meeting #124 welcome to the minnesota sharepoint user group april 8 th, 2015 mnspug user case...

Meeting #124http://sharepointmn.com

Welcome to the Minnesota SharePoint

User Group

April 8th, 2015

MNSPUG User Case Studies

Mary Houle, Antje Lewald, Barb Richison, and Edith Young

Donald Donais


Agenda

• MNSPUG Information

• Edith Young – The Three R’s – Recorder, Registrar and Requisition

Form

• Mary Houle – Map Element in HTML to Enhance User Experience

• BREAK

• Barb Richison – Speeding Up the Staffing Process with Nintex

Workflow

• Antje Lewald & JoAnne Plein – Evolution of a Team Site


User Group Goal / Objectives

Develop and support a local community focused on Microsoft SharePoint Technologies

• Educate user group members about SharePoint Technologies• Transfer knowledge within the community• Communicate best practices• Introduce new products / solutions


MNSPUG Sponsors

Wrox Press (www.wrox.com)

O’Reilly (www.oreilly.com)

Dedicated Sponsors

Avtex (www.avtex.com)

Microsoft (www.microsoft.com)

Annual Sponsor

Currently Looking for Sponsorships!

Sponsorships Levels:• Gold Sponsorship -

$500• Silver Sponsorship -

$250

SharePoint User Group Support

http://www.wrox.com/

http://www.oreilly.com/

http://www.avtex.com/

http://www.microsoft.com/


MN SharePoint Users Group Website

• SharePoint Resource Documents• SharePoint Resource links• RSS Feeds • Meeting Schedule• Past User Group Presentations• Past User Group Recordings• Sponsorship Information

• http://sharepointmn.com• Email: [email protected]

mailto:[email protected]



Social Networking

• Linked In group – The most interactive… includes job postings… Post Job Posting on the Jobs Discussion page

http://www.linkedin.com/groups?gid=1878792

• Twitter tags - @MNSPUG and #MNSPUG

• Yammer – Minnesota SharePoint Users Group https://www.yammer.com/mnspug/

http://www.linkedin.com/groups?gid=1878792

https://www.yammer.com/mnspug/

https://www.yammer.com/mnspug/


Upcoming Schedule

• Next Meeting May 13th, 2015 – Microsoft Ignite Conference Recap Microsoft Technology Center, Edina, MN Check www.SharePointMN.com for updates!

• Ongoing Schedule 2nd Wednesday of every month 9:00 to 11:30 am Microsoft Technical Center – Edina

Are You Going to Ignite!• Going to MS Ignite Conference

• Want to speak in May

Email: [email protected]

http://www.sharepointmn.com/


Local and Online EventsSPChat through SharePoint Community – Online http://sharepoint-community.net/ April 13th – Modern Approaches for SharePoint Provisioning (Marat Bakirov)April 30th – Power BI (Marwan Tarek)

MN Women in SharePoint – April 21st, Check Yammer Site for More Detailshttps://www.yammer.com/minnesotawomeninsharepoint/

TechFuse Conference – April 21st, 2015 in Minneapolishttp://www.techfusemn.com/Event/TechFuse/Default.aspx

SharePint – April 29th , 2015 930 p.m.http://www.meetup.com/Minnesota-SharePoint-SharePint/events/ 221500045/

Beyond the Cloud: Driving Office 365 Adoption – April 29st, 2015 Microsoft Technology Centerhttps://beyondthecloud.eventbrite.com/ Preconference Survey: http://bit.ly/cloudsurveymsp

Microsoft Ignite Conference – May 4th – 8th 2015 in Chicago, Illinoishttp://ignite.microsoft.com/

Dev Intersection Conference – May 18-21 in Scottsdale AZ http://devintersection.com/

SharePoint Saturday Twin Cities – Oct 24th at Normandale Community College, Bloomington, MNhttp://spstc.com

Anything Else?

Dev Intersection Conference• $50 Off Discount Code

• Use Promo Code: MNSPUG

http://sharepoint-community.net/

http://sharepoint-community.net/

https://www.yammer.com/minnesotawomeninsharepoint/

https://www.yammer.com/minnesotawomeninsharepoint/

http://www.techfusemn.com/Event/TechFuse/Default.aspx

http://www.meetup.com/Minnesota-SharePoint-SharePint/events/%20221500045/




https://beyondthecloud.eventbrite.com/

https://beyondthecloud.eventbrite.com/

http://bit.ly/cloudsurveymsp

http://ignite.microsoft.com/

http://ignite.microsoft.com/

http://devintersection.com/

http://spstc.com/


Evaluations & Giveaways!


Vendor Sponsored Lunch Today

• K2 Forms and Workflow


Presenters


Edith Young• SharePoint Solutions Lead – Real Property

Group @ Hennepin County• Family: Married to Todd; 2 cats, 2 grown kids

(both 27/boy & girl)• Twitter: @edith_young• LinkedIn:

http://www.linkedin.com/in/edithyoung/• Email: [email protected]• Animal Welfare Activist/Boater/Travel

Enthusiast: When I am not working!

