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Innovating SharePoint to Engage Your Employees and Improve Business Processes

Learn how to leverage SharePoint for document management, intranet features, workflows, reports, team management, and business process automation. Discover real-world examples and solutions to enhance collaboration and productivity.

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Innovating SharePoint to Engage Your Employees and Improve Business Processes

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  1. Innovating SharePoint to Engage Your Employees and Improve Business Processes Erin Glenn, SharePoint Solutions Architect Goodwill of Central and Coastal Virginia

  2. About Me

  3. What is SharePoint to You?

  4. What is SharePoint to You? • Document Management • Intranet – Forms, Corporate Calendar • Workflows – Approvals, Notifications • Reports & Business Intelligence • Team Management – Calendars, Documents • Project Management • Foundation for Business Process Automation

  5. SharePoint Maturity GCCVA’s Maturity July 2018 June 2012

  6. So… How Do We Mature?

  7. Spreadsheets Excel Spreadsheet SharePoint List • Difficulty with sorting & filtering • Color-coded columns • Merged data • Multiple sheets with same data • Data entry validation • Data entry data types • Views • Column/data types • Easier choice lists • Created by/Modified By data • Versioning • Can run workflows on data • Hey, export to Excel in the end!

  8. SpreadsheetExamples - Master Locations List

  9. OOTB Forms & Workflows Position Requisition Process to request that a position is open and needs to be published and filled Former State • Emails to Talent Acquisition to post a new position • Emails back and forth between recruiter and hiring manager during recruiting process Issues • Management and TA team not knowing stage of process for specific position • Other teams (IT) not being informed early enough in process • Missing and inaccurate data • Inability to supply metrics

  10. Position Requisition SOLUTION • InfoPath Form • SharePoint Designer Workflows • Sets Permissions • For Email Notifications • Forms Library with Views • Calculated Columns

  11. Position Requisition - Form

  12. Position Requisition - List

  13. Position Requisition - Workflows 1. Set Permission 2. New Submission 3. Status Changes

  14. Position Requisition - Workflows 1. Set Permission 2. New Submission 3. Status Changes

  15. Position Requisition - Workflows 1. Set Permission 2. New Submission 3. Status Changes

  16. Transactional Solution – OOTB Tools Logistics Tracking Application Description System to capture various activities of the Logistics/Transportation department, including trailer movements, daily bale creation, donation box pickups, trailer inspection reminders, etc. Former State • Started as tracking of trailer movement via spreadsheet Issues • No reporting • Difficult to find information • Data entry/validation

  17. Logistics Tracking Application SOLUTION • Intranet site devoted to Logistics • Daily data entry using Datasheet • SharePoint Designer Workflows • Inspection Due Dates • Driver License Expirations • Custom SQL Database • CodePlex SharePoint List Providers • SSIS > ETL Functions • Data Validation (using SharePoint email-enabled document library) • SSRS Reports

  18. Logistics Tracking Application – Spreadsheet

  19. Logistics Tracking Application – Data Entry

  20. Logistics Tracking Application – Reports

  21. Transactional Solution – OOTB Tools & SQL Learning Management System “Lite” Description System to provide descriptions of courses offered and when and mechanism to register and track attendance. Former State • Weekly emails of upcoming classes • Emails to Training from manager to register associate • Excel spreadsheet tracking registrations and attendance • Manually created Sign-In Sheets • Manually created completed certificates (Word) • For internal associates only • Tracking of Learning Hours was separate and manual process

  22. Learning Management System “Lite” Issues • No course catalog • No electronic calendar of classes • No self registration • Reporting of associates who attended class/year/per dept • Reporting of Learning Hours

  23. Learning Management System “Lite” SOLUTION • Intranet site devoted to Learning & Training • Online Course Catalog • Online Calendar of scheduled classes • Online Registration (InfoPath Form): Both internal associates and external clients (via CEC) • SharePoint Designer Workflows • For registration process (emails) • Automatic recording of Learning Hours when class was attended • Custom SQL Database • CodePlex SharePoint List Providers • SSIS > ETL Functions • SSRS Reports (for printing Sign-In Sheets, Certificates, Reports)

