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Copyright © 2013 Mark E. Vogt, Netrix LLC. All rights reserved. ONE SOURCE. INFINITE SOLUTIONS. SharePoint-Powered Project Management Insights & Innovations.

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Presentation on theme: "Copyright © 2013 Mark E. Vogt, Netrix LLC. All rights reserved. ONE SOURCE. INFINITE SOLUTIONS. SharePoint-Powered Project Management Insights & Innovations."— Presentation transcript:

1 Copyright © 2013 Mark E. Vogt, Netrix LLC. All rights reserved. ONE SOURCE. INFINITE SOLUTIONS. SharePoint-Powered Project Management Insights & Innovations on Process Modeling

2 Copyright © 2013 Mark E. Vogt, Netrix LLC. All rights reserved. ONE SOURCE. INFINITE SOLUTIONS. About Netrix LLC… Netrix makes it ALL work together Netrix provides: Cage-to-Cloud Infrastructure Desktop-to-Mobile Applications Carrier-to-Endpoint Communications Network-to-Application Security Tailored/Custom Business Solutions Engineering Expertise to Design, Deploy and Manage ALL of your needs Why Customers Choose Netrix for SharePoint Solutions: More than 30 cumulative years of hands-on SharePoint experience More than 70 cumulative years of IT & Business Solutions experience in leadership Comprehensive capabilities from analysis through implementation & support Focus on customer satisfaction and service excellence The Netrix Guarantee

3 Copyright © 2013 Mark E. Vogt, Netrix LLC. All rights reserved. ONE SOURCE. INFINITE SOLUTIONS. About the Presenter… Mark E. Vogt Principal Architect, SharePoint Practice, Netrix LLC. Engineering (Aerospace, Robotics) background BS Aerospace – U of MN IT MS (ABT) Mechanical Engineering/Robotics – U of MN IT MS Computer Science & Applied Mathematics (Control Systems) – IIT Diverse Career Path Professor Engineer Developer/Architect Manager Consultant Inventor Alternating betwixt consulting & management by fear of boredom Driven into Project Management by aggravation Drawn into SharePoint by its revelation, simplicity & power Inventing & Fly Fishing every other waking minute

4 Copyright © 2013 Mark E. Vogt, Netrix LLC. All rights reserved. ONE SOURCE. INFINITE SOLUTIONS. Subliminal Messages Imminent…

5 Copyright © 2013 Mark E. Vogt, Netrix LLC. All rights reserved. ONE SOURCE. INFINITE SOLUTIONS. There is NO SharePoint KILLER APP There has never been a SharePoint KILLER APP… There will never be a SharePoint KILLER APP… There ARE SharePoint KILLER PRACTICES 1.SharePoint-Powered Project Management – by EVERYONE 2.SharePoint-Powered Process Management – by EVERYONE 3.Distributed & Delegated Solution Development – by EVERYONE 4.SharePoint-Powered Task Management – by EVERYONE SharePoint is NOT the pet of IT SharePoint IS the workshop of the BUSINESS Subliminal Messages… YOU DIDNT SEE THIS SLIDE…

6 Copyright © 2013 Mark E. Vogt, Netrix LLC. All rights reserved. ONE SOURCE. INFINITE SOLUTIONS. Embrace The Hoard More Subliminal Messages… YOU DIDNT SEE THIS SLIDE EITHER… TEACH them… they become ALLIES! Official IT… Dark/Rogue/Ninja/Hidden IT… THINK about THAT… (your hidden IT resource) TRIPLE your effective DEV Staff…

7 Copyright © 2013 Mark E. Vogt, Netrix LLC. All rights reserved. ONE SOURCE. INFINITE SOLUTIONS. DISTRIBUTE development More Subliminal Messages… TO LOOK AT THIS MEANS DEATH!... Official IT… Dark/Rogue/Ninja/Hidden IT… THINK about THAT… TRIPLE your effective DEV Staff…

