Out-Of-The-Box SharePoint Magic
47
Online Conference June 17 th and 18 th 2015 WWW.SPBIZCONF.COM Thomas Duff (aka “Duffbert”) June 18th, 2015
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Transcript of Out-Of-The-Box SharePoint Magic
Online Conference
June 17th and 18th 2015
WWW.SPBIZCONF.COM
Thomas Duff (aka “Duffbert”)June 18th, 2015
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• Thomas Duff (aka “Duffbert”)
• Works in Portland for a large health
insurance company
• Been in IT for 35+ years, 20 of it
working with collaborative application
development
• Specialize in SharePoint
development and business analysis
• Speaker
• Writer (two co-authored books and
countless articles)
Who Am I?
WWW.SPBIZCONF.COM
• Developer who isn’t (yet) comfortable
with Visual Studio / C#
• Developer who wants to turn over the
entire site to the business area
• Business customer / power user who
isn’t intimidated by technology and
doesn’t want to wait for IT to build
them something
Who Are You?
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The Situation - URAC
•Utilization Review Accreditation Commission
•Non-profit organization that certifies healthcare quality through accreditation process
•Makes on-site reviews of company policies to make sure they are being followed and adhere to best practices
•It’s a Big Deal for health insurance companies
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The Problem – Data Tracking
• On top of policy and procedure tracking, there’s a large requirement to track people who are classified within URAC
• Annual Privacy, Security and Ethics Refresher training, Demonstration of ongoing training for professional competency, URAC Training (content is department-specific), Privacy and Security Acknowledgement, Annual Performance Review, Cultural Competency Training (Requirement for Case Managers Only), Resume, Job Description, Departmental Orientation Checklist, Proof of non-clinical license and certification, PSV of license and/or certification (Clinical Staff Only), Scope of Practice Attestation (Clinical Staff Only - Not MD's)
• We have over 1000 employees that we currently track
• A little overwhelming, huh?
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The Problem – Data Tracking
•This data had been stored on multiple Excel spreadsheets and multiple shared drives and no reporting abilities… even hard copy documents that needed to be scanned
•In total, 23 people had some level of involvement of tracking data and trying to keep it up-to-date and synchronized
•Good luck trying to pull all that data together if an audit came up…
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The Solution – SharePoint!
•A single site to track all employees and associated documentation
•One master list for all employees and their status
•Multiple lists and libraries to store documentation on training, licensing, and personnel files
•Workflows for notification
•Dashboard view of all consolidated information for a given employee
•Completely run and managed by the business
•All Out Of The Box SharePoint!
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URAC Administration Home Page
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Everything revolves around the
master file
• One master file list item for each employee tracked for URAC
• Loaded from employee data extracts from our personnel system
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Everything revolves around the
master file• Bottom half of the
form brings in
information from
all the other data
feeds, lists, and
libraries.
• It provides the
tracking and audit
mechanism for
each employee.
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The form customization is done in
InfoPath
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The Complete columns are
calculated fields
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What they look like in the list
columns
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Rules to get the coloring based on
value
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Rules to get the coloring based on
value
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Those rules give us this…
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So how do we get from documents/lists to the
master record?
Workflows
Datasheet
views
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Creating the Master Record
This data comes to
us from our
personnel system
in the form of a
weekly Excel
spreadsheet that
can be pasted into
the datasheet view.
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Creating the Master Record
This data comes to us from our personnel system in the form of a weekly Excel
spreadsheet that can be pasted into the datasheet view.
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Once loaded, the workflow takes
over…
This loads a new
Master record if the
person is new.
This updates/loads
a Master record if
the person is
moving into a
URAC position.
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Once loaded, the workflow takes
over…
This updates/loads
the Master record if
the person is a
rehire.
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Once loaded, the workflow takes
over…
This updates a
Master record if the
person is terminated
or is promoted into a
new position.
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Once loaded, the workflow takes
over…
Finally, this updates
a Master record if
the person is moved
out of URAC position
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This process results in this…
All the information in the top half of the Master record comes
from the weekly import from the personnel system.
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Next up, uploading and categorizing
Personnel documentation
The Personnel documentation library is where all the “proof”
documentation resides… images, scans, emailed forms, etc.
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Next up, uploading and categorizing
Personnel documentation
Once a document is
uploaded, the
administrator fills in
metadata about the
document so that it can
be matched and
categorized for the
Master record.
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So how do we get from
documents/lists to the master
record?
The metadata
columns come
from dropdown
and lookup lists so
that values remain
consistent and the
matching works as
required.
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Once again, the workflow takes
over…
Depending on what
type of documentation
was selected in the
Document Type field,
the Master record is
matched with the
Employee number
and updated.
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Once again, the workflow takes
over…
In most cases, the
updating of the Master
record is nothing more
than a date.
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Once again, the workflow takes over…
Depending on what
type of documentation
was selected in the
Document Type field,
the Master record is
matched with the
Employee number
and updated.
Renewal dates are
also calculated for
ongoing training
documentation.
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Once again, the workflow takes
over…
For positions that
require certification,
we can track whether
it’s active and whether
it’s the primary
certification required
for the job.
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License and Certification Lookups
This lookup list covers all the job codes (the key for the lookup), and
specifies what type(s) of certification or licensing is required or preferred.
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Another type of form… Orientation
Checklist
All URAC-affected
employees have to
undergo a formal
departmental
orientation, which
is tracked here in
this list form.
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Another type of form… Orientation
Checklist
When the form is
completed, the
employee clicks
“I Attest”, where
the Employee
Name and Date
Signed fields are
completed.
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The form is emailed to the
Personnel Document library so
there’s a record of itAs part of the
submission process,
a form rule submits a
copy of the form to
the Personnel
document library for
tracking and
documentation.
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And the workflow takes over
When the email arrives in the Personnel document library, the
workflow parses out information from the Subject line, matches
the document to the employee’s Master record, and updates the
information.
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So how do we keep track of what’s
due when?
This view uses calculated columns to track information and due dates. If
anything is incomplete or is coming up on an expiration/renewal date, it
shows up here. It’s a single point of reference for the administrator to know
what needs attention without looking in multiple places.
In this instance, they know there are only 18 items that need attention out
of over 1000 employees that are affected by URAC requirements.
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Um… I lied a little bit…
This jQuery code provides the column coloring… couldn’t do that “out of the box”
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Notifications based on the view…
When a column shows
that an item needs to be
renewed or updated,
workflows can be used to
send out email
notifications to the Master
record owner (the
employee).
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Notifications based on the view…Example of the Email Ongoing Training 30 Days
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Notifications based on the view…Example of the Email Drivers License Expiring 30 Days
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One more slick trick… Impersonation Workflows
Impersonation workflows allow you to modify the permissions of a list
item, both removing and adding permissions based on your unique
logic.
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Impersonation workflows
Workflow actions
include adding,
inheriting, removing,
and replacing list item
permissions.
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Impersonation workflows - Remove
Select the action, select the
permission levels to remove, and
the people/groups to remove
them from.
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Impersonation workflows - Replace
Select the action, select the
permission levels to remove, and
the people/groups to remove
them from.
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Summing it up…
• Building sites in SharePoint doesn’t mean you
have to break open Visual Studio to get anything
done.
• Ultimately, it’s about delivering value to the
business, and you can do that with clever use of
OOTB SharePoint features.
• Even better… you don’t have to be the person to
maintain it forever!
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Questions or comments?
You can reach me at:
• @duffbert on Twitter
Thanks for your time!
