Transforming Auburn Athletics with Nintex
2000+ hours in InfoPath… sigh
Worked with Nintex since 2007
High school soccer coach
MS, BSBA, management information systems
Lean six sigma black belt
SharePoint >14 years
Married, 3 kids (2 “kids” + 1 marine)
About your speakers
About Summit 7 Systems
SharePoint and Office 365 Migrations
Information Architecture
Governance Strategy and Designs
Nintex Forms and Automation Solutions
Security and Compliance
Mobile Solution Creation
Custom Solution Development
Azure IaaS
Security Assessments
Farm/Office 365 Configuration Assessments
Services
Copyright ©2016 Summit 7 Systems, Inc. All rights reserved.
About your speakers• Twitter: @SharePointAU
• Work for Auburn University Office of Information Technology
• SharePoint Administrator since 2009
• Web Designer since 2002
• Husband, Father, Atlanta Braves Fan, Movie Lover!
This is Auburn
University
This is Auburn
University
Auburn UniversityCustomers – ~ 30,000 Students
Employees (Faculty and Staff) – ~ 5,000
Central IT (OIT)
Each school / college / org has their own IT as well
Championed by Athletics
Purchase by Committee for improved buying power
Situational Assessment
Proof of Concept Creation
Political and Organizational Support
Customer Driven Impact
Proof of Concept Part Two
Moving Beyond Athletics
Focus on white noise processes
Critical Momentum
Identification of critical but business centric processes
Reducing distractions to improve customer engagement
Reduce the Risk
The Journey
Selling Cycle6 months to 1 year
Proof of Concept
3 months
Education of Capabilities
3 months
Selling and Internal Promotion
Continuous
Growth of Adoption
Situational AwarenessWhat are we getting ourselves into?
Auburn University and AthleticsAssessing the situation: 3 Questions
1. Are they like most organizations? What kind of related experiences do they have with what has already been done with Nintex.
2. What is unique about the Nintex solution opportunity? Risk, amount of education needed, difficulty of the organizational environment
3. How are the champion’s problems related to the organization?What level of change management will be needed and what type should be implemented.
Auburn University and AthleticsAssessing the situationa) They are like most organizations
b) The Nintex Opportunity is Uniquea) Direct customer focus and engagement came firstb) Athletics customers are reaching beyond students
but to a larger fan base
c) Athletics was a Symptom of a much larger problem
Answers
Auburn University and AthleticsCultural Characteristics
Goal Oriented
Organizational Collaboration
VERY customer (student) focused
Cultural dependence upon employee involvement
Customer-centric Outcome Driven Experience
Like us all
• Competitive market for customers
• Simple distractions
• Staff increases are not proportional to revenue increases
• Limited budget
• Alumni/donors • Outreach
• Community involvement
• Trust in the IT department
• Faculty & Staff look externally before looking internally
• Looking out before looking in for solutions• OIT competes with others
• “No Change” Culture i.e. LOTS and LOTS of Excel
• Budget
• Staff capabilities – minimal “SharePoint” experience No Developers
Like us all
Like us allThey have organizational needs
• Desire to provide value
• Brand recognition
• Revenue
• Customer loyalty/dedication—passion runs deep
• Family-like environment
2 Primary Problem Areas
Faculty & Staff competing against OIT
Looking out before looking in
Root cause
Faculty and Staff are passionately driven to provide the best customer (student) success possible.
Root cause
• Extraordinary efforts by a few to provide students (customers) a wonderful experience
• These extraordinary efforts were often simple activities that increased burden upon business critical activities (like compliance)
• Simple processes often were the biggest culprit
Unique Nintex Opportunity• Don’t solve an internal process first
• Satisfy a common customer need that causes extraneous workloads upon the staff
• Improve the customer experience
• Increase the quantity of customer interaction cycles resulting in higher customer throughput
The adoption journey…
is really about the transformation of the organization.
Road-bump at the startTwo primary Challenges
• Supporting Parallel Learning Curves
• Person A learns differently than Person B
• You want me to learn something else?
• Does everyone truly understand all the requirements?
• Are we crossing outside of organizational boundaries?
Staff Learning Curve The Right Proof of Concept
The low hanging fruit…
are not always the right fruit…
Lessons learnedAsk better qualifying questions consistently internally.
- Who is involved? External or Internal? Or is it both?
- Where are they going to be using the solution?- Are they going to be mobile- Or are they going to be sitting down
- Walking around for inspections
- What organization is it for?- They need to assess if the ROI is there to justify
the cost of the workflow
- When do they use it – timing of the solution, is this a workflow that needs to run all the time?
- What systems or technologies are being used as a part of this solution
- SQL, Oracle, Obscure Web Services, API
- What data are we dealing with? Student data? PII?- Security and Compliance Needs
Creating your adoption strategy• Trust
• Share
• Demo
• Build for the UserUser Comes First – Process Came Second
• Proof of Concept is about what it looks like…process is secondary
Consistent ResultsCreating a recipe for success
• Employee driven
• Supportable
• Positive affect on customer
• Improve employee engagement
• Right time• Right technology• User experience
first• Users/customers
• Impact your customers
• Reduce deficiencies to improve customer experience
Ingredients Instructions
Nintex maturity model
Transforming an organization requires one simple but yet one complex word…
Change.
needs momentum in order to create a lasting impactful transformation that is sustainable.
Change…
How we found the Perfect Project
There is no such thing as a perfect basketball player, and I don’t believe there is only one greatest player either. - Michael
Jordan
There is no such thing as THE perfect workflow project, and we don’t believe
there is only one greatest workflow project at each organization either.
- Jason Batchelor & Josh Henderson
TIMEa.k.a. the present moment
there is a single unifying qualifier…
The best project to be the perfect project at this point in time…
Maintainability & Usability
Staff Skills
The “reach”
High Visibility- Politics- Drive adoption
Teaching / Training was minimal- user - administration
Low Learning Curve
User Experience - Internal user, know how to
find it
Easy to Design for User Experience
The Customer- Positive Impact
The Right Project CalculatorDetermining go or no-go for your first project.
Does this solution impact your business’s customer in a positive way?
Rate the simplicity of the user experienced design (will it require many rules, validations, and approval cycles)
Visibility – does this solution cross organizational boundaries OR have stakeholders outside of your immediate organization?
How familiar is your target userbase with process solutions using forms, workflow, approvals, and electronic signature technologies?
Honestly assess your staff’s skills with Nintex1 2 3 4 5
1 2 3 4 5
1 2 3 4 5
1 2 3 4 5
1 2 3 4 5
Magic Number >=11
BestWorst
For just an average project with 3s will result in a 12 (not including your skills score)
Achieving critical momentum with the right proof of concept.
Auburn Athletics credential request
• They needed a solution in a couple months
• It needed to be more accessible for all users
• It is highly visible which means if it succeeds there could be a lot of buy in for future solutions
The problem statement
“Users would navigate all over our site and never know how to request credentials. Then they would have to register if they didn’t have an account, and if they did they would have to reset their password because it was a separate system from campus.”
• Separate Systems• User name and
passwords
• No workflow• Users couldn’t find it• Auditing of data for
NCAA compliance
Problem Areas
• AuburnTigers.com• Home• Search:
Credentials• Credentials
Request • aub.ie/creden
tials
Credentials Request Overview
• All Season Credentials• Form (note anonymous)
• 3 screenshots
• Repeating section for multiple users
• Only shows the events currently available for request
Demo time
2/13/2017 2/28/2018March 17 April 17 May 17 June 17 July 17 August 17 September 17 October 17 November 17 December 17 January 18 February 18
Our JourneyFrom InspireX to XchangeFrom Athletics to the President
February ‘17 Credentials Request(Auburn Athletics)
Autograph Requests(Auburn Athletics)
Adjudication Form(College of Liberal Arts)
Professional Improvement and Leave(Provost Office, approved by president)
Vendor Vetting(OIT)
Memorandum of Purchase
(OIT)Change Control
(OIT)
Users Abroad(OIT)
Promotion and Tenure(Provost Office)
Student Athlete Progress Reporting (Athletics)
The original POC
Future paving Auburn with Nintex
Organizational Wide Processes
Departmental Processes
Customer Impact
• change control• memorandum of
purchase• vendor vetting and
several others
University Housing• using a workflow
in O365 for incident reporting
College of Liberal Arts• adjudication forms for
end of year recitals
Auburn Athletics• Credentials• large purchase
acquisitions• flight requests• autograph request• student athlete progress
reporting
Successfully shifted the conversation from a cost conversation to a value focused conversation – by asking is it worth it?
Success created momentumThe right win
Created a Positive impression and demonstration of Nintex capabilities
That enabled widespread organizationalvisibility
Thank You for Attending!
Jason [email protected]@jasonmbatchelor
Josh [email protected]
@SharePointAU
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