3. Agenda and Logistics
Agenda Logistics
What’s in it for you? In Session
Overview of the Questions welcome!
SharePoint Maturity If you’re tweeting / live
Model and the BPM blogging, consider including:
#SPMaturity
Competency
@SPTechCon
Detail & case studies @weekstweets
What Next? @sadalit
Upcoming Events Post-Session
Contact Info Please fill out your
evaluation
BUSINESS PROCESS MANAGEMENT
4. What’s In It For You?
In the Session
Understand SharePoint’s potential for Business Process
Management, and how you’re using it
Benchmark against others via data and case studies
Back at Work
Share your results
Build the organization’s strategic roadmap for BPM
Gain a quantitative sense of progress by re-evaluating each year.
Contribute to a data model that will help answer larger questions
about where organizations are in their SP maturity by industry,
number of years of use, etc.
BUSINESS PROCESS MANAGEMENT
5. better employee
higher levels of customer service
productivity
ent SLAs reduction in operational costs competi
improved cycle time efficiency gains faster
consistent SLAs
better employee productivity improved visibility
competitive advantage faster time to market paperless offic
proved cost per transaction
improved business performance
BUSINESS PROCESS MANAGEMENT
6. Business Process Maturity
Linked business activities with a defined trigger and outcome, standardized by SharePoint and/or custom
automated workflow processes. Areas of focus include data (unstructured/structured), workflow, user security
/ roles, reporting and analytics, tracking / auditing, process modeling and simulation, and process optimization.
Power users can edit existing workflows to adapt
500 them to changing business needs. Users leverage
data from BPM to optimize process, balance work
across workloads. Business processes extend to
external users.
Workflow is a component of SP-based composite
400 applications with connectivity to LOB systems. Users
have access to process analytics and audit trails.
Collaboration happens around a work process.
---------- customization may occur ----------
Process is considered as a whole, rather than as automating
300 functional tasks . SharePoint is becoming the BP platform, w/the
introduction of 3rd party BPM tool to support more complex
business rules.
Business processes are designed; some custom, departmental “no-code”
200 workflows (SP Designer, Visio, or third-party tool) may be implemented to
handle simple business rules (decision-based routing). .
100
Business process is loosely defined. Out of the box SharePoint workflows (approval, collect
feedback) leveraged sporadically. A doclib or list provides a central base of operations. Any
workflow is document- vs. application-centric.
6
8. Who Should Care…
Executive Business
Architect
Manager Analyst
Business
Strategy
Developer
Supervisor
Reviewer IT Manager
Processor Data Entry
Researcher
BUSINESS PROCESS MANAGEMENT
12. Add-on apps for SharePoint?
Top 6 answers…
Workflow/BPM 43%
Search/Analytics 30%
Back-up support 30%
Data migration tools 26%
Security and rights management 24%
Archiving (long-term retention of content) 18%
0% 10% 20% 30% 40% 50%
#SPTechCon
BUSINESS PROCESS MANAGEMENT
13. Level 100
• Business process is loosely defined.
• Out of the box SharePoint workflows
(approval, collect feedback) leveraged
sporadically.
• A doclib or list provides a central base of
operations.
• Any workflow is document- vs.
application-centric.
BUSINESS PROCESS MANAGEMENT
18. Level 100
People Individual
Effort Simple / self-service
Change Infrequent
Technology Think Doc Lib
Strategy Personal / tactical
Roadblocks Awareness / education
BUSINESS PROCESS MANAGEMENT
19. Level 200
Business processes are designed;
some custom, departmental “nocode”
workflows (SP Designer, Visio,
or third-party tool) may be
implemented to handle simple
business rules (decision-based
routing).
BUSINESS PROCESS MANAGEMENT
20. Level 200
Dilbert
say hello to
Alice
BUSINESS PROCESS MANAGEMENT
21. Level 200
knowledge worker
sharepoint
administrator
BUSINESS PROCESS MANAGEMENT
24. Level 200
People SharePoint Pros
Effort Designed, not coded
Change Infrequent
Technology SP Designer, Visio, 3rd party
Strategy Use SharePoint more
Roadblocks The Rules? Process? Owner?
