Understanding SharePoint 2010 Workflow
and the Value of K2
PRESENTED BY: ERIC SCHAFFER
K2 TECHNICAL PARTNER MANAGER
ERIC@K2.COM
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AGENDA
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How do people use SharePoint today?
What does “Simple Workflow” really mean
SharePoint Workflow Features and K2 Value
Demo
• SharePoint Workflow using Visio + SharePoint Designer
• K2 Designer for SharePoint
• Summary
• Q/A
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TYPICAL K2 + SHAREPOINT USAGE SCENARIOS
Collaborative
document
routing and
tracking
• Example: A marketing policy review
Forms-based
collaborative
processes
• Example: Employee Performance Management,
Issue tracking , Helpdesk, SharePoint site
provisioning application
Website or
Document
Publishing
Workflows
• Example: Marketing website gathers information
on competitive products. The information is
approved on a review site before being published
and released to the sales team.
Enterprise
Content
Management
• Example : A Case Management solution
• Records management, Claims
Management and processing
Businesscritical
process
applications
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• Example: End to end
Employee onboarding /
offboarding, Vendor
Management
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SOLUTION EXAMPLE
“I have a simple workflow”
“I want to reuse…”
“I need skills based routing”
“I want to escalate on working hours”
Submitter
Capabilities
.NET Development
Review and
Approvals
Rework
WF Workflows
List Forms (InfoPath)
SPD Workflows
Notification
Documents
OOB Workflows
Effort
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SOLUTION EXAMPLE
“I have a simple workflow
business”process”
Submitter
“I want to update our finance system…”
“I want to delegate parts of my work…”
“I want to audit and report on my process…”
Review and
Approvals
ASP.NET
Web Services
& WCF
.NET Development
Reporting & BI
WF Workflows
Capabilities
InfoPath
Sites
List Forms (InfoPath)
Documents
BCS
Search
Rework
Notification
Records
Notification
Effort
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OUR PROCESS IS SIMPLE ON PAPER
Job Requisition Process
Start
Cash flow is
tight…Inform
me when the
CAPEX Budget
has been
exceeded…
HR Director
Job code entered?
Yes/No
Escalate after 8 working hours
Out of Office redirect
Hiring Input Form
•Phone/Desk/Chair
•AD/Email/SF/MOSS
•Payroll/ERP
•Business Cards
COO
CEO/CFO
Exec
Mgt
Approval
Hiring
Mgr Input
Approved
Declined
Processed
End
IT
•AD/Email
•SalesForce.com
•MOSS 2007
•Laptop
IT
Processed
Facilities
•Desk
•Phone
•Chair
Facilities
Finance
Marketing
•Payroll
•ERP - Expense Claim
•Business Cards
•Press Release
Finance
Processed
Processed
Marketing
Processed
•Internal announcement
•Send Welcome Pack
•Corporate calendar
•Notify Stakeholders
CAPEX Process
Completed
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OUR SIMPLE PROCESS IS DIFFICULT TO AUTOMATE
Actions
Forms
Time
Cost
• Start New Process
• Approved
• Declined
• More Info
• Processed
• Offer Letter,
• Start
• Exec Approval
• Hiring Manager
• IT, Facilities, Fin, Marketing
Effort
Skill
Information
Reporting
• Name, Position
• Salary, Start Date
• Hiring Manager, Job Code
• E-mail, Employee Nr
• # Processes Running
• Error, Completed
• Process Performance
• User Performance
• Completion of processes after Start Date
• CAPEX approval stats including ERP info.
People
• New Employee
• HR, HR Director
• Hiring Manager
• CEO, CFO, COO
• IT, HR, Fin, Marketing
Event Monitoring
• CAPEX Spent > Budget
Policies
• Job Code?
• ½ CEO/CFO
• OOF
• Escalation
• Capex
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It is not just about routing documents
USING K2 , KCE AUTOMATED ITS GENERAL EXPENSE, ADVANCE EXPENSE, PETTY CASH,
SHIPPING, STOCK AND PURCHASE-REQUEST PROCESSES , INTEGRATED WITH SAP.