  24. Learning Management System “Lite” - Course Catalog

  25. Learning Management System “Lite” - Calendars

  26. Learning Management System “Lite” - Registration

  27. Learning Management System “Lite” - Registration Emails

  28. Learning Management System “Lite” - Instructors Page Opens a “Sign In Sheet” SSRS report Opens an “Update Attendance” view in Registrations list Opens a “Class Certificate” SSRS report

  29. Learning Management System “Lite” - SSRS Reports Class Registration/Sign In Sheet Class Certificate

  30. Learning Management System “Lite” - SSRS Reports Class Registration/Sign In Sheet Class Certificate Learning Hours

  31. Learning Management System “Lite” - SSRS Reports Class Registration/Sign In Sheet Class Certificate Learning Hours

  32. Learning Management System “Lite” - Workflows New Registration Registration Status Change Learning Hours

  33. Learning Management System “Lite” - Workflows New Registration Registration Status Change Learning Hours

  34. Learning Management System “Lite” - Workflows New Registration Registration Status Change Learning Hours

  35. Transactional Solution – Nintex & SQL Billing Application Description System to capture time spent with program participants who are funded via funding sources and provide automated reporting for billing and metrics. (Sources are invoiced on a monthly basis and are based on authorized and hours worked.) Former State • Started as multiple spreadsheets to track case load, hours worked, and requested/authorized hours for month • Billing reports were manually created as spreadsheets (not linked to other spreadsheets) Issues • Data entry/validation • No metrics

  36. Billing Application SOLUTION • Secured site for team • Tabbed app-like design • Custom SQL Database • Stored procedures • Data validations in procedures • History tables • Auditing on some tables • Nintex Forms & Workflows • SSRS Reports

  37. Billing Application – Application Interface

  38. Billing Application – SharePoint Lists • Lists • 15 Data Lists • 4 Lookup Lists (for choices fields) • Characteristics: • Views to check data used in workflow or to edit data (only in some lists) • IRM to delete items within 90 days Libraries (not shown) 1 Pages 1 SSRS Reports 1 Scripts (for tabs) 1 Images

  39. Billing Application – SQL ERD • Audits • Trigger driven (database function) • 6 Tables • History • Code via stored procedure (application function) • ~10 Tables

  40. Billing Application – Nintex Form Example SharePoint List lookup; 2 panels on top of each other with visibility set based on SharePoint group membership. Hidden fields take value from this field and put into common field. SQL Request control; pulls current data from a SQL view. Controls which fields appear in which panels (including Save/Cancel buttons in panels). Validations if field is empty and “Select Action” value. Button controls with JavaScript to open new page.

  41. Billing Application – Nintex Workflow Example On edit, not all fields are required, but all fields are passed in the stored procedure. Need to find current Funding Source if the EditFundingSource field is empty. Performs SQL Select and returns SQL ID of current Funding Source. SQL Stored Procedures either Create or Edit SQL records Participant Funding Source Enrollment Need to find the SQL ID of the Funding Source. Looks up to the Funding Source SharePoint list to return the SQL ID. Need to find SQL ID of Program Enrollment. Performs SQL Select and returns SQL ID of Program Enrollment. If the EditFundingSource field is not empty, sets variable to form value. Need to find current Funding Source Start Date if the EditStartDate field is empty. Performs SQL Select and returns current Funding Source Start Date. Sets field “CreatedFrom” in SharePoint. Runs stored procedure to create new record for Participant Funding Source Enrollment. If the EditStartDate field is not empty, sets variable to form value. If there is an error thrown from stored procedure, capture error in variable and send email with error. Runs stored procedure to edit record for Participant Funding Source Enrollment. Updates SharePoint list item with SQL ID of new record. If there is an error thrown from stored procedure, capture error in variable and send email with error.

  42. Billing Application – Reports • SQL Server Reporting Services • Reports are in folders with permissions, so you only see the reports which you have access

  43. Questions?

  44. Want to know more? • Need to catch me? • erin.glenn@verizon.net • erin.glenn@goodwillvirginia.org • Following me on Twitter? • @erinbglenn • Reading my blog? • www.erinbglenn.com • A member of your local SharePoint User Group? • www.richmondsharepoint.org • A member of your local Nintex User Group? • www.meetup.com/Nintex-RVA/ • Let’s connect… • www.linkedin.com/in/ebglenn

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