8 Copyright © 2013 Mark E. Vogt, Netrix LLC. All rights reserved. ONE SOURCE. INFINITE SOLUTIONS. COVER theory… Understand that modeling is different from automating DIFFERENTIATE Process Automation vs Process Management Automation; UNDERSTAND a bit about State Machine Workflows (smWFs) and their value; UNDERSTAND various metaphors for modeling business processes; EXAMINE practices… EXPLORE composite State Machine Workflows to automate complex processes; EXPLORE advantages of modeling process-as-content type; EXAMINE the Big Picture - a complex process modeled using the above innovations; EXPLORE a workaround for scheduled-workflows via built-in timer jobs; IN GENERAL… SHARE some insights about deriving ROI from SharePoint; DISCUSS (and Discuss and Discuss…) Session Goals…

9 Copyright © 2013 Mark E. Vogt, Netrix LLC. All rights reserved. ONE SOURCE. INFINITE SOLUTIONS. Power Users Designers Developers Intended Audience… Official IT… Dark/Rogue/Ninja/Hidden IT…

10 Copyright © 2013 Mark E. Vogt, Netrix LLC. All rights reserved. ONE SOURCE. INFINITE SOLUTIONS. 2012: Contracted to work in a challenging environment: Large telecomm company with own standalone consulting firm Massive Program: -$67 M -2 years -987 locations concurrent projects at any moment regularly-churning project staff -Each project executing numerous complex, constantly-changing processes -highly-constrained production environment (sandboxed solutions only) -Complex Business (Technical) Processes needed to be modeled & automated: -Simply – no VS solutions -Adaptively – could change/evolve (typically grow more complex) at any time -Intuitively as possible to participating project teams (just tell me what to do) -Inheritably by a client-side staff of SharePoint novices Situation Overview…

11 Copyright © 2013 Mark E. Vogt, Netrix LLC. All rights reserved. ONE SOURCE. INFINITE SOLUTIONS. Process Modeling How best to model (metaphor) a given process What process-centric properties & values to include What helper properties & values to include Process Automating How best to automate a given process Types of Workflows to use (sequential vs state machine) Where to use workflows How to use workflows Fundamentals: Process Automation involves… Process Modeling is NOT Process Automating…

12 Copyright © 2013 Mark E. Vogt, Netrix LLC. All rights reserved. ONE SOURCE. INFINITE SOLUTIONS. Business Process Automation Genuine automation not always possible – at least not 100% eg: CREATE document, SURVEY location, ORDER equipment, INSTALL equipment, etc Business Process Management Automation (instructing people what to do) Always possible – even up to 100% Often manifests as well-defined tasks sent as s (simple!) Often completely achievable with SPD (codeless) Workflows! Workload can be distributed across even client-side resources (see subliminal messages) Reality: Most organizations dont want to replace people performing tasks Most organizations do want people performing tasks…better Business Process Management Automation can enable this! Reduces Process Ambiguity (who does what, when, how) Increases Process Efficiency (how fast each step occurs) INSIGHT: We werent automating the processes… Business Process Management Automation is a powerful enterprise strategy…

13 Copyright © 2013 Mark E. Vogt, Netrix LLC. All rights reserved. ONE SOURCE. INFINITE SOLUTIONS. Workflow: A sequence of connected steps where each step follows without delay or gap and ends just before the subsequent step may begin. It is a depiction of a sequence of operations, declared as work of a person or group. Understanding Processes vs Workflows… Workflows are (typically) the building blocks of processes… Process: A collection of related, structured activities or tasks that produce a specific service or product (serve a particular goal) for a particular customer or customers.

