Post on 29-Dec-2015
transcript
Meeting #117http://sharepointmn.com
Welcome to the Minnesota SharePoint
User Group
September 10th, 2014
Member Case Studies – Part 1
Micah Vono & Ehren Ekstrand, Angelette Engelke, Liz Sundet, Lori Breit
Donald Donais
Meeting #117http://sharepointmn.com
Agenda
• MNSPUG Information• Micah Vono & Ehren Ekstrand – Regis Corporation• Angelette Engelke – MN Dept. of Employment and Economic
Development
• Break
• Liz Sundet – OneNeck Consulting• Lori Breit – Jostens
Meeting #117http://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 #117http://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!
SharePoint User Group Support Media Sponsor
Meeting #117http://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 #117http://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/
Join Us on Yammer with some of the presenters to ask questions about their
presentation!
Meeting #117http://sharepointmn.com
Upcoming Schedule
• Next Meeting October 8th – SharePoint Member Case Study – Part Microsoft Technology Center Check www.SharePointMN.com for updates!
• Ongoing Schedule 2nd Wednesday of every month 9:00 to 11:30 am Microsoft Technical Center – Edina
Meeting #117http://sharepointmn.com
Local and Online EventsTwin Cities PowerShell User Group – Sept 9th, 4:30 – 7:00 pmhttp://www.tcposhug.com/
SharePointalooza– Sept 12th & 13th in Branson, Missourihttp://www.sharepointalooza.org/
MN Women in SharePoint – September 16th, Avtex office Bloomington
Mindsurf Conference – October 9th, Minneapolis Convention Center (Pay to attend event)http://www.benchmarklearning.com/Event/MindSurf/Overview.aspx
SPChat through SharePoint Community – November 5th – Onlinehttp://sharepoint-community.net/events/spchat-with-fabian-williams-on-sharepoint-hybrid-with-an-emphasis
SharePoint Saturday Twin Cities – November 22nd, Normandale Community Collegehttp://spstc.com
Anything Else?
Meeting #117http://sharepointmn.com
Micah Vono• Knowledge Manager at Regis Corporation• @micahvono• micahvono@gmail.com
Introductions
Ehren Ekstrand• Web Content Admin at Regis Corporation• @ehrenekstrand• ehrenekstrand@gmail.com
Meeting #117http://sharepointmn.com
Angelette Engelke• Site Collection Admin.; MNIT Services –
Dept. of Employment and Economic Development
• Angelette.Engelke@state.mn.us
Introductions
Meeting #117http://sharepointmn.com
Liz SundetApplications Architect - OneNeck IT Solutions
• Fulfilled a bucket list item of skydiving this year
• : @percusn• : www.linkedin.com/in/lizsundet/
• Email: Liz.sundet@oneneck.com• Blog:
www.itsocialbutterfly.wordpress.com
Introductions
Meeting #117http://sharepointmn.com
Lori BreitSr. Business Analyst-SharePointJostens• Originally from Chicago (Go Bears!)• Worked in SharePoint since 2004• Been with Jostens since 2011• Part-time artist (jewelry, bookbinding, sewing, and photo
transfers)• Francophile• Music, Movie, and Book Junkie• Twitter: https://twitter.com/groupiesupreme• Email: lori.breit@jostens.com
Introductions
Meeting #117http://sharepointmn.com
Forms Center
• One-stop shop for all forms, online and paper• Submit or approve• Technology: SharePoint & InfoPath workflows, web front-end
(HTML/CSS/JavaScript/Jquery etc.)
Meeting #117http://sharepointmn.com
Salon Finder
• Search all salons and the people who support them• Combines multiple data sources, eliminates spreadsheets • Technology: SSIS, SharePoint Lists & Search, web front-end
Meeting #117http://sharepointmn.com
Navigation
• Salon Finder: search all salons and the people who support them• Quick Links: customized user experience• Technology: SharePoint lists, web front-end
Meeting #117http://sharepointmn.com
Modal Notifications
• Communicate “quietly” to the end user• Track acknowledgement• Technology: SharePoint Lists, web front-end
Meeting #117http://sharepointmn.com
Video Library
• Simple online video repository• Uses Vimeo Pro account to serve up content• Technology: Vimeo, SharePoint lists, web front-end
Meeting #117http://sharepointmn.com
SharePoint Basics
• SharePoint 2013 (Office 365)• No-code solutions, using OTB features• Nintex workflows• InfoPath forms• Custom navigation
Meeting #117http://sharepointmn.com
About DEED Copy Center Services
• Medium volume copy center that supports Minnesota DEED offices across state
• Print/copy impression and labor costs are charged to the requesting division, using accounting codes specific to that division, funding source, and project
• Prior to this implementation, there was not a formal process for requesting, tracking or reporting on print services
Meeting #117http://sharepointmn.com
The Challenges:
• New process – requires consistent workflow• Not really a budget• No developers… had to be OTB• SharePoint??? “Do I have that on my computer?” “I need training!”
Meeting #117http://sharepointmn.com
Requirements:
• Easy to use• Not “SharePointy” - they had to just “get it”• Time saving for staff
Meeting #117http://sharepointmn.com
Path of a Print Request Before the SharePoint Solution Print request
arrives -Information
varies
Print request is reviewed and sent to
printer
Accountin
g codes for request are
manually enter
ed
Print job is released
Print request is
complete and
email is
saved, information
recorded, etc.
Request is shipp
ed, held until picked up
or delivery
Was my request received?
Did they see my due date?
I have a change! Have they started my request
yet?
Is my job complete?
Meeting #117http://sharepointmn.com
Path of a Print Request After the SharePoint Solution
Print reque
st arrives via SharePoint
– Informatio
n is consistent
Print request is reviewed and sent to
printer
Accountin
g codes for request are
manually enter
ed
Print job is released
Print request is
complete and
email is
saved, information
recorded, etc.
Request is sent for
delivery,
held until picked up
or delive
ry
Workflows:- Notify customer when print
request is received- Rush order notifications- Missing attachment
- Notify customer when print request is complete
- Confirms delivery status- Follow-up for missing
information
Meeting #117http://sharepointmn.com
• Easy to use form
• Clear navigation
• Better
communication
• Search /Archive
• Not “SharePointy”
Meeting #117http://sharepointmn.com
Steps Before Solution• Manual tracking of accounting
codes for each job and manual accounting of impressions
• Required printer downloads into Access to provide monthly reporting
• Reporting information wasn’t available for immediate use
• Manual tracking of labor costs for payroll
• Information was not transparent
Steps After Solution• SharePoint tracks accounting
codes for each job and calculates impression costs
• Immediate reporting of information• SharePoint tracks payroll costs by
pay period• Information is transparent
Meeting #117http://sharepointmn.com
Process:
• Took about 5 months – most of that time was in user testing/pilot• Development hours – Approx. 80• Breakdown:
• 1 List; 10 Site Pages; 8 workflows; site navigation• Known ROI:
Improved customer satisfaction Consistent process Faster reporting Fewer customer follow-ups
Meeting #117http://sharepointmn.com
CRM Dynamics and SharePoint at OneNeck
• Business needs Upgrade to 2013 Replicate existing functionality Bring on additional parts of business to CRM
• Options?? Two systems or one?
• Implementation• ROI
Meeting #117http://sharepointmn.com
Implementation Process
Existing Process Elicit Requirements To-Be Process Demo POC SolutionUpgrade to CRM Dynamics 2013
Enable SharePoint List Component
Set Subsite/SecurityCRM Dynamics and
SharePoint Connected
Meeting #117http://sharepointmn.com
Architecture—The Good and Bad
FoldersConnection
Libraries
No Administration
Meeting #117http://sharepointmn.com
Special Thank You
• Beth Beck Providing direction on the .ps1 files to be run on the SP Server
• Brian Caauwe Troubleshooting issues
• Avtex Listening to me whine about folder architecture
Meeting #117http://sharepointmn.com
About Jostens• Jostens was founded in 1897• Products
Graduation Rings (High School and College) Caps, Gowns, Tassels, and Stoles Graduation Pendants, Bracelets, Etc. Graduation Clothing: Hoodies, Etc. Diplomas and Diploma Covers Graduation Announcements Yearbooks Specialty Markets: Harley, Military, Cordon Bleu, Medal of Honor, etc. Pro Champ: Boston Red Sox, Boston Bruins, Chicago Blackhawks And much more!
• Located in US and Canada• William “The Fridge” Perry’s Super Bowl Ring Size: 27• SharePoint Knowledge Users: 1,800
Meeting #117http://sharepointmn.com
The Request• Lori, create a system in SharePoint
where Customer Service Reps (CSRs) can submit price exception requests on behalf of their Sales Reps and then these requests can be approved/ denied by their Area Sales Manager (ASM)
Pretty Vague Requirements = Help Me!
Meeting #117http://sharepointmn.com
Lifting Up The Hood Revealed . . .• Price exception requests were submitted manually to an Outlook mailbox in individualized
spreadsheets• Base (what it costs us to make the ring/pendant) and Retail costs were not captured in the
form or part of the decision equation—no big picture• No workflow/automation on processing requests• No metrics/reporting• No process ownership (e.g., no one knew who managed what or where costs and pricing
information came from)• Poor communication to Sales Reps and Sales Managers• No set expiration date on approved price exceptions• No differentiation in costs/pricing on rings and pendants (yes, there is a difference)• Current process built on exceptions () instead of norms• Lots of errors and miscalculations• No Auditing• Not all of the costs associated with manufacturing the ring/pendant were included (e.g.,
bezel tooling, art work, ornamentation, etc.)
Meeting #117http://sharepointmn.com
The Build and Implementation• Lots and Lots of Requirements Meetings with Key Stakeholders• Three Lists
Base Costs Retail Costs Request Form
• Lots and Lots of Calculated Values• One SharePoint Designer Workflow
Keys Based On• Ring or Pendant• Design• Metal Choice
• Lots and Lots of Testing• Documentation and Training/Job Aids• Training, Re-Training, and Re-Re-Training!• Error Logging• Monthly Check In Calls with Customer Service and Key Stakeholders to Keep Everyone On Track• Actions Have Consequences
Meeting #117http://sharepointmn.com
After• Allows approver to see the
big picture of whether this deal makes sense
• Allows approver to manipulate the numbers to derive a more cost effective outcome, if applicable
• Prioritization of requests• Metrics and reporting now
possible
Meeting #117http://sharepointmn.com
The Rewards• Price Exceptions Are Submitted in One Location• Base, Ornamentation, Bezel, Tooling, Art, and JSP Costs/Margins Are All Part of the Decision
Equation• Solid Workflow on Processing Requests• Ability to Recalculate Requests to Reach More Equitable Bottom Line• Semi-Automated• Full Communication with CSR/Rep/RSM/Approvers• Metrics/Reporting• Full Process Ownership by Sales Operations• Now Able to Make Sound Business Decisions Based on Full Picture• Ownership and Accountability• Defined Expiration Date on Approved Price Exceptions• Auditing (Manual)• Drive Profitability $$$ (Since April 2014, PER profitability is up 15%)• Reduce Processing Time for Approvers (90% reduction in time spent on reviewing/approving
requests)
Meeting #117http://sharepointmn.com
Future State
• Integration of Uniquely Generated PER Number Into Oracle Order Offering• Partnering With Marketing Price Department on Uploading Approved Price
Exceptions Into Oracle Will Eliminate Credit/Rebill Work Will Prevent Overriding Approved Pricing Takes Customer Service Out the Mix One-to-One Exception Basis Will Prevent Using Price Exception Pricing on
Other Designs/Orders