“WITHOUT K2 PLATFORM, CREATING THESE PROCESSES AND INTEGRATING THEM WITH
THE COMPANY’S LINE-OF-BUSINESS SYSTEMS WOULD TAKE MONTHS OF DEVELOPER
TIME. INSTEAD, WE CAN MODEL VERY COMPLEX, MEANINGFUL APPLICATIONS QUICKLY
AND WHEN THERE’S A CHANGE IN THE BUSINESS, IT’S EASY TO GO BACK AND MAKE
ADJUSTMENTS.”
- PILAM RAJATANAVIN, MANAGING DIRECTOR, THAI BUSINESS SOLUTIONS
THE IMERICA MEDICAL UNDERWRITING SYSTEM (IMUS) REPLACED A WEB-BASED SYSTEM
THAT INVOLVED MANY MANUAL STEPS AND OFFERED ALMOST NO VISIBILITY INTO THE
COMPANY’S DATA.
“THE IMPROVED VISIBILITY HAS GREATLY INCREASED THE CONFIDENCE OF OUR AGENTS
AND (INDEPENDENT MARKETING ORGANIZATIONS) BECAUSE WE ALWAYS KNOW
PRECISELY WHAT IS GOING ON WITH EVERY CASE. AS AN INSURANCE COMPANY, WE ARE
SO PROCESS-DRIVEN, THERE ARE SO MANY THINGS WE COULD DO WITH K2 BLACKPEARL.
IMUS IS JUST THE START.”
- SCOTT DAUB, IMERICA
“FOR THE WORKFLOW SOLUTIONS WE REQUIRE, WE SIMPLY COULD NOT DO THIS IN
SHAREPOINT ON ITS OWN. ADDING K2 MADE A LOT OF SENSE. TIME SPENT ON THE
EXECUTION OF THESE PROCESSES IS DRAMATICALLY REDUCED AND EVERYTHING RUNS
SO SMOOTHLY.”
- RYAN SHELL, ARMITRON
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WHAT’S AVAILABLE IN SHAREPOINT 2010 WORKFLOW?
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DESIGN TIME EXPERIENCE COMPARISON (NOT FEATURE COMPARISON)
• End User Process Design
SharePoint
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DESIGN TIME EXPERIENCE COMPARISON (NOT FEATURE COMPARISON)
• Non-Developer Process Design
SharePoint
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DESIGN TIME EXPERIENCE COMPARISON (NOT FEATURE COMPARISON)
• Developer Process Design
SharePoint
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REPORTING EXPERIENCE
SharePoint
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CROSS ENVIRONMENT DEPLOYMENT
SharePoint
Dev
Test
K2
Prod
Rebuild for Each Environment
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Dev
Test
Prod
Build once and Deploy
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WHAT’S NOT NEW IN SHAREPOINT 2010 WORKFLOW
• InfoPath Form Versioning
SharePoint
K2
No Form Versioning
Form Versioning
Ver 3
Ver 1
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Ver 2
Ver 3
Ver 1
Ver 2
Ver 1
Ver 2
Ver 3
Ver 3
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ERROR MANAGEMENT
SharePoint
• Error Handling Options
• Delete and restart
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• Error Handling Options
• Retry Step
• Delete
• Move Forward
• Move Back
• Error Repair
• Version Migration
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WHAT’S NOT NEW IN SHAREPOINT 2010 WORKFLOW
• Task lists
SharePoint
K2
Task list per site
Site A
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Site B
Unified Task List
Site C
Site A
Site B
Site C
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MOBILE TASK LISTS
SharePoint
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AND MORE……
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Flexible Design Canvas for rework and activity reuse
.NET 3.5 AND 4.0 compatible workflow engine
Extensive Reporting / Management / Logging / Auditing
Working Hour Escalations
Out of Office task delegation
Rapid External Data Source integration
True process designer collaboration
Inline Functions for calculation and data manipulation
Extensibility options
• SmartObjects
• Custom Inline Functions
• Custