex Workflow• Submit, route and approve job requisitions• Post job openings• Submit, route and approve internal applications
Meeting #124http://sharepointmn.com
Workflow Goals
• Easy, Easy, Easy & improved compliance Accomplished with controls/rules lists
• CMG processing requirements• legal recordkeeping
• Improved visibility into the process
Meeting #124http://sharepointmn.com
Easy, Easy, Easy – Controls / Rules Lists
• Dealership List – identifies union status, business unit, GM and HR approvers
• Department List – provides department descriptions
• Job Title List – matches the job titles to department; outputs the job descriptions
• Pay Status List – provides the valid pay status (FT / PT)
• Department Mashup List – ties it all together
matches the department, dealership and pay status; outputs the hiring managers and their next-level approval manager, if any
Meeting #124http://sharepointmn.com
Job Requisition – Old Process
• Paper Intensive• Inefficient routing/approval process• Manual processing issues:
Lost forms Incomplete forms Missing approvals Delayed approvals (approver out-of-office) Manual steps to post and retain documents Increased risk of non-compliance
Meeting #124http://sharepointmn.com
Job Requisition – New Process
• Resides in the Manager Toolbox• InfoPath form and Nintex workflow; dynamic drop down values• Email notifications to obtain electronic approvals
Variable routing path based on requisition type (new vs. replacement; premium division vs. mainstream division)
• Email notifications to prompt task completion• Form and workflow dependencies/variances obtained from control
lists Job Title list (department and provides job description elements) Dealership List (controls routing for Division and GM and HR levels) Department List/Department Mashup List (controls supervisor approval &
more) Pay Status (provides values for FT / PT position type)
Meeting #124http://sharepointmn.com
Job Requisition – New Process
• All steps in the process MUST be completed before the job can be posted Workflow marked Complete
• Current status of requisition visible to all• Requisition remains active on Manager toolbox until position is
closed• Requisition is manually moved into archive file when position is
closed
Meeting #124http://sharepointmn.com
FORM CONTINUES
Meeting #124http://sharepointmn.com
Job Posting – Old Process
• Paper Intensive• Inefficient Process
1st step is to type up a posting Email to distribute to each location Someone has to print and post the job Someone has to diary for 15 days Email to remove posting Hit ‘n miss if the posting is removed Limited flexibility to post for something other than 15 days
• Requirements for union CBA sometimes not met
Meeting #124http://sharepointmn.com
Job Posting – New Process
• ALL manual steps were removed • InfoPath form and Nintex workflow• Resides in the Manager Toolbox, but also displays on the Employee
Portal• Integrated with the Requisition
Once requisition is approved, the position can post Two step process (post it; remove it)
• Flexibility as to how long it’s posted• Tasks to remind to do external posting process• Job Posting is manually moved into archive file when position is
closed• All locations/employees see the same things at the same time
Meeting #124http://sharepointmn.com
Internal Posting – Old Process
• Paper Process• Manual Routing for approvals• 50/50 Chance it’s done or gets to HR
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Internal Posting – New Process
• Online Form – can complete after reviewing the Post• InfoPath form and Nintex workflow; dynamic drop down values• Resides in the Manager toolbox; accessed in the employee portal
for completion• Workflow notification to manager to approve• Workflow notification to HR to approve• Workflow task reminders to update tracking database• Visible only to managers after completion• Online tracking of application status and retention
Meeting #124http://sharepointmn.com
FORM CONTINUES
Meeting #124http://sharepointmn.com
Wrap Up
• Glovebox was developed primarily with out of the box tools and Nintex Workflows
• Dramatic improvement in the efficiency of the requisition process• Removed ALL manual steps in the internal posting process• Improved the compliance in the internal application process
• Next steps: Building out a Training site Building out an Orientation site More team and project collaboration sites
Meeting #124http://sharepointmn.com
About IDeaS
• Revenue Management Software, Services, and Consulting• Serving the Hospitality Industry for over 20 years• 350 global users & part of SAS with 10,000+ global users
About the SFDC Steering Committee
• Group of cross-functional leaders• Accountable for ROI on enhancements• Owners of the Strategic Roadmap
Meeting #124http://sharepointmn.com
Initial Challenges
Limited amount of time to plan
New SP Site Owners / New to SP
Vision had yet to be defined
Meeting #124http://sharepointmn.com
Immediate Needs
• Collaboration among theSFDC Steering Committee (SFDC SC)
• Communication to the Organization
• Engagement of all SFDC users
Meeting #124http://sharepointmn.com
First Steps in SharePoint
• Creation of “internal” SFDC SC site Document Library – no columns Links List – no columns Home Page with 2 web parts
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Communication to the Organization
• Vision & Rhythm of Steering Committee
• Members
• Committee Structure
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Communication in SP
• Creation of Public SFDC Site Welcome / Intro Please Engage
Meeting #124http://sharepointmn.com
Communication in SP
• About Page IDeaS Needs / Our Response / Our Expectations SFDC SC Structure
Meeting #124http://sharepointmn.com
Engage SFDC Users – Submitting a Business Case
• Challenges: Draft Template Saved on Internal (secured) site
• Decisions: Finalize Template Use SP vs. email for submission Provide detailed instructions Update Home Page to engage users
Meeting #124http://sharepointmn.com
Engage SFDC Users – in SP
• Solution: Business Case Content Type
with attached template
Instructions “how to create / submit a business case”
Updated Home Page with links to submit a case
Meeting #124http://sharepointmn.com
Adjustments along the way
• Metadata (part of the Content Type): Author Collaborators Case Status
• Library Views: Case Summary – by Status Submitted to SDFC SC – in Review
Keeping the Audiencein Mind!
Meeting #124http://sharepointmn.com
Communicate Roadmap
• Challenges: Business Case Library in place, but no Case Roadmap list Some business cases were tracked prior to creation of Content
Type Tracked in Excel Spreadsheet No visibility
• Decisions: Import Excel Spreadsheet into SP and add task for cases
submitted in SP Display Time Line with 2015 approved cases Color-code time line (added stoplight later)
Meeting #124http://sharepointmn.com
Communicate Roadmap in SP
• Color coded the timeline tasks
• Added timeline to home page
• Created New Roadmap page with legend and stoplight
Meeting #124http://sharepointmn.com
OOTB Functionality Utilized
• Library & Metadata & Views• Content Type with attached Template• Alert on Business Case Library when case is submitted• Import Spreadsheet App• Task List with / without Time Line• Timeline Web Part (Content Rollup)• Wiki Pages (About Page, Case Roadmap with Legend)• Wiki Page Editing (Home Page with Table)
Meeting #124http://sharepointmn.com
And the Evolution continues…
• Upcoming Needs: More fine-tuning of internal site - Project Breakout Display 2016 Roadmap Display status of cases
• Plan: More columns or separate library New 2016 page Pivot Charts with Excel Web Access Web Part (Business Data)
Meeting #124http://sharepointmn.com
Last But Not Least
• Please Fill Out Evaluations• Drawings for Giveaways• Online Participants Eval
http://1drv.ms/1v2Ou8k
• Today’s Presenters:• Edith Young• Mary Houle• Barb Richison• Antje Lewald & JoAnne Plein
Thanks for coming!
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