K2 Confidential PRESENTED BY: Understanding SharePoint 2010 Workflow and the Value of K2 ERIC...
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Transcript of K2 Confidential PRESENTED BY: Understanding SharePoint 2010 Workflow and the Value of K2 ERIC...
K2 Confidential WWW.K2.COM
PRESENTED BY:
Understanding SharePoint 2010 Workflow and the Value of K2
ERIC SCHAFFER
K2 TECHNICAL PARTNER MANAGER
K2 Confidential WWW.K2.COM
• How do people use SharePoint today?• What does “Simple Workflow” really mean• SharePoint Workflow Features and K2 Value• Demo
• SharePoint Workflow using Visio + SharePoint Designer• K2 Designer for SharePoint
• Summary• Q/A
AGENDA
K2 Confidential WWW.K2.COM
TYPICAL K2 + SHAREPOINT USAGE SCENARIOSCollaborative
document routing and
tracking
• Example: A marketing policy review
Website or Document Publishing Workflows
• Example: Marketing website gathers information on competitive products. The information is approved on a review site before being published and released to the sales team.
Enterprise Content
Management
• Example : A Case Management solution• Records management, Claims
Management and processing
Business-critical
process applications
• Example: End to end Employee onboarding / offboarding, Vendor Management
Forms-based collaborative
processes
• Example: Employee Performance Management, Issue tracking , Helpdesk, SharePoint site provisioning application
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SOLUTION EXAMPLE
Cap
abili
ties
Effort
“I have a simple workflow”
Documents
SPD Workflows
OOB Workflows
List Forms (InfoPath)
Review and Approvals
Rework
Submitter
Notification
.NET Development
“I want to reuse…”
“I need skills based routing”
“I want to escalate on working hours”
WF Workflows
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Cap
abili
ties
Effort
Documents
List Forms (InfoPath)
Review and Approvals
Rework
Submitter
Notification
.NET Development
WF Workflows
“I have a simple business process”SOLUTION EXAMPLE
“I have a simple workflow”
Sites
Notification
BCS
Web Services & WCF
Reporting & BI
InfoPath
ASP.NET
SearchRecords
“I want to update our finance system…”
“I want to delegate parts of my work…”
“I want to audit and report on my process…”
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Start
Exec Mgt
Approval Hiring Mgr Input
IT Facilities Finance Marketing
CompletedCAPEX Process
Cash flow is tight…Inform me when the
CAPEX Budget has been
exceeded…
COO
Escalate after 8 working hours
Out of Office redirect
Hiring Input Form•Phone/Desk/Chair•AD/Email/SF/MOSS•Payroll/ERP•Business Cards
IT•AD/Email•SalesForce.com•MOSS 2007•Laptop
Facilities•Desk•Phone•Chair
Finance•Payroll•ERP - Expense Claim
Marketing•Business Cards•Press Release
•Internal announcement• Send Welcome Pack• Corporate calendar• Notify Stakeholders
Job code entered? Yes/No
DeclinedProcessed
Processed Processed Processed Processed
End
Approved
Job Requisition Process
CEO/CFO
HR Director
OUR PROCESS IS SIMPLE ON PAPER
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Forms• Offer Letter, • Start• Exec Approval• Hiring Manager• IT, Facilities, Fin, Marketing
Information• Name, Position• Salary, Start Date• Hiring Manager, Job Code• E-mail, Employee Nr
People• New Employee• HR, HR Director• Hiring Manager• CEO, CFO, COO• IT, HR, Fin, Marketing Policies
• Job Code?• ½ CEO/CFO• OOF• Escalation• Capex
Reporting• # Processes Running• Error, Completed• Process Performance• User Performance• Completion of processes after Start Date• CAPEX approval stats including ERP info.
Event Monitoring• CAPEX Spent > Budget
Actions• Start New Process• Approved• Declined• More Info• Processed
OUR SIMPLE PROCESS IS DIFFICULT TO AUTOMATE
TimeCost
EffortSkill
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It is not just about routing documentsUSING K2 , KCE AUTOMATED ITS GENERAL EXPENSE, ADVANCE EXPENSE, PETTY CASH,
SHIPPING, STOCK AND PURCHASE-REQUEST PROCESSES , INTEGRATED WITH SAP.“WITHOUT K2 PLATFORM, CREATING THESE PROCESSES AND INTEGRATING THEM WITH THE COMPANY’S LINE-OF-BUSINESS SYSTEMS WOULD TAKE MONTHS OF DEVELOPER TIME. INSTEAD, WE CAN MODEL VERY COMPLEX, MEANINGFUL APPLICATIONS QUICKLY AND WHEN THERE’S A CHANGE IN THE BUSINESS, IT’S EASY TO GO BACK AND MAKE ADJUSTMENTS.”- PILAM RAJATANAVIN, MANAGING DIRECTOR, THAI BUSINESS SOLUTIONS
THE IMERICA MEDICAL UNDERWRITING SYSTEM (IMUS) REPLACED A WEB-BASED SYSTEM THAT INVOLVED MANY MANUAL STEPS AND OFFERED ALMOST NO VISIBILITY INTO THE COMPANY’S DATA.“THE IMPROVED VISIBILITY HAS GREATLY INCREASED THE CONFIDENCE OF OUR AGENTS AND (INDEPENDENT MARKETING ORGANIZATIONS) BECAUSE WE ALWAYS KNOW PRECISELY WHAT IS GOING ON WITH EVERY CASE. AS AN INSURANCE COMPANY, WE ARE SO PROCESS-DRIVEN, THERE ARE SO MANY THINGS WE COULD DO WITH K2 BLACKPEARL. IMUS IS JUST THE START.”- SCOTT DAUB, IMERICA
“FOR THE WORKFLOW SOLUTIONS WE REQUIRE, WE SIMPLY COULD NOT DO THIS IN SHAREPOINT ON ITS OWN. ADDING K2 MADE A LOT OF SENSE. TIME SPENT ON THE EXECUTION OF THESE PROCESSES IS DRAMATICALLY REDUCED AND EVERYTHING RUNS SO SMOOTHLY.”
- RYAN SHELL, ARMITRON
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WHAT’S AVAILABLE IN SHAREPOINT 2010 WORKFLOW?
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• End User Process Design
DESIGN TIME EXPERIENCE COMPARISON (NOT FEATURE COMPARISON)
SharePoint K2
K2 Confidential WWW.K2.COM
• Non-Developer Process Design
DESIGN TIME EXPERIENCE COMPARISON (NOT FEATURE COMPARISON)
SharePointK2
K2 Confidential WWW.K2.COM
• Developer Process Design
DESIGN TIME EXPERIENCE COMPARISON (NOT FEATURE COMPARISON)
SharePoint K2
K2 Confidential WWW.K2.COM
REPORTING EXPERIENCE
SharePoint K2
K2 Confidential WWW.K2.COM
CROSS ENVIRONMENT DEPLOYMENT
SharePoint K2
Dev Test Prod Dev Test Prod
Rebuild for Each Environment Build once and Deploy
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• InfoPath Form Versioning
WHAT’S NOT NEW IN SHAREPOINT 2010 WORKFLOW
SharePoint K2
Ver 1 Ver 2 Ver 3
Ver 3
Ver 1 Ver 2 Ver 3
Ver 1 Ver 2 Ver 3
No Form Versioning Form Versioning
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ERROR MANAGEMENT
SharePoint K2
• Error Handling Options• Delete and restart
• Error Handling Options• Retry Step• Delete• Move Forward• Move Back• Error Repair• Version Migration
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• Task lists
WHAT’S NOT NEW IN SHAREPOINT 2010 WORKFLOW
SharePoint K2
Site A Site B Site C
Task list per site Unified Task List
Site A Site B Site C
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MOBILE TASK LISTS
SharePoint K2
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• Flexible Design Canvas for rework and activity reuse• .NET 3.5 AND 4.0 compatible workflow engine• Extensive Reporting / Management / Logging / Auditing • Working Hour Escalations• Out of Office task delegation• Rapid External Data Source integration• True process designer collaboration• Inline Functions for calculation and data manipulation• Extensibility options
• SmartObjects• Custom Inline Functions• Custom event templates
• Round Robin, Least Work, Fastest User task allocation• Non-SharePoint workflow
AND MORE……
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PUTTING IT TO USE
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More Infoneeded
START
Declined
Approval
Approved
What the business wants…
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VISIO REPRESENTATION OF WORKFLOW Rework Step
Validate: CompletedYes/No
Approval Step
Validate: ApprovedYes/No
Rework Step
Validate: CanceledYes/No
Approval Step
Validate: DeclinedYes/No
Approval Step
Validate: DeclinedYes/No
Approval Step
Validate: ReworkYes/No
Approval Step
Validate: ApprovedYes/No
Log to History ListAssign item for
Approval
No
Yes
Compare Data Source
No
Yes
Compare Data Source
Send An Email
Compare Data Source
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MODEL THE PROCESS IN VISIO
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Log Workflow Started to the history list
Then Assign Approval Process task on Current Item to Bob
If Variable:TaskOutcome equals Approved
Email Workflow Context:Initiator Log Workflow Approved to the history list
Else if Variable:TaskOutcome equals Declined
Email Workflow Context:Initiator Log Workflow Declined to the history list
Else if Variable:TaskOutcome equals Rework
Log Rework Requested by Approver to the history list Then Assign Approval Process task on Current Item to Workflow Context:Initiator
If Variable:TaskOutcome1 equals Cancel
Log Workflow Canceled by Initiator
Else if Variable:TaskOutcome1 equals Completed
Then Assign Approval Process task on Current Item to Bob
If Variable:TaskOutcome2 equals Approved
Log Workflow Approved to the history list
Else if Variable:TaskOutcome2 equals Declined
Log Workflow Declined to the history list
CREATING A BASIC APPROVAL WORKFLOW WITH SPD
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BASIC APPROVAL WORKFLOW
More Infoneeded
START
Declined
Approval
Approved
What the business asked for
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K2 APPROACH
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DEMO
DEMO
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• Empower a broader audience to participate• Developers, Non-Developers, Power Users
• Maximize the leverage on investments in Microsoft technologies and skills• Windows, AD, SQL, .NET, Visual Studio, SSRS, SharePoint, Word, Excel, InfoPath,
Visio, PowerPivot, and Dynamics CRM
• Minimize the time, effort and skill required to meet business requirements• Better tools, abstraction of complexity, re-usability of solution assets, end to end
management and reporting
CONCLUSION – THE K2 VALUE
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• http://partners.k2.com/marketingtools.aspx
WANT MORE?
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Q/A