14 Copyright © 2013 Mark E. Vogt, Netrix LLC. All rights reserved. ONE SOURCE. INFINITE SOLUTIONS. In general, a state machine is any device that stores the status of something at a given time and can operate on input to change the status and/or cause an action or output to take place for any given change. In practice state machines are used to develop and describe specific program interactions. To summarize, a state machine is: An initial state of set of states; A set of possible input events; A set of new states that result from the input; A set of actions or output events that result from a new state; A function that maps states and inputs to states & outputs; (called a state transition function) Understanding State Machines… Processes & State Machines have a lot in common…

15 Copyright © 2013 Mark E. Vogt, Netrix LLC. All rights reserved. ONE SOURCE. INFINITE SOLUTIONS. IMAGINE several smaller component Workflows all contribute to become a larger composite State Machine model for a key business process: Simpler for clients (and developers) to understand; Simpler to code; Often breaks down into lots of WHEN DO coding Surprisingly easy & intuitive for client-side to staff to share in this type of coding ! Sets the stage for progressive automated/manual process management ! Start with very little automated management Progressively automate more & more of the process management a piece at a time Re-usable component workflows (each involved in NUMEROUS processes) State Machine-Automated Processes… The key lies in figuring out an elegant way to model process states…

16 Copyright © 2013 Mark E. Vogt, Netrix LLC. All rights reserved. ONE SOURCE. INFINITE SOLUTIONS. Tying the model of the process to a single document isnt realistic What if a given process involves multiple documents? The Process needs to be SEPARATE from any particular DOCUMENT(S) Many WF examples (even intuition) repeatedly reinforce WRONG model The DOCUMENT is NOT The PROCESS The Process is The Process… and merely involves document(s) So… what IS a better (best?) metaphor for a Process? INSIGHT: Process-as-Document isnt realistic…

17 Copyright © 2013 Mark E. Vogt, Netrix LLC. All rights reserved. ONE SOURCE. INFINITE SOLUTIONS. Processes are really (often) bundles of properties representing states Bundle of Properties is really just saying Content Type Content Types can store these process states as columns The Process itself becomes an abstraction (template) Instances of processes can be manifested as individual list items (One does not execute a process; one executes an instance of a process) Each list item (process instance) is always explicitly visible Entire list of items (process instances) becomes (literally) a dashboard Large number of states – modeling complex processes - becomes easy! Each column persists its current state while process is dormant! Can readily intermingle manual & automated state changes (people can manually override state changes when needed ) INSIGHT: Process-as-Content Type is realistic… process-as-content-type is a superior metaphor for modeling processes…

18 Copyright © 2013 Mark E. Vogt, Netrix LLC. All rights reserved. ONE SOURCE. INFINITE SOLUTIONS. INSIGHT: Each process has own content type… System Item Title [single line text] ABCItem ABCProjectItem Project Name [single line text] Client [single line text] Practice Area [single line text] ABCProjectSummary ABCProjectGoal ABCProjectProcess Description [multi-line; brief description of specific instance of process…] Priority [A B C] OverallCondition [Green, Yellow, Red] OverallState [Started, Pending, Completed, Deferred, Cancelled] Overall%Complete [0% - 100% in 10% increments] Notes [multi-line; ongoing journal of changes, etc in specific instance of process…] ABCProjectProcess001 Criteria State [Unmet, Met] Criteria State [Unsatisfied, Satisfied] Deliverable State [Started, Pending, Completed, Deferred, Cancelled] Deliverable State [Started, Pending, Completed, Deferred, Cancelled] Milestone State [Unreached, Reached] Milestone State [Unreached, Reached] Milestone State [Unreached, Reached] ABCProjectProcess002 Criteria State [Unmet, Met] Milestone State [Unreached, Reached] Deliverable State [Started, Pending, Completed, Deferred, Cancelled] … Processes then are sets of properties each of which has a final or done state… LEGEND: Content Type Column Name Column Value

