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Understanding SharePoint 2010 Workflow and the Value of K2. Eric Schaffer K2 Technical Partner Manager eric@K2.com. How do people use SharePoint today? What does “Simple Workflow” really mean SharePoint Workflow Features and K2 Value Demo

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understanding sharepoint 2010 workflow and the value of k2

Understanding SharePoint 2010 Workflow and the Value of K2

Eric Schaffer

K2 Technical Partner Manager

eric@K2.com

slide2
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
slide3

Collaborative document routing and tracking

  • Example: A marketing policy review
  • TYPICAL K2 + SHAREPOINT USAGE SCENARIOS
  • 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.
  • Example: Employee Performance Management, Issue tracking , Helpdesk, SharePoint site provisioning application

Website or Document Publishing Workflows

Forms-based collaborative processes

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
slide4
Solution Example

“I have a simple workflow”

“I want to reuse…”

“I need skills based routing”

Submitter

“I want to escalate on working hours”

Review and Approvals

Rework

Capabilities

SPD Workflows

OOB Workflows

WF Workflows

List Forms (InfoPath)

Documents

.NET Development

Notification

Effort

slide5
Solution Example

“I have a simple workflow”

“I have a simple business process”

“I want to update our finance system…”

“I want to delegate parts of my work…”

Submitter

“I want to audit and report on my process…”

Review and Approvals

Rework

Capabilities

WF Workflows

.NET Development

List Forms (InfoPath)

Documents

Sites

BCS

Search

InfoPath

ASP.NET

Records

Web Services & WCF

Reporting & BI

Notification

Notification

Effort

slide6
Our process is simple on paper

Job Requisition Process

Start

Cash flow is tight…Inform me when the CAPEX Budget has been exceeded…

Job code entered?

Yes/No

Escalate after 8 working hours

HR Director

Out of Office redirect

  • Hiring Input Form
  • Phone/Desk/Chair
  • AD/Email/SF/MOSS
  • Payroll/ERP
  • Business Cards

COO

CEO/CFO

Exec

Mgt

Approval

Hiring

Mgr Input

Approved

Declined

Processed

End

  • IT
  • AD/Email
  • SalesForce.com
  • MOSS 2007
  • Laptop
  • Facilities
  • Desk
  • Phone
  • Chair
  • Finance
  • Payroll
  • ERP - Expense Claim
  • Marketing
  • Business Cards
  • Press Release

IT

Facilities

Finance

Marketing

Processed

Processed

Processed

Processed

  • Internal announcement
  • Send Welcome Pack
  • Corporate calendar
  • Notify Stakeholders

Completed

CAPEX Process

slide7

Forms

Information

Our simple process is difficult to automate

  • Offer Letter,
  • Start
  • Exec Approval
  • Hiring Manager
  • IT, Facilities, Fin, Marketing
  • Name, Position
  • Salary, Start Date
  • Hiring Manager, Job Code
  • E-mail, Employee Nr

Actions

Time

Cost

  • Start New Process
  • Approved
  • Declined
  • More Info
  • Processed

Effort

Skill

People

Policies

  • New Employee
  • HR, HR Director
  • Hiring Manager
  • CEO, CFO, COO
  • IT, HR, Fin, Marketing
  • 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
slide8

It is not just about routing documents

  • Using 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.”- PilamRajatanavin, 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
slide10
End User Process Design
  • Design Time Experience Comparison (Not Feature Comparison)

SharePoint

K2

slide11
Non-Developer Process Design
  • Design Time Experience Comparison (Not Feature Comparison)

SharePoint

K2

slide12
Developer Process Design
  • Design Time Experience Comparison (Not Feature Comparison)

SharePoint

K2

slide14
Cross Environment Deployment

SharePoint

K2

Dev

Test

Prod

Dev

Test

Prod

Rebuild for Each Environment

Build once and Deploy

slide15
InfoPath Form Versioning
  • What’s not new in SharePoint 2010 workflow

SharePoint

K2

No Form Versioning

Form Versioning

Ver 3

Ver 3

Ver 1

Ver 2

Ver 1

Ver 2

Ver 3

Ver 1

Ver 2

Ver 3

slide16
Error Management

SharePoint

K2

  • Error Handling Options
    • Delete and restart
  • Error Handling Options
    • Retry Step
    • Delete
    • Move Forward
    • Move Back
    • Error Repair
    • Version Migration
slide17
Task lists
  • What’s not new in SharePoint 2010 workflow

SharePoint

K2

Task list per site

Unified Task List

Site A

Site B

Site C

Site A

Site B

Site C

slide18
Mobile Task Lists

SharePoint

K2

slide19
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……
slide21

What the business wants…

START

More Info

needed

Approval

Approved

Declined

slide22
Visio representation of workflow

Log to History List

Compare Data Source

Compare Data Source

Compare Data Source

Compare Data Source

Compare Data Source

Compare Data Source

Compare Data Source

Log to History List

Log to History List

Log to History List

Log to History List

Log to History List

Send An Email

Assign item for Approval

Assign item for Approval

Send An Email

Assign item for Approval

Rework Step

Validate: Completed

Yes/No

Approval Step

Validate: Approved

Yes/No

Rework Step

Validate: Canceled

Yes/No

Approval Step

Validate: Approved

Yes/No

Approval Step

Validate: Declined

Yes/No

Approval Step

Validate: Rework

Yes/No

Log to History List

No

No

No

Approval Step

Validate: Declined

Yes/No

Yes

Yes

No

Yes

No

Yes

Yes

Yes

Yes

No

No

slide24

Log Workflow Started to the history list

Then Assign Approval Process task on Current Item to Bob

If Variable:TaskOutcomeequalsApproved

Email Workflow Context:Initiator

Log Workflow Approved to the history list

Else if Variable:TaskOutcomeequalsDeclined

Email Workflow Context:Initiator

Log Workflow Declined to the history list

Else if Variable:TaskOutcomeequalsRework

Log Rework Requested by Approver to the history list

Then Assign Approval Process task on Current Item to Workflow Context:Initiator

If Variable:TaskOutcome1equalsCancel

Log Workflow Canceled by Initiator

Else if Variable:TaskOutcome1equalsCompleted

Then Assign Approval Process task on Current Item to Bob

If Variable:TaskOutcome2equalsApproved

Log Workflow Approved to the history list

Else if Variable:TaskOutcome2equalsDeclined

Log Workflow Declined to the history list

  • Creating a Basic Approval workflow with SPD
slide25
Basic approval workflow

What the business asked for

START

More Info

needed

Approval

Approved

Declined

slide27

DEMO

DEMO

slide28
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