Introductions


Mary Houle• Portal Analyst/Developer & CRM Admin• Photographer & Traveler• @mhoule2k11• Blog Site

Introductions


Barb Richison• HR Manager for Carousel Motor Group• LinkedIn - www.linkedin.com/in/brichison• [email protected]

Introductions


Antje Lewald• Site Collection Admin by Day – Ski Instructor by

Night• @AntjeLewald• [email protected]• www.sharepointdaytoday.com

JoAnne Plein• Database Marketing Analyst• Pro behind the Camera• [email protected]• www.ideas.com

Introductions



http://www.ideas.com/


Edith Young


About Hennepin County

MissionThe mission of Hennepin County is to enhance the health, safety and quality of life of our residents and communities in a respectful, efficient and fiscally responsible way.

VisionWe envision a future where residents are healthy and successful and where our communities are safe and vibrant. We will strive to meet and exceed expectations by engaging people and communities in developing innovative solutions to challenges. We will be a diverse, learning organization. We will partner with others to enhance the quality of life in Hennepin County and the region.


“The Three R’s – Recorder, Registrar and Requisition Form (aka The Cube)” Proof of Concept (POC)


What was the Business need?

To resolve the current manual intake tracking process for errors found on Torrens Certificates and Abstracts.


What were my solution options?

• InfoPathOR• Content Types & Site Columns


Content Types Site Columns

What option did I choose to implement and Why?


How did I implement the solution?

1. Site Content Types2. Site Columns3. Add site columns to site content types4. Created notification workflows based off of status


Workflow screen shots


Demo Slide

• https://dept.hennepin.us/tsd/cr/Lists/CubeForm/AllItems.aspx

https://dept.hennepin.us/tsd/cr/Lists/CubeForm/AllItems.aspx



Resources Slide

• Hennepin County Mission and Vision http://

www.hennepin.us/your-government/overview/mission-vision-goals

• Recorder’s Office ‘Cube Form’ https://dept.hennepin.us/tsd/cr/Lists/CubeForm/AllItems.aspx

http://www.hennepin.us/your-government/overview/mission-vision-goals






Mary Houle


Creating an Interactive Map


Creating an Interactive Visual Tool

• Business Problem: Company is part of a cooperative of firms across the state Need an interactive directory of firms by location

• Solution State map in JPG format Photoshop Elements (or other image editing tool) HTML “map” and “area” elements JavaScript “on click” function


Steps Taken

• Create/customize the JPG file• Locate coordinates

• Create “Main” Page and “CityName” Pages• Content Editor web parts• Reference HTML files

• Create “CityName” HTML content• Allows for content formatting vs. web part HTML

• Create the “master” HTML file• References JPG file & Coordinates• References individual “CityName” pages


“Code” Snippets<img src="http://portal.firm.com/Coop/Images/CoopMap.jpg" border="0" usemap="#CoopMap" alt="Coop

Map" />

<map name="CoopMap">

<area shape="rect" coords="567,328,649,345" href="http://portal.firm.com/Coop/ /Pages/Duluth.aspx" alt="Duluth Area Firms" onclick="parent.location='http://portal.firm.com/Coop/Pages/Duluth.aspx' " />

<area shape="rect" coords="511,387,594,406" href="http://portal.firm.com/Coop/Pages/StCloud.aspx" alt="St. Cloud Area Firms" onclick="parent.location='http://portal.firm.com/Coop/Pages/StCloud.aspx' " />


Questions?


Break


Barb Richison – Carousel Motor Group


Implementation of the Glovebox Glovebox Implementation Timeline

• 6/2013 discussions begin• 8/2014 rolled out company-wide

Basic functionality (out of the box)• Home Page• Employee Portal, Manager Toolbox• Limited collaboration; no social networking

Nintex Workflow• Submit, route and approve job requisitions• Post job openings• Submit, route and approve internal applications


Workflow Goals

• Easy, Easy, Easy & improved compliance Accomplished with controls/rules lists

• CMG processing requirements• legal recordkeeping

• Improved visibility into the process


Easy, Easy, Easy – Controls / Rules Lists

• Dealership List – identifies union status, business unit, GM and HR approvers

• Department List – provides department descriptions

• Job Title List – matches the job titles to department; outputs the job descriptions

• Pay Status List – provides the valid pay status (FT / PT)

• Department Mashup List – ties it all together

matches the department, dealership and pay status; outputs the hiring managers and their next-level approval manager, if any


Job Title List


Job Requisition – Old Process

• Paper Intensive• Inefficient routing/approval process• Manual processing issues:

Lost forms Incomplete forms Missing approvals Delayed approvals (approver out-of-office) Manual steps to post and retain documents Increased risk of non-compliance


Job Requisition – New Process

• Resides in the Manager Toolbox• InfoPath form and Nintex workflow; dynamic drop down values• Email notifications to obtain electronic approvals

Variable routing path based on requisition type (new vs. replacement; premium division vs. mainstream division)

• Email notifications to prompt task completion• Form and workflow dependencies/variances obtained from control

lists Job Title list (department and provides job description elements) Dealership List (controls routing for Division and GM and HR levels) Department List/Department Mashup List (controls supervisor approval &

more) Pay Status (provides values for FT / PT position type)


Job Requisition – New Process

• All steps in the process MUST be completed before the job can be posted Workflow marked Complete

• Current status of requisition visible to all• Requisition remains active on Manager toolbox until position is

closed• Requisition is manually moved into archive file when position is

closed


FORM CONTINUES

https://glovebox.carouselmotor.com/empportal/mgrtoolbox/Pages/default.aspx


FORM CONTINUES


Job Posting – Old Process

• Paper Intensive• Inefficient Process

1st step is to type up a posting Email to distribute to each location Someone has to print and post the job Someone has to diary for 15 days Email to remove posting Hit ‘n miss if the posting is removed Limited flexibility to post for something other than 15 days

• Requirements for union CBA sometimes not met


Job Posting – New Process

• ALL manual steps were removed • InfoPath form and Nintex workflow• Resides in the Manager Toolbox, but also displays on the Employee

Portal• Integrated with the Requisition

Once requisition is approved, the position can post Two step process (post it; remove it)

• Flexibility as to how long it’s posted• Tasks to remind to do external posting process• Job Posting is manually moved into archive file when position is

closed• All locations/employees see the same things at the same time


FORM CONTINUES


Internal Posting – Old Process

• Paper Process• Manual Routing for approvals• 50/50 Chance it’s done or gets to HR


Internal Posting – New Process

• Online Form – can complete after reviewing the Post• InfoPath form and Nintex workflow; dynamic drop down values• Resides in the Manager toolbox; accessed in the employee portal

for completion• Workflow notification to manager to approve• Workflow notification to HR to approve• Workflow task reminders to update tracking database• Visible only to managers after completion• Online tracking of application status and retention


FORM CONTINUES

https://glovebox.carouselmotor.com/empportal/Pages/default.aspx


Wrap Up

• Glovebox was developed primarily with out of the box tools and Nintex Workflows

• Dramatic improvement in the efficiency of the requisition process• Removed ALL manual steps in the internal posting process• Improved the compliance in the internal application process

• Next steps: Building out a Training site Building out an Orientation site More team and project collaboration sites


Antje Lewald & JoAnne Pein


Evolution of a Team Site using OOTB Functionality


About IDeaS

• Revenue Management Software, Services, and Consulting• Serving the Hospitality Industry for over 20 years• 350 global users & part of SAS with 10,000+ global users

About the SFDC Steering Committee

• Group of cross-functional leaders• Accountable for ROI on enhancements• Owners of the Strategic Roadmap


Initial Challenges

Limited amount of time to plan

New SP Site Owners / New to SP

Vision had yet to be defined


Immediate Needs

• Collaboration among theSFDC Steering Committee (SFDC SC)

• Communication to the Organization

• Engagement of all SFDC users


First Steps in SharePoint

• Creation of “internal” SFDC SC site Document Library – no columns Links List – no columns Home Page with 2 web parts


Communication to the Organization

• Vision & Rhythm of Steering Committee

• Members

• Committee Structure


Communication in SP

• Creation of Public SFDC Site Welcome / Intro Please Engage


Communication in SP

• About Page IDeaS Needs / Our Response / Our Expectations SFDC SC Structure


Engage SFDC Users – Submitting a Business Case

• Challenges: Draft Template Saved on Internal (secured) site

• Decisions: Finalize Template Use SP vs. email for submission Provide detailed instructions Update Home Page to engage users


Engage SFDC Users – in SP

• Solution: Business Case Content Type

with attached template

Instructions “how to create / submit a business case”

Updated Home Page with links to submit a case


Adjustments along the way

• Metadata (part of the Content Type): Author Collaborators Case Status

• Library Views: Case Summary – by Status Submitted to SDFC SC – in Review

Keeping the Audiencein Mind!


Communicate Roadmap

• Challenges: Business Case Library in place, but no Case Roadmap list Some business cases were tracked prior to creation of Content

Type Tracked in Excel Spreadsheet No visibility

• Decisions: Import Excel Spreadsheet into SP and add task for cases

submitted in SP Display Time Line with 2015 approved cases Color-code time line (added stoplight later)


Communicate Roadmap in SP

• Color coded the timeline tasks

• Added timeline to home page

• Created New Roadmap page with legend and stoplight


OOTB Functionality Utilized

• Library & Metadata & Views• Content Type with attached Template• Alert on Business Case Library when case is submitted• Import Spreadsheet App• Task List with / without Time Line• Timeline Web Part (Content Rollup)• Wiki Pages (About Page, Case Roadmap with Legend)• Wiki Page Editing (Home Page with Table)


And the Evolution continues…

• Upcoming Needs: More fine-tuning of internal site - Project Breakout Display 2016 Roadmap Display status of cases

• Plan: More columns or separate library New 2016 page Pivot Charts with Excel Web Access Web Part (Business Data)


Last But Not Least

• Please Fill Out Evaluations• Drawings for Giveaways• Online Participants Eval

http://1drv.ms/1v2Ou8k

• Today’s Presenters:• Edith Young• Mary Houle• Barb Richison• Antje Lewald & JoAnne Plein

Thanks for coming!

