Many SharePoint professionals are in a unique position in that they deal with not only the people of the Organization but also the processes that make that organization run. This gives them a business perspective that most employees don’t have. Every operation is comprised of process systems, then individual processes and every process is comprised of a series of tasks or activities. In order for businesses to deliver a quality product or provide a wanted service, they must utilize a set of effective processes. Join i3solutions Linc Williams, as he reviews the concepts of a Business Process Analysis and how they can be applied to SharePoint. Gain insight into how collect, review and plan for real world processes in SharePoint allowing your people to work effectively and efficiently. Attendees will learn practical tips and techniques, such as: • An introduction to Business Processes • Workflow Vs. Business Processes • The 4 Steps of Business Process Mapping • Techniques on transforming Business Process to SharePoint Features and Functions • Introduction to a system to Map, Analyze and Document your process for use in SharePoint • Common Pitfalls to Avoid

1. Creating Business Processes in SharePoint Presenter : Linc Williams

2. About Linc

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6. What is a Business Process?

7. Business process reengineering (BPR) is an approach aiming at improvements by means of elevating efficiency and effectiveness of the business process that exist within and across organizations. The key to BPR is for organizations to look at their business processes from a "clean slate" perspective and determine how they can best construct these processes to improve how they conduct business Business Process Reengineering (BPR)

8. Buzz Words and More Buzz Words!

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14. Workflow A business process may have Any number of workflows

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16. What is a Process Map?

17. A GOOD PROCESS MAP

18. The Four Major Steps of Process Mapping Process

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20. Collect Real Information

21. Document the facts

22. Going About it

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24. The System

25. Do: Represents a value-added step in a production process. It adds value to the product by physically changing it in the direction of being completed Origination: used the first time information is entered on a document or system. This Symbol adds value to an Item by completing or partially completing it Origination Symbols help us to spot the numerous Items required to complete a transaction and often lead to major productivity improvement accompanied by proportional error reduction by reducing the number of times that information must be rewritten 1 st step: - Symbols

26. The Add/Alter Symbol is used any time information is added to or altered on an Item after the first entries. The Add/Alter Symbol and the Origination Symbol cover all of the times information is changed and thus, they cover all of the value-added steps associated with Items in an information process Handling Operations represent make ready and put away, loading and unloading and all sorts of activities that do not involve information change. It includes physical “paper shuffling” and “electronic paper shuffling” (i.e. keying through electronic documents, application screens, etc.) and there are usually more of these Symbols on charts than any other 1 st step: - Symbols

27. The Transportation Symbol represents movement from one work area to another. It is not used for small movements that occur within a work area. Its purpose is to show movements that take the Item to a work area that is physically separated, such that the employees are not in direct contact with each other as they work. These movements are often time-consuming and costly The Inspection Symbol represents checking the Item to see if it is “right”. The Inspection Symbol is not used when checking is limited to normal conscientious work. The purpose of this Symbol is to show tasks that are specifically checking the work for correctness 1 st step: - Symbols

28. The Storage/Delay Symbol represents time when nothing happens to the Item being charted. How small a period of time we choose to display on our charts is a matter of judgment. We should show occurrences of storage and delay that consume significant amounts of time and what is significant will vary for different processes

29. Collect Real Information

31. Analyze the Process

35. Determine the Metadata For each Step Define the Data that is collected or need to be acted upon Element Step Data Type Relation Notes 1 1 Last Name Text 1 to 1 2 First Name Text 1 to 1 3 Start Date Date 1 to 1 4 End Date Date 1 to 1 5 Location Text 1 to 1 6 Emergency Contact Number Text 1 to 1 7 Request Submission Date Date 1 to 1 8 Time Manger Reviewer ID 1 to 1 9 2 Date Actioned (Approved/Notified) Date 1 to 1 10 2 Request Status Choice 1 to 1 Approve Reject Under review (default) 11 2 Time Manager Comments Text 1 to 1 12 2 Time Avaible Number 1 to 1 13 3 Supervisor Reviewing ID 1 to 1 14 3 Date Actioned (Approved/Declined) Date 1 to 1 15 3 Request Status Choice 1 to 1 Approve Reject Under review (default) 16 3 Supervisor Comments Text 1 to 1 17 4 Empoyee ID 1 to 1 18 4 Start Date Date 1 to 1 19 4 End Date Date 1 to 1 20 4 Covering emplyee ID 1 to Many 21 4 Notes Text 1 to 1 22 5 To ID 1 to 1 Employee 23 5 From ID 1 to 1 Supervisor or Timesheet Manager 24 5 CC ID 1 to Many CC = Timesheet Manger and Supervisor 25 5 Subject Text 1 to 1 26 5 Body Text 1 to 1

36. Map SharePoint Features

37. Document It! Process Workflow Request Submission Manual entry of request into form that will populate the custom MOSS list Leave Requests Time Manager Review Initial manual review process for time manager to compare request to time available. Potential area for automation moving forward however the tools available would still require coding to fully automate this task. Supervisor Review Manual review by supervisor of request Update approved leave calendar Automated move of request item from leave request to approved calendar. SharePoint Designer provides a feature where moving items from one list to the other can be easily automated without the use of additional code. Notification E-Mail Automated notification of declined requests and assignment of tasks. This can be accomplished through the features in the SharePoint Designer workflow and MOSS. Notification of declined requests can be setup as an action result in SharePoint Designer so users are notified that their request has stopped and be provided the reason for its decline. MOSS support the notification of users assigned tasks through native functionality Task Processing Through the development of a Custom or SharePoint Designer workflow we can establish the tasks and roles associated with approving leave requests to allow users to initiate the workflow and have items routed to the appropriate reviewers and approvers.

38. What’s Next

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40. The first step is process identification