19 Copyright © 2013 Mark E. Vogt, Netrix LLC. All rights reserved. ONE SOURCE. INFINITE SOLUTIONS. DONT model process-as-document (or document-as-process) - often leads to constraints! DO model process-as-content type derived from Item – not Document Can have multiple statuses representing stages, conditions, etc for completion Can have multiple documents associated with a given process instance Can include multiple criteria, component statuses, milestones – whatever defines the process! Multiple events all over site collection trigger multiple (small) WFs but update single process instance (This is essentially a (composite) State Machine Workflow – the grail thought not possible in SPD!) Information about each process instance is explicit & visible rather than hidden inside SharePoint Processes list literally becomes a dashboard into the overall status of the processes DO create MULTIPLE Process content types – one for every process required by a project! MORE INSIGHTS: Process-as-Content Type… Lets apply all this to a real-life complex process…

20 Copyright © 2013 Mark E. Vogt, Netrix LLC. All rights reserved. ONE SOURCE. INFINITE SOLUTIONS. Many of the project processes involving preparing & updating individual portions/sections of many types of deliverable documents as shown here… Some of these documents (spreadsheets) easily contained MB of data!... Many documents had their own set of individual preparation workflows, with document-specific statuses representing phase gates for that workflow… … but the overall migration process wasnt complete until ALL the documents were completed and reviewed and accepted!... THAT is The Process… Real-Life: single process – numerous documents…

21 Copyright © 2013 Mark E. Vogt, Netrix LLC. All rights reserved. ONE SOURCE. INFINITE SOLUTIONS. OBSERVATION: Modeling status columns as choice-type or lookup-type doesnt really matter for overall process modeling & automation… Real-life: Numerous types of statuses…

22 Copyright © 2013 Mark E. Vogt, Netrix LLC. All rights reserved. ONE SOURCE. INFINITE SOLUTIONS. Real-Life: Migration process instances in a list… …with a bit of simple jQuery for styling = DASHBOARD !!!.cellRed { background-color: Red;}.cellYellow { background-color: Yellow;}.cellGreen { background-color: Lime;} $(document).ready(function() { // SELECT all table cells with specific CSS class unique to list items… $('.ms-cellstyle.ms-vb2').each(function() { var colText = $(this).text(); // TEST actual value in cell, and append colorizing CSS as appropriate… if (colText == 'Green') {$(this).addClass("cellGreen"); } else if (colText == 'Yellow') {$(this).addClass("cellYellow"); } else if (colText == 'Red') {$(this).addClass("cellRed"); } });

23 Copyright © 2013 Mark E. Vogt, Netrix LLC. All rights reserved. ONE SOURCE. INFINITE SOLUTIONS. INSIGHTS: Modeling (real) Business Processes… Envision your larger processes as being comprised of multiple individual workflows which – for this process – happen to all work in symphony to execute an instance of that process. Think in terms of smaller, simpler (easier to code & inherit) Workflows Think in terms of automating the management of the process Think tell the right people what to do, how and when Think in terms of DEFINING & ASSIGNING TASKS Make things as simple as sending ed instructions (from task lists) Examples:

24 Copyright © 2013 Mark E. Vogt, Netrix LLC. All rights reserved. ONE SOURCE. INFINITE SOLUTIONS. Workers can get lost in the weeds of individual deliverables and the workflow surrounding them that they LOSE sight of the larger, over-arching process itself. SPEND time actually DEFINING The OVERALL Process DIFFERENTIATE the individual composite WFs from The Process !!! What Happened to Us: Design Document Tab1 (there were 26) as process… INCOMPLETE & UNnatural Design Document itself as process… INCOMPLETE & UNnatural Deliverable XYZ as process… INCOMPLETE & UNnatural LocationABCMigration (20+ docs plus actual work) as process… COMPLETE & natural Design Document Prep as WF of Migration Processs… natural & intuitive Deliverable XYZ Prep as WF of Migration Process… natural & intuitive … Actual Equipment Work as WF of Migration Process…natural & intuitive … and all the while every key milestone/critiera/condition is visible in the Process Dashboard INSIGHT: Sometimes The Process gets missed… IDENTIFY The (actual) Process… and everything starts to come together…