BUSINESS PROCESS MANAGEMENT
25. Level 300
• Process is considered as a whole, rather
than as automating functional tasks.
• Transition from procedural document
workflow to orchestration of dynamic
business process.
• SharePoint is becoming the BP
platform, w/the introduction of 3rd party
BPM tool to support more complex business
rules.
BUSINESS PROCESS MANAGEMENT
26. BPM: Loan Processing Example
Customer What is
Reroute Account Info happening
Loans? in my dept?
Capture
Docs?
Loan Application Loan Application Processor Underwriter Approved?
is scanned and is in SharePoint reviews loan reviews loan
indexed Book Loan
Rejected?
Notify
Customer
Manual Tasks:
Other Automate Review docs in file
Call client for add’l info
Docs? Tasks? Prepare Good Faith Estimate
Underwrite loan
Prepare loan for closing
BUSINESS PROCESS MANAGEMENT
27. Level 300
Meet the 130 knowledge workers
BUSINESS PROCESS MANAGEMENT
28. Level 300
Alice
he’s
Dogbert
say hello to
Wally
BUSINESS PROCESS MANAGEMENT
29. Level 300
sharepoint
administrator
business
process
analyst
sharepoint
developer
BUSINESS PROCESS MANAGEMENT
34. Level 300
People Specialized
Effort Holistic
Change Hitting the wall
Technology Don’t call it SharePoint
Strategy Streamline business
Roadblocks Process with the most value?
Cross-departmental agreement?
BUSINESS PROCESS MANAGEMENT
35. Level 400
• Workflow is a component of SPbased
composite applications with connectivity
to LOB systems.
• Users have access to process analytics
and audit trails.
• Collaboration happens in the context of
a work item as part of a
dynamic, nonlinear business process
(the “case”).
BUSINESS PROCESS MANAGEMENT
36. Level 400
Meet the 130 knowledge workers
BUSINESS PROCESS MANAGEMENT
37. Level 400
knowledge worker
introducing
The Boss
BUSINESS PROCESS MANAGEMENT
43. Level 400
People Cross-functional
Effort Orchestrated
Change Real-time
Technology Multi-dimensional
Strategy Agile
Roadblocks Integration capabilities?
What metrics needed to
run the business?
BUSINESS PROCESS MANAGEMENT
44. Level 500
• Power users can edit existing workflows to
adapt them to changing business needs on
the fly.
• Users leverage data from BPM to optimize
process, simulate on real data, clear
bottlenecks, balance work across workloads.
• Users have visibility into the process and
can provide feedback to process
improvements.
• Business processes extend to external
users.
BUSINESS PROCESS MANAGEMENT
48. Level 500
People Cross-boundary
Effort Orchestrated socially
Change Dynamic
Technology Extreme visibility
Strategy Transformational
Roadblocks Prioritization, Business Pain
BUSINESS PROCESS MANAGEMENT
49. What Next?
Take the full assessment SharePoint-based process
and case management
http://bit.ly/BPM_SP
Find our slides at: http://slidesha.re/BPM_SPTechCon
BUSINESS PROCESS MANAGEMENT
50. Contact Us
Sadie Van Buren Derek E. Weeks
@sadalit @weekstweets
svanburen@bluemetal.com dweeks@opentext.com
56
BUSINESS PROCESS MANAGEMENT
Maturing Your Business Processes in SharePointSadie Van Buren and Derek WeeksIn order to bring your SharePoint implementation to a greater level of maturity, your organization’s business processes are a critical consideration – from the technical as well as human perspective. Feedback from SharePoint community members indicates that the biggest factor that drives SharePoint maturity upwards is the evaluation of business processes and the automation of workflows. This session will take the audience through the Business Process Competency of the SharePoint Maturity Model, present case studies on each level of business process maturity, and share the latest survey results about how companies are using SharePoint for their business processes. Guidance on how companies can transition to the next level of maturity will be offered. Templates for self-assessment will be provided to all attendees.Level: IntermediateAudience: Architecture Essentials,Line of Business EssentialsIntroductionWhy do Business Process MatterWho does it matter to?Poll the Audience + Share Survey Results -- How many are using SharePoint workflows?Customer Story: (1) XXX uses basic workflow , (3) Nissan Uses Advanced BPMThe Maturity ModelIntroduce the model, its importance to the audience and their companiesDefine the Level 100 - 500Poll the Audience + Share Survey Results – What level are you?Poll the Audience + Share Survey Results -- How many are using SharePoint workflows?Discuss SharePoint as an Application vs. SharePoint as a PlatformA closer