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Building a SharePoint Forms Platform: Real World Considerations and Lessons

Building a SharePoint Forms Platform: Real World Considerations and Lessons. Martin Harris OBS. Martin Harris. Perth based Principal Consultant with martin.harris@obs.com.au Microsoft Collaboration Platform V-TSP b-maharr@microsoft.com http ://SharePointRepairJoint.blogspot.com.au. Agenda.

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Building a SharePoint Forms Platform: Real World Considerations and Lessons

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  1. Building a SharePoint Forms Platform:Real World Considerations and Lessons Martin HarrisOBS

  2. Martin Harris Perth based Principal Consultant with martin.harris@obs.com.au Microsoft Collaboration Platform V-TSP b-maharr@microsoft.com http://SharePointRepairJoint.blogspot.com.au

  3. Agenda Business Problems and Drivers System Architecture and Design Development Demonstration Outcomes and Lessons Next Steps

  4. Business Problems WA Government Department, ~1600 users Existing eForms solution (3 Form Types) End of Life Difficult and costly to maintain Physical Forms (est. 200 processes) No Governance Business Processes inconsistent and siloed Physical Form movement is inefficient and error prone “To whom should I give this Form now?” “Where is my Form right now?” “Who is holding up the approval of my Form?” “Who has been involved in this Form?”

  5. Business Drivers Forms Platform Business Process Automation Scalable and extensible for future growth Reusable common components Consistency across multiple Directorates, many Forms Simplicity User Experience Consistency Support and Maintenance Modernisation Data Interfaces Improve business process transparency and auditability Electronic approval process efficiencies Technology

  6. Technology Selection

  7. Technology Selection SharePoint 2013 Modern online Platform Single Sign On Active Directory integration – Staff Register Search Mobility Document Management Future Workload capabilities Nintex Workflow Usability Browser based Drag and Drop Lazy Approval Nintex Forms Usability Browser based Drag and Drop

  8. User Experience Design Simplicity Consistency Familiarity Branding Consolidated Dashboard Terminology Data Validation Data Presentation User Assistance

  9. demonstration eForms PlatformSystem Overview

  10. Form Development Client Functionality Extensible - JavaScript, jQuery, SPServices Common Framework Performance Validation Save vs. Submit CSS Presentation / Functionality Service Layer Custom RESTful Web Services Callable from anywhere

  11. Form Lifecycle Standardise as much as possible Allow Flexibility for business processes Simple, consistent terminology and transitions

  12. Workflow Design Component reuse User Defined Actions (UDAs) Encapsulation Reduce complex business rules into easy maintainable and usable elements Approval process

  13. Who should approve my Form? Positional Org Structure • Alesco • Active Directory Delegated Authority Leave

  14. UDAs Select Approver

  15. UDAs Form Approval Task

  16. Workflow Design

  17. demonstration Form submission and Workflow

  18. System Integration Alesco Employees, Positions User Profiles Custom Lists Oracle General Ledger codes, Delegations of Authority data Managed Metadata Term Sets Custom Lists Active Directory Multiple User Profile Synchronisation Connections

  19. Deployment Deploy early, deploy often! Repeatable through automation PowerShell – includes client side options Nintex APIs Portability of elements Environment specific data Build scripts become maintenance scripts

  20. Outcomes Recently released to Business Immediate reporting benefits Email approvals from mobile devices 100% Cust. Sat. Multiple extensions underway Departmental consolidation initiated

  21. Lessons Usability is King Pay attention to detail on the simple stuff Value and Cost of Customisation Point of best value Know your product! OOTB, configurations, extensions, customisations. Success is 20% Tech, 80% People Project Stakeholders Project Execution and Risk Management Change Management Support and Maintenance Assume Nothing! Product ‘Quirks’ Integration data cleanliness Connectivity

  22. It’s deployed, can we go home now? Change Management Training User Communication User Adoption Governance Strategy  Plan  Policies and Guidelines Ownership of multi-Directorate business system Ownership of multi-workload SharePoint system Benefits Realisation Business Process Baseline and Measurement System Reporting User Feedback Support, Maintenance, Enhancement

  23. Questions / Comments martin.harris@obs.com.au http://SharePointRepairJoint.blogspot.com

  24. Thanks! Remember to submit your feedback so you go in the draw to win prizes at the end of the day

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