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 BatchelorJason.batchelor@summit7systems.com@jasonmbatchelor

Josh Hendersonhendejs@auburn.edu

@SharePointAU

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