Mapping a Business Process Amber Roberts Sr. Legal Analyst Gavilon June 13, 2015

Background  SharePoint since 2008  Power User  Business User  Evangelist  Self-proclaimed Geek

Getting Prepared  Whiteboarding Session (at least 1 hour)  Business SMEs must be included  Large whiteboard preferred  Multiple colored markers

Whiteboarding Process  Include the entire process for one area  Doesn’t mean that you’ll then translate the entire process all at once  Need a holistic view in order to  See where inefficiencies might be  Not paint yourself into a corner for future expansion  Go for quick wins with minimal work and then build out

Whiteboarding Process Cont.  The key is to map the current process and the way things are NOW  Next, identify what an efficient, pie-in-the- sky process looks like with all the bells and whistles  Then figure out the components needed and what is realistic to expect for functionality, timing, cost, etc.

Business Scenario You are working with the Accounts Payable team which receives invoices and supporting documentation by , Fax, Mail and retrieving documents directly from counterparty websites. One of the biggest complaints is that no one sends enough information in order to be able to process the invoices without further research or contact with other departments.

Business Scenario Cont. The team receives an invoice, adds the proper coding (which is needed from the department that submitted the invoice), inputs data into Oracle, makes sure it is approved for payment by the appropriate people (done via in Outlook), triggers the system to pay the amount, files the documents (hardcopy and electronic copy) and then destroys them (hardcopy only) after 7 years when the retention period is expired.

Problems/Inefficiencies?

Let’s MAP THIS!  Inputs  Process  Outputs  Security  Retention  Reporting  Components  Columns

Need:  Lists/libraries in order to run workflows  Content Type(s) for lists/libraries  Columns for Content Types  Terms in Term Store for MM Columns  Term Store to add Terms to  Site for lists/libraries  Site collection for site  Views for webparts  Webparts/apps for dashboard pages

Whiteboarding Process Cont.  Map out the process  Identify the components of the process and map those to SharePoint functionality and building blocks  Identify what part of the process to start with and the components needed  List/Library  Columns  Content Types  Terms

Columns  What columns are needed for list/library?  Are any of those MM or Choice?  If MM, have the terms been created in the Term Store?  If Choice, have the choices been identified?  Are there any fields that can be defaulted

Start Building!  Extra components may become visible after you start building:  Workflow variables  Form logic

THANK YOU! 