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Building a SharePoint Forms Platform:Real World Considerations and Lessons
Martin HarrisOBS
Perth based Principal Consultant with
Microsoft Collaboration Platform V-TSP
http://SharePointRepairJoint.blogspot.com.au
Martin Harris
Agenda Business Problems and Drivers
System Architecture and Design
Development
Demonstration
Outcomes and Lessons
Next Steps
WA Government Department, ~1600 users
Existing eForms solution (3 Form Types)End of LifeDifficult and costly to maintain
Physical Forms (est. 200 processes)No GovernanceBusiness Processes inconsistent and siloedPhysical Form movement is inefficient and error prone
“To whom should I give this Form now?”“Where is my Form right now?”“Who is holding up the approval of my Form?”“Who has been involved in this Form?”
Business Problems
Forms PlatformBusiness Process AutomationScalable and extensible for future growthReusable common componentsConsistency across multiple Directorates, many Forms
SimplicityUser ExperienceConsistencySupport and Maintenance
ModernisationData InterfacesImprove business process transparency and auditabilityElectronic approval process efficienciesTechnology
Business Drivers
Technology Selection
eForms Platform
Technical Foundations
BusinessApplication
SharePoint 2013Modern online PlatformSingle Sign OnActive Directory integration – Staff RegisterSearchMobilityDocument ManagementFuture Workload capabilities
Technology Selection
Nintex WorkflowUsability
Browser basedDrag and DropLazy Approval
Nintex FormsUsability
Browser basedDrag and Drop
Simplicity
Consistency
FamiliarityBrandingConsolidated DashboardTerminologyData ValidationData PresentationUser Assistance
User Experience Design
eForms PlatformSystem Overview
demonstration
Client FunctionalityExtensible - JavaScript, jQuery, SPServicesCommon FrameworkPerformance
ValidationSave vs. Submit
CSSPresentation / Functionality
Service LayerCustom RESTful Web ServicesCallable from anywhere
Form Development
Form Lifecycle
Standardise as much as possible
Allow Flexibility for business processes
Simple, consistent terminology and transitions
Workflow
Unsubmitted
Submitted
Approved
Completed
Start(new eForm)
End
New eForm Saved
New eFormSubmitted
eForm Submitted
eForm Approvedby Approver(s)
eForm Completedby ESO / Admin
eForm Rejected by Approver(s)
eForm Rejectedby ESO / Admin
Component reuseUser Defined Actions (UDAs)EncapsulationReduce complex business rules into easy maintainable and usable elementsApproval process
Workflow Design
Who should approve my Form?
Positional Org Structure Alesco Active Directory
Delegated Authority
Leave
Business LogicData Flow
Syst
em / R
efer
ence
Dat
a
Optional step (Delegations)
eForms Platform / SharePoint
User
AD login
Position Number
eForms Alesco
Employee Extract
eForms Delegations of Authority
Extract
eForms Alesco Position Extract
Manager·s Position Number
Employee Numberfilling the Position
AD login of manager
Position Authorised for Workflow action?
Positioncurrently has primary
employee?
eForms Alesco Position Extract
eForms Alesco
Employee Extract
eForms Platform / SharePoint
Manager
Logs in to
Platformprovides
Lookup Key
Provides
Provides
Lookup Key
Lookup Key
Determines
No
No
Yes
Lookup Key
Provides
Used byplatform
Sends task ande-mail notification to
Yes
Determines
Business LogicData Flow
Syst
em / R
efer
ence
Dat
a
Optional step (Delegations)
eForms Platform / SharePoint
User
AD login
Position Number
eForms Alesco
Employee Extract
eForms Delegations of Authority
Extract
eForms Alesco Position Extract
Manager·s Position Number
Employee Numberfilling the Position
AD login of manager
Position Authorised for Workflow action?
Positioncurrently has primary
employee?
eForms Alesco Position Extract
eForms Alesco
Employee Extract
eForms Platform / SharePoint
Manager
Logs in to
Platformprovides
Lookup Key
Provides
Provides
Lookup Key
Lookup Key
Determines
No
No
Yes
Lookup Key
Provides
Used byplatform
Sends task ande-mail notification to
Yes
Determines
UDAs
Select Approver
UDAs
Form Approval Task
Workflow Design
A
B
C
Start
End
A B C
Status
Finished?
Yes
No
Start
End
Form submission and Workflow
demonstration
AlescoEmployees, PositionsUser ProfilesCustom Lists
OracleGeneral Ledger codes, Delegations of Authority dataManaged Metadata Term SetsCustom Lists
Active DirectoryMultiple User Profile Synchronisation Connections
System Integration
Deploy early, deploy often!Repeatable through automationPowerShell – includes client side optionsNintex APIsPortability of elementsEnvironment specific dataBuild scripts become maintenance scripts
Deployment
Outcomes Recently released to Business
Immediate reporting benefits
Email approvals from mobile devices
100% Cust. Sat.
Multiple extensions underway
Departmental consolidation initiated
Usability is KingPay attention to detail on the simple stuff
Value and Cost of CustomisationPoint of best valueKnow your product!OOTB, configurations, extensions, customisations.
Success is 20% Tech, 80% PeopleProject StakeholdersProject Execution and Risk ManagementChange ManagementSupport and Maintenance
Assume Nothing!Product ‘Quirks’Integration data cleanlinessConnectivity
Lessons
Change ManagementTrainingUser CommunicationUser Adoption
GovernanceStrategy Plan Policies and GuidelinesOwnership of multi-Directorate business systemOwnership of multi-workload SharePoint system
Benefits RealisationBusiness Process Baseline and MeasurementSystem ReportingUser Feedback
Support, Maintenance, Enhancement
It’s deployed, can we go home now?
Questions /Comments
http://SharePointRepairJoint.blogspot.com
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