look at each levelDescribe Level 100Visual Tour >> Meet Jenny – Level 100…..Review and Approve PresentationPros and Cons of this levelDescribe Level 200Visual Tour >> Meet Jenny and Bryan – Level 200…..Time off RequestPros and Cons of this levelDescribe Level 300Two paths: Custom Development or Application PlatformsVisual Tour >> Meet Jenny, Bryan, Tom – Level 300……Process a LoanPoll the Audience + Share Survey Results -- How many are developing custom workflow applications?Pros and Cons of this levelDescribe Level 400Visual Tour >> Meet Jenny, Bryan, Tom, and Jane – Level 400……Monitor the Workforce, Unstructured ProcessesPoll the Audience + Share Survey Results -- How many have mission-critical content in SharePoint?Poll the Audience + Share Survey Results -- Connecting SharePoint to legacy systems?Pros and Cons of this levelDescribe Level 500Visual Tour >> Meet Jenny and her colleagues – Level 500……Social BPM and Workforce AllocationPros and Cons of this levelNext StepsEvaluate process maturity with the templatesDefine the problem you are solving and the roles you need to involveExplore your options in the exhibit area and in the community
We gained an understanding of BPM users by observing their habits and listening to their stories. We looked beyond the application to understand their latent and unmet needs. Organizations have a diverse set of users including developers, executives, processors and end customers. The new system should connect these individual users and facilitate their ability to work towards a common goal.Focus on what we have learned from our clients to date about how work gets done:Understand who they are and what they doUnderstand the business outcomes they participate in, manage, track, or supportUnderstand the interactions/collaboration between people, process, and documentsStart with an understanding of who is doing the work, emphasizing people before processThen understand how work is being done, emphasizing actions and interactions over understanding how work movesAddress user needs to enable efficiency and foster job satisfaction, rather than automating how work moves
Move to later in the deck.DW – importance of workflow & BPM within SP.
Jenny needs to submit an expense report to her manager. No need to access external systems, everything lives w/in SP, totally OOB.ProsBusiness Users Can Create ThemConsBusiness users can create themNo version control
Dilbert ProsBusiness Users Can Create ThemConsBusiness users can create themNo version control
ProsBusiness Users Can Create ThemConsBusiness users can create themNo version control
Common Approval Scenario
How are each of these affected in the org?Effort – the effort and skills to implement a workflow out of the box with SharePoint is minimal. Often created ad-hoc by any individual with the proper training.People – Anyone with the proper training in the organization can implement the workflow. Can be anyone with technical or business background.Change – These workflows might require a change once or twice a year. The are generally driven by personnel changes, or slight changes to the approval process or routing requirements. No coding required. Leveraged sporadically.Technology – SharePoint out of the box. SharePoint is the platform. Document-centric. Entire workflow lives within SharePoint. Strategy – SharePoint is a intelligent space for content management.
Approve Press Release or Whitepaper
Process – Customizing workflows (assign item to approve, assign item for feedback, add a comment, declare record, look up manager). Parallel steps. Example processes might be “Coordinate approval of a press release”, “submit marketing plan for review”, “review and provide input on a modeled business process”Effort – Processes are designed.People – Users cannot help themselves - End user will have to rely on SharePoint Admin / Analyst. SharePoint Admin will design the workflow in SPD or using 3rd party tool. Change – Changes require a request into IT, but some power users might be able to adjust the process if given access to 3rd party tools or SPD. The process may need to be changed monthly as projects or people change, or the process is reused elsewhere in the business.Technology – SharePoint Designer or 3rd party tool or Visual Studio. InfoPath forms might be designed to support the process. SharePoint is the platform. Continues to be document-centric. Entire workflow lives within SharePoint; no external system or application calls are being used.