25 Copyright © 2013 Mark E. Vogt, Netrix LLC. All rights reserved. ONE SOURCE. INFINITE SOLUTIONS. Each swim lane represents a separate event-driven Workflow Columns represents different changes (in value) of several process property states (Submittal Status, Deliverable Status, Review Status, Archive Status) EXAMPLE: A Real-Life Business Process Lets see how to tackle modeling & automating this with our new insights…

26 Copyright © 2013 Mark E. Vogt, Netrix LLC. All rights reserved. ONE SOURCE. INFINITE SOLUTIONS. Each sub-process becomes its own instruction-sending workflow (simple!) Each component workflow regularly updates a property in the larger process INSIGHT: Divide & Conquer…

27 Copyright © 2013 Mark E. Vogt, Netrix LLC. All rights reserved. ONE SOURCE. INFINITE SOLUTIONS. The Big Picture… Process-as-item metaphor enables Composite State Machine Workflow Projects involving repeated, complex processes can be readily tracked Complex processes can be automated in smaller, re-usable WFs Management of complex processes can be partially or fully automated Human intervention (override of process values) is possible, even natural & trivial ! Numerous people can feed these items (unlike MPP files) concurrently Numerous documents (deliverables) can be involved in a single complex (realistic) process Numerous stages can be readily tracked Numerous criteria for completion can be readily & intuitively tracked Process-as-Content Types looks complex, but is surprisingly INHERITABLE! Task Workflows Document Workflows Process Workflow(s) ed Instructions EVENT-driven WF SCHEDULED WF

28 Copyright © 2013 Mark E. Vogt, Netrix LLC. All rights reserved. ONE SOURCE. INFINITE SOLUTIONS. Workaround: Scheduled WFs via built-in Timer Jobs… Process Management Automation typically requires 2 types of workflows: 1.Event-Triggered – WFs triggered by events occurring on a single item/document: Item or Document Created Item or Document (properties or content) Changed 2.Scheduled – WFs triggered regardless of an event occurred (scheduled tasks) Typically SPD Workflows (Declarative) can only be triggered when an item is created and/or changed. Triggering SPD Workflows to run on a scheduled basis requires a custom timer job CHALLENGE: Sometimes custom timer jobs are NOT always possible Organization doesnt have development capability Organization policy prohibits deployment of custom timer jobs into PROD farm Useful Workaround: Leverage the nightly timer job already built-into the Information Management Feature! Create a Retention Stage which repeats a selected WF daily, starting immediately after creation … With both event-triggered and scheduled WFs, much is possible…

29 Copyright © 2013 Mark E. Vogt, Netrix LLC. All rights reserved. ONE SOURCE. INFINITE SOLUTIONS. Seek IMPROVEMENTS in overall efficiencies Seek EXCELLENCE – this is achievable DEFINE Excellent in terms of SLA metrics on a process EXPECT BPMA to always be a MIXTURE of manual & automation STARTS as more manual process… EVOLVES toward more & more automation… When you arrive at Excellent – STOP – and move on to next process! INSIGHT: STOP Seeking Perfection…

30 Copyright © 2013 Mark E. Vogt, Netrix LLC. All rights reserved. ONE SOURCE. INFINITE SOLUTIONS. To schedule this free presentation at your company… Mark E. Vogt, Principal Architect business personal cell: (630) blog: markvogt.vogtland.ws WATCH for 2 new books by Mark Vogt: SharePoint-Powered Project Management: A BluePrint & Playbook (available on Amazon.com Summer 2013) Sayings of The Wise Consultant (available on Amazon.com Summer 2013) Discussion…

31 Copyright © 2013 Mark E. Vogt, Netrix LLC. All rights reserved. ONE SOURCE. INFINITE SOLUTIONS. …and lastly... GO BLACKHAWKS !!!


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