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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. 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

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  1. Understanding SharePoint 2010 Workflow and the Value of K2 Eric Schaffer K2 Technical Partner Manager eric@K2.com

  2. 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

  3. 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

  4. 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

  5. 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

  6. 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

  7. 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

  8. 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

  9. What’s available in SharePoint 2010 Workflow?

  10. End User Process Design • Design Time Experience Comparison (Not Feature Comparison) SharePoint K2

  11. Non-Developer Process Design • Design Time Experience Comparison (Not Feature Comparison) SharePoint K2

  12. Developer Process Design • Design Time Experience Comparison (Not Feature Comparison) SharePoint K2

  13. Reporting Experience SharePoint K2

  14. Cross Environment Deployment SharePoint K2 Dev Test Prod Dev Test Prod Rebuild for Each Environment Build once and Deploy

  15. 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

  16. Error Management SharePoint K2 • Error Handling Options • Delete and restart • Error Handling Options • Retry Step • Delete • Move Forward • Move Back • Error Repair • Version Migration

  17. 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

  18. Mobile Task Lists SharePoint K2

  19. 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……

  20. Putting it to use

  21. What the business wants… START More Info needed Approval Approved Declined

  22. 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

  23. Model the process in Visio

  24. 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

  25. Basic approval workflow What the business asked for START More Info needed Approval Approved Declined

  26. K2 Approach

  27. DEMO DEMO

  28. 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

  29. http://partners.k2.com/marketingtools.aspx • Want More?

  30. Q/A

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