Workflow and Forms Services for People-Driven Process Management

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1 Workflow and Forms Services for People-Driven Process Management AuraTech Pte Ltd 30 Robinson Road, #04-01B Robinson Towers, Singapore PH:

2 Call AuraTech for a free Demo of SharePoint Call AuraTech for a free Analysis on how SharePoint can enhance your operations AuraTech Pte Ltd 30 Robinson Road, #04-01B Robinson Towers, Singapore PH:

3 People Drive Business Outcomes Develop Customer Relationships Drive Innovation Improve Operations Build Partner Connections 2

4 A New World of Work Trends One world of business Always on, always connected Transparent organization Cost pressure Role of Software Simplify how people work together Find information and improve business insight Help protect and manage content Reduce IT costs and improve security 3

5 Business Productivity Infrastructure Streamline the way people do business with 2007 Office system Unified Communications and Collaboration Business Intelligence Enterprise Content Management Enterprise Search Workflow Forms Office Business Application Services Business Data Catalog Extensible UI Open XML File Formats Website And Security Framework Secure, Well-Managed Infrastructure 11

6 Productivity Challenges People want: To be connected to business processes and discontinue executing tasks in an ad-hoc manner Data input, collection tools and standards for capturing information needed in process execution IT wants: A simple solution for automating common, critical, information centric business processes A single platform for enabling a broad set of employees, partners and customers to participate in the collaborative business processes of an organization

7 Extending Business Processes Capabilities to All Employees Enable People Ready Processes through Workflow Simplify Human Interaction through Usability Connect People, Process, and Information Increase IT Manageability and Efficiency Integrate and Extend BPM Solutions

8 Focus on People at the Core of Business Processes Broad participation of information workers of formal processes Empower business users to manage end-to-end process SharePoint user experience provides simplified process management Shift from -Driven to Task-Driven Processes Reduce the amount of disconnected and duplicated work Execute tasks within the context of a larger business process without loosing the ability of ad-hoc process changes Ensure that the right people are involved in business processes at the right time Streamline Content-centric Business Processes Robust, built-in workflows for enabling common business process Customize and configure workflows for targeted business processes Develop new workflow solutions leveraging the existing platform investments

9 Reduced Reliance on IT to create workflows Automate common document processes using out-of-the-box workflows Customize workflows using SharePoint Designer or Visual Studio Track workflow modifications with versioning Easily Report on Workflows Access reports from a designated SharePoint list View a personalized to-do list with tasks from all in progress workflows Customize reporting to fit organizational needs Simple Administration Solution deployment to distribute workflows Delegate simple administration tasks to Power Users No additional client side software needed for workflow execution

10 Simplify Data Collection Use InfoPath forms for data capture and validation Fill out forms in a common browser Collect important metadata elements using the Document Information Panel Simplify Workflow Participation Initiate workflows within office applications and SharePoint Execute process tasks directly within outlook Automate workflow initiation to ease user burden and increase corporate compliance Simplify Process Management and Monitoring Track the status of workflows to see outstanding tasks Modify workflows even as a workflow is in progress Analyze processes to identify bottlenecks and assess group or individual performance

11 Enhance and Extend Workflows and Forms Build custom workflows leveraging the Workflow Foundation Platform Integrate external business data into InfoPath forms Customize the Document Information Panel to include data validation and other business logic Integrate Forms and BPM capabilities into composite applications Leverage Other Microsoft Capabilities Integrate with BizTalk for BPM solutions requiring more transactional processing Embed business processes within role-based portals to drive adoption Leverage MOSS Business Intelligence capabilities for workflow analysis and reporting (Business Activity Monitoring) Enable Interoperability with 3 rd Party Tools Integrate with specialized BPM tools, i.e., process modeling and business activity monitoring Integrate with Line of Business and custom transactional applications to extend BPM capabilities

12 Document Approval Employee On-Boarding Product Live Cycle Management processes A People_Ready Process is the solution to a business Process process problem Improvements leveraging various technologies Personal like workflow And Automation and forms within Office and Productivity SharePoint.

13 People_Ready Processes Collaborative Processes within the 2007 Office System Provide document centric workflow as an integrated part of the Office experience Empower information workers with common workflow solutions and activities out of the box Empowers organizations to build workflow applications using the full functionality of the broader platform Visio: Visually describe and model the business process Outlook: Receive notifications and track tasks SharePoint Designer Create and customize workflows Word, PowerPoint, Excel, InfoPath: Start/participate within SharePoint workflow

14 Who are the people involved? 14 Microsoft Confidential.

15 # of process instances Level of predefined structure Types of Workflows and Tools used Low LOB Apps Purchase orders Opportunity to Cash* Product lifecycle mgmt* * Provided via partner applications. High Custom Document and Forms Processes Document Driven Spec Review Weekly Status Report Publishing/Archiving Form Driven Service Requests Asset Tracking New Employee On-Boarding High Attachments Routing and Approval Review Approval Signature collection East Asian workflow Document Routing and Approval Processes Office Server Features List Moderation Publishing Process Document Archiving Low 15 Microsoft Confidential.

16 Office Workflow Platform Desktop Client Workflow UI integration with Office SharePoint Server Start workflows Interact with workflows Collaboration Server Built in workflow templates Workflow monitoring Workflow UI integration with Office client Platform Deploy and Execute custom workflows Windows Workflow Foundation

17 Office Workflow Design Tools Desktop Client Collaboration Server Platform Windows Workflow Foundation 17 Microsoft Confidential.

18 The Role of Visio Designing and Analyzing Processes Most widely used application for designing process Bridges the gap between Process Business Owners and IT Process Implementers Diagrams are the common language Broad user base means familiarity and ease-of-use Extensive shapes/stencils allows easy end to end process documentation S-S, H-S, H-H Single diagram showing end-to-end complex processes, including simple document workflows Connect processes with underlying data to analyze and optimize Easily connect to SharePoint lists, Excel, Access, SQL or other OLEDB Refresh data in diagrams automatically Visio Data Overlay ability allows process information to be shown in context Easy to understand trends and exceptions for process improvement Users are Business Analysts and Business Process Owners

19 The Role of InfoPath Forms Services 85% of workflows use forms as the primary end user UI Forms are used for: Gathering Information Configuring workflows Out-of-the box workflow templates use Infopath designed browser based forms Add your own workflow templates with your own forms. Starting Workflows Completing tasks Users are everyone using, interacting or designing workflows

20 The Role of InfoPath Forms Services The right form for the right task Use forms to gather information which initiates a workflow. Browser based form that starts a process Use workflow forms to add and configure a workflow. Form to interact with workflow Use forms to manage document meta data and related workflow status. Form to configure workflow settings Form based document information panel to manage meta data Use workflow forms to complete tasks or interact with a workflow.

21 The Role of SharePoint Designer Workflow Design made easy Customize SharePoint Sites Design Page Layouts for Web Content Management [MOSS only] Design and Create Workflows Build Workflow enabled Composite SharePoint Apps Users are Business IT and DEV

22 The Role of Visual Studio Leverage Windows Workflow Foundation (WF) Design complex workflows Use the WF SDK and it s graphical workflow designer Develop and deploy your own workflow templates Extend the available out-of-the-box workflows available to your SharePoint users Extend WF with your own custom activities Develop custom activities reusable in SharePoint Designer Users are Developers

23 Adding workflows to libraries

24 Adding workflows to libraries Running Workflows Add new Workflow Workflow Settings Select Workflow Template

25 Configuring workflow Select list for workflow history Provide workflow name Configure workflow startup options

26 Configuring workflow continued Pick participants and provide a quick message Define how workflow is completed or configure workflow tasks Specify due date and allowed time

27 Demo: New Employee On-Boarding Workflow Fill out New Employee Form Deliver New Employee Welcome Package Owner: Manager Owner: HR Staff Choices Create and Deliver Needs Pass/Alarm Key Yes Pass Code & Alarm Key Owner: Security No Setup Needs Office Yes Office Owner: Admin No Select and Deliver Needs Computer Yes New Computer Owner: IT Staff No Approve/Change/Reject New Computer Owner: Manager Yes Needs Approval No New Employee

28 Initiate Workflow via Form Start new workflow by opening new form Switch view and submit Enter data into form

29 Workflow Tasks and Forms Workflow tasks assigned to user Complete task via workflow form

30 Workflow Status and History Review workflow information and task status Review workflow history

31 Workflow Reports Review workflow reports Activity duration report Cancelation and error report

32 Visual Studio Graphical Workflow Designer Zoom out to see entire workflow Drag and drop SharePoint Workflow Activities Configure Properties for Activities

33 Create Workflow with SharePoint Designer Attach workflow to a library Setup and conditions configure for start options Create new individual workflow steps workflow

34 Setup Conditions and configure Activities Define message and select To: users via workflow lookup Setup actions for a workflow step like send an 34 Microsoft Confidential.

35 Validate Workflow and Publish to Server Complete workflow design and publish to SharePoint Server 35 Microsoft Confidential.

36 AuraTech Pte Ltd 30 Robinson Road, #04-01B Robinson Towers, Singapore PH:

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