Driving processes with WSS3 - WordPress.com · 2001_MS_SharePoint Club 20.06 Imprimé le 03/06/2008...

12001_MS_SharePoint Club 20.06 Imprimé le 03/06/2008 13:57 1

L’esprit, la réflexion et l’action: les couleurs de vos succès!

Driving processes with WSS3SharePoint Club

June 4th 2008

www.blancconsultants.com

www.portail-sharepoint.com

www.formflow.ch

Philippe Blanc, [email protected]

Gilbert Nicolet, [email protected]

Melody Bacher, [email protected]

mailto:[email protected]




Add technological control!

Analysis and actions plan

Projects

Strategy

Dashboards

Processes

Evolution and IT

http://www.ucv.ch/communal/bas.asp

http://www.acw.admin.ch/

http://www.bussigny.ch/communal/bas.asp

http://www.eesp.ch/

http://www.martigny.ch/


1. Organise

Processes

Information and documents

Access to business applications

Balance scorecards and dashboards

2. Manage

Daily tasks

Continuous improvement

Operational processes

3. Share

Knowledge news and methodogies

Strategy, objectives and results

Improve your organisation


Corporate organisation modelCollaborative sites structure

Projects

Home

HRSales &

marketingR & D Operations

Projects

FI IT

Management

Projects

PMO


Processexamples

1. Basicinividualstructure

2. Standardprocesses, ISO,

ITIL,…

3.CollaborativeIntranet portals

4. Pro-activeWorkflows, …

Incidents, Problems

Changerequests

Validations and decisions

Progressreports

Hiringprocess

Document life cycles

Taskstracking

Processes management maturity…

What level of automation for my process?

Current stateTarget (future)


Case Study

Centre Patronal


Company factsheet

The Centre Patronal is a company whose purpose is to assist, inform and advise the persons in charge of the private economy.

180 Employees: lawyers, analysts, managers, accountants, …

Manage: more then 180 associations entrusting their secretariat, AVS, FIP, and other social institution, …

Promote: political actions, Vaud economy forum, professional associations

Form: training programs , workshops, conferences, ..

Advise: newsletters, legal publications, white papers

Offices in Lausanne and Bern


Basic

• Diagnostic and action plan (2004-2005)

Standard

• Processes redefinition, best practice implementation(2005-2006)

Collaborative

• Portal validation and installation (2006)

Pro-active

• Processes automation , FormFlows definition and implementation (2008)

Step by step… to process automation


In general

Pleasant working environement

Flat hierarchy structure, but highly bulk-headed

High autonomy but functions do not mix easily with each other

At process level

Processes exist, are described but not up-to-date

Many processes are not shared

Difficulties in knowledge transfer due to a lack of information availability

Poor document sharing (classification: individual methods apply)

Tasks are sometime performed twice…

Basic• Diagnostic and action plan


Service du personnelProjet X

Projet …

Publications

Accueil

Home Level 1 Level 2-3

Institutions sociales

Direction

Service juridique

Bureau de Berne EN ATTENTE

Politique générale

AVS

CAF

Service juridique

Comptabilité des associations

Associations Mandat X(sous-site)Mandat Y

(sous-site)Mandat …Comptabilité assoc.

Comptabilité du CP

Caisse de retraite

Perte de gain

Informatique / serv. générauxProjet X

Projet …

Informatique

Sites

Restricted sites

Secured sites

FormationFormation

Association

Direction

Standard• Processes definition and organization


Collaborative

• Portal : Information sharing across organization

View data from legacyapplications

(meeting rooms planningParking vacancy rate)

« weekly news»(Wiki site du personnel)

Menu


Site Publications

Publications fromLegal sites library

Publications fromGeneral policy sites library

Collaborative



Associations

POL JUR FORM

Publicationlibrary

Publicationlibrary

Publicationlibrary

All myactions

AggregationBTK

Actions list

Actions list

Actions list

POL JUR FORM

DataviewerBTK

Collaborative


http://srvbcfile01/sites/prod/organisation/Lists/ActionsNEW a/Mes actions actives.aspx





Sharing described processes

Ensuring the avalibility of up-to-date information

Site Associations

Collaborative



Pro-active

• Automation processes, Formflowsdefinition and implementation

Date/visa/signature from departments

Information circulation

Mandate numberattribution

Request

Procedures and forms are placed in SharePoint libraries, accessible to all, but remain nevertheless static. Paper forms are printed and passed from hand to hand


Native Sharepoint workflows

WSS (mainly 3 state approval)

MOSS (approval, collect feedback or signatures, disposition approval…)

SharePoint Designer

Wait/values, mails, create actions, change values, move record, …

Dedicated to one Sharepoint list

Visual Studio

Advanced programming (Windows Workflow Foundation)

Developper skills required

Can be deployed on lists

Infopath

Clever forms

Not really workflow

Licensing system or MOSS

How to automateSharePoint Workflows


Alternative solutions such as Captaris, Skelta, Nintex, MSi-Formflow, … which can (more or less) :

show different data at different workflow step,

change rights step by step,

show an occurences state view,

integrate/link to legacy applications data,

be deployed on many lists,

be run and started either from Sharepoint or simple web pages

We chose MSi-Formflow which a fair mix of workflow and dynamicforms

How to automateAlternative solutions …


Pro-active


Comptabilité des

associations

Comptabilité du CP

Secrétaire patronal

Step 1 Step 2 Step 4 Step 5Step 3 Step 6 Step 7 Step 8 Step 9

Création d’un mandat

Ouverture d’un mandat à

la comptabilité

Ouverture d’un mandat

au CP

Informations relatives aux contributions

Informations relatives aux cotisations

Informations complémentai

res

Informations relatives au réviseur des

comptes

Informations concernant

les membres

Validation du mandat

Validation du mandat


Integrated assistance and guidelinesDisplayed on the same page

Process to nextsteps

External DBAccess to external data

Pro-active



Mail alertsHyperlink to the actualformflow step

Contextual informationVisualisation of selectiveuseful information fulfilled during previonsflow steps

Pro-active



History follow-up (versioning)access to previous steps status

Pro-active



Follow-up report:Track form steps advance, open steps and actions

Printable electronicdocument (HTML) : - merge with Word- store in SharePoint library

Pro-active



SharePoint is a powerfull plateform to boost and drive processes

share, browse and find information

show on one page process data from a wide variety of sources

support corporate methodology

perform daily business (ie actions) pushing processes forward

access information through one unique and centralised interface

Workflows are ambitious ways to boost portals up to dynamicprocesses tools with more structure and self-explainedtechnology

ConclusionProcess challenges


Before technology, key issues are processes management!

Do they fit to business ?

Are they up-to-date ?

Are they described and coherent with other processes ?

Are they known and available ?

Are they optimised?

…

ConclusionProcess challenges


Thank you for your attention and participation

L’esprit, la réflexion et l’action: les couleurs de vos succès!

Driving processes with WSS3 - WordPress.com · 2001_MS_SharePoint Club 20.06 Imprimé le 03/06/2008...

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