good. better. best. - sharepointlandia
DESCRIPTION
Learn how a common business process, HR Onboarding and Training, can be automated by SharePoint to various degrees of complexity. We will explore the common challenges associated with onboarding and training to identify success metrics that prove the value of SharePoint solutions. We will compare 3 solutions with increasing costs and benefits to determine the best value for the business. See how an iterative improvement approach can also minimize risk and build confidence with team members and stakeholders.TRANSCRIPT
@davidsamoranski
Good. Better. Best.
David Samoranski
Director, Western Region
twitter @davidsamoranski
david.samoranski @robbinsgioia.com
@davidsamoranski
Session Summary
Onboarding Analysis Prioritization Agile
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ONBOARDING
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What is Onboarding?
Relationships Knowledge
Skills Behavior
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Common Challenges
Time Cost
Consistency Outcome
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Process Modeling
Participants Steps
Decisions Metrics
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Process Modeling 101
Work Time
Cycle Time
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Explore Pain
Data Documents
Processes Interviews
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Problem Identification Template
ID What is the problem?Who is
affected?
Where does it
occur?
When does it
happen?
Why does it
exist?
1
New employees frequently do not have the access or tools they need to be productive on their first day/week/month.
Organization,department, manager, employee
HR, IT, Legal After hiring process is complete
Inconsistent process and materials
2
Loss of information due to high turnover in HR/IT and lack of process or governance
Organization,HR & IT,Employee
HR, IT As the onboarding process is being executed
Ad-hoc process with little guidance for
3
Time intensive process to create all necessary accounts,procure hardware & software, and deliver training
Organization,HR, IT, & Legal, employee
HR, IT, Legal During the onboarding process
Manual process with tedious and time consuming activities
4Even less rigor around termination and closing accounts/saving business data
Organization,HR, IT, & Legal
HR, IT, Legal After termination of employment
Out of sight, out of mind
5No visibility into process status when being executed
Managers,Stakeholders
HR, IT, Legal During the onboarding process
No mechanism in place to capture or present data
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Identify Alternatives
Content Workflow
Integration Reporting
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Solution Identification Template
ID What is the solution? Who is affected?Where does
it occur?
When does it
happen?
Why is it an
improvement?
1Execute standardized process by using task list/template
Organization, HR, IT, & Legal, employee
HR, IT, & Legal Onboarding process execution
Consistent process
2Create site to manage process and communicate status
Organization, HR, IT, & Legal, Managers, Stakeholders
IT Onboardingprocess execution
Enhancedcommunication and visibility
3Deliver training materials online
Organization, HR, IT, & Legal, Managers, Stakeholders
HR, Legal Onboardingprocess execution
Reduces work time for HR and Legal associates
4
Create automated scripts for account access/setup
Organization, HR, IT, & Legal, Managers, Stakeholders
IT Onboardingprocess execution
Reduce work time for ITassociates
5
Create workflow to automate task notifications and status updates
Organization, HR, IT, & Legal, Managers, Stakeholders
HR, IT, & Legal Onboarding process execution
Improve governance and task management
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ANALYSIS
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Analyze Alternatives
Today Tomorrow
Cost Benefit
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Solution Analysis Template
ID Solution Value Complexity
1Execute standardized process by using task list/template 3 1
2Create site to manage process and communicate status 3 1
3Deliver training materials online
2 2
4Create automated scripts for account access/setup
2 3
5Create workflow to automate task notifications and status updates 1 2
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Detailed Complexity Analysis
ID Solution Implementation Training Support External Complexity
1Execute standardized process by using task list/template
1 2 1 0 3
2Create site to manage process and communicate status
1 2 1 0 4
3Deliver training materials online 3 1 2 0 6
4Create automated scripts for account access/setup 3 1 2 3 9
5
Create workflow to automate task notifications and status updates
2 1 2 0 5
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Detailed Value Analysis
ID Solution Urgency Scale Impact Reuse Value
1Execute standardized process by using task list/template 3 3 2 0 8
2Create site to manage process and communicate status 3 3 2 0 8
3Deliver training materials online
2 3 3 1 9
4Create automated scripts for account access/setup 2 3 3 0 8
5
Create workflow to automate task notifications and status updates 2 3 3 1 9
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PRIORITIZATION
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Value vs Complexity
Today Tomorrow
Cost Benefit
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Prioritization Matrix
Deliver training
materials online
Create automated scripts for
account access/setup
Execute standardized
process by using task
list/template
Create site to manage
process and communicate
status
Co
mp
lex
ity
Low 1
High
High 3
Low
3
2
2
1
Value
Create workflow to automate
task notifications and status
updates
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Low Hanging Fruit
Sites & Pages Lists & Libraries
Web Parts Columns & Views
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Vision for the Future
Pain Opportunity
Problems Solutions
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Solution Roadmap
Review and Refine Taxonomy
Procure and Install Hardware/Software
Design Information Architecture (Controlled Vocabulary and Taxonomy)
Design Mockups and Wireframes
Create Graphic Standards Guide
Design Master Pages and CSS
Design Site Templates
Implement Controlled Vocabulary and Taxonomy
Configure Production Farm
Configure DR Environment
Develop Internal Training Materials (Visitor, Member, and Content Owner)
Document Governance and Content Migration Plan Migrate Intranet Content
Continuously Gather Feedback, Prioritize Suggestions for Improvements, and Provide Visibility into the Status of the Program
Train Administrators and Developers
Evaluate System for Release
Document Backup/Recovery Plan
Document Disaster Recovery Plan
Provision Sites
Build Site Collections
Search Configuration (Search Center, keywords, best bets)
Customize Sites
Deliver Internal Training
Weekly Tactical Team Meetings and Monthly Strategy Team Meetings
Implement Backup/Recovery Plan
Implement Disaster Recovery Plan
Development in Pilot Environment Configure Test and Dev Farms
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AGILE
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Iterative Improvement
Build Review
Repeat Feedback
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Sprints
Iterative
Responsive
Image courtesy of SSW
http://rules.ssw.com.au/Management/RulesToBetterScrumUsingTFS/Pages/ScrumVisualImage.aspx
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Building Momentum
Content Search
Integration Reporting
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Adoption
Make it Easy! Connect the Dots
Current Needs Future Possibilities
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THANK YOU!