Gold Sponsors Bronze SponsorsSilver Sponsors

Building a SharePoint Forms Platform:Real World Considerations and Lessons

Martin HarrisOBS

Perth based Principal Consultant with

martin.harris@obs.com.au

Microsoft Collaboration Platform V-TSP

b-maharr@microsoft.com

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

martin.harris@obs.com.au

http://SharePointRepairJoint.blogspot.com

Gold Sponsors Bronze SponsorsSilver Sponsors

Thanks!Remember to submit your feedback so you go in the draw to win prizes at the end of the day