Process Improvement

using

SharePoint WorkflowsCONNECT THE CLICK POINTS

Focus onPart I Improving Process

Part II Building Workflow

Part III Managing Throughput

Focus on

Improving

Process

Use SharePoint for Process Improvement

SharePoint is a great place to store information and documents, but it’s

complicated. Sometimes folks don’t notice where to click or when to click.

Processes break down when someone doesn’t click in the right place or at

the right time to do his part of the job so the next person in line doesn’t get

the hand-off.

So a SharePoint workflow is the perfect way to connect the click points

helping each person play his role in the process.

A Process

Improvement Story --with elements of truth

The Promises

New Customer Order

The Problem…s

Insiders opportunity

1. Define the Problem

3. Improve the picture

4. Improve the Process

2. Picture the process

1. Define the problem:

Open an Investigation

Why did the

-- Installer get the wrong date

-- Bill ask for the amount wrong

Figure out what happened

Wrong Install Date

Because

The install schedule

was copied from the

order before the order

was changed.

Process participants were in data silos,

looking at different versions of the order.

Billing was wrong

Because

The order was entered

twice and customer was

billed for both orders.

2. Picture the Process

During the investigation

meet one on one

watch as they do their work

ask questions & solicit support

measure the process

build a team

Measure the process

How many items finish each hour, day, week?

How regular is the flow?

Which item took the longest to complete the process?

How long did that item take?

Which item completed the process fastest?

How long did that item take?

Which sub-process takes the longest?

How long does an item wait in a given state?

Improve the picture

Add two data flows to confirm

the order with the customer

Add a data flow to send the

install date to the dispatcher

Add two data flows to update

the schedule after install

Add a data flow to confirm

the install with the billing dept.

So far we’ve 1. Defined the Problem

2. Pictured the process 3. Improved the picture

Process participants were in data silos looking at different versions of the order.

Now it’s time to

1. Meet with the team you built during the investigation

2. Share the before and after process pictures and measurements

3. Write a charter to improve the process

4. Build a workflow to implement new data flows smoothly

5. Implement the process with the team

4. Improve the Process

Focus on

Building

Workflow offers Service

The workflow creates

a robot butler for

each new item

passing one person’s

work onto another

person until the job is

complete.

Decompose - Build - Deploy

From Data Flow To three Work Flows

One on the order list

One on the install schedule

One on the Invoice

Choose a workflow type.

A LIST workflow is created on a single SharePoint List.

A SITE workflow works on Content Types on a single site.

A GLOBAL workflow works on Content Types in a Site Collection.

A workflow can be made into an APPLICATION

An APPLICATION can run inside a workflow , or many workflows.

A workflow can access outside data stores through an APPLICATION

Define a workflow for each data store

LIST WORKFLOWOn SharePoint Order List

SITE WORKFLOWOn Calendar Content Type

APPLICATIONTo Billing System outside SharePoint

one definition >>> many instances

Workflow Definition

- Pattern of Instructions

- with versions

- with variables

- run by MS workflow

engine

Workflow Instance

Copy of the Instructions

Rides along with a list item

has data unique to that item.

Is unchanged after launch.

Build a workflow definition using

Datapolis Process System

Open Datapolis Process System on

the list tab of the Orders List

A state/action diagram is natural

for building a workflow definition

state

Action

Think of a state as a pile of paper

An Action is dispatching a robot

with a single sheet of paper taking

it to a new pile … on someone

else’s desk.

Activities are the robot’s

to-do list– before

delivery

Create a state action diagram for

each workflow.

Why use two types of Diagrams?

The Data Flow Diagram

high level

Theoretical – universal

many data stores

traces data movement

Shows us what needs to be done

The State Action Diagram low level

Transformative - unique to Datapolis

Runs on one list, library, or content type

but can read and write to others

Defines actions done by a person and

activities done by the system

Defines how the system works

Sample Workflow on Orders List

Build a workflow for pre-install contact

And another for the post-install contact

Notice the timer.

Package workflows as

APPLICATIONS

A workflow for each data store

Install Confirmation

Install request

Packaged as an application

Notice the timer.

Apps will appear in the upper right

Use an application inside other

workflows…

To use an app in a workflow, drag

and drop it on a state.

Open a new designer to define

activities for each action.

Define activities for each action line

Click the action line then

Click the activities button

Drag and drop pre-built activities in

the order you want them performd.

Activities can do most anything.

Focus on

management

Order Workflow with Roles

Role of the Sales Team

Role of Customer Service

Once implemented each order, has it’s own

instance of the workflow, acting as a butler to

courier the order from one user to another.

User chooses an action for each item.

View list items by Workflow State

See the history of each instance.

Measure the process more easily

now How many items finish each hour, day, week?

How regular is the flow?

Which item took the longest to complete the process?

How long did that item take?

Which item completed the process fastest?

How long did that item take?

Which sub-process takes the longest?

How long does an item wait in a given state?

Datapolis Solutions Management

Configure logging

Manage multiple processes from a

single repository

Accounting

Human Resources

SalesHelpdesk

Export statistics from the

administration area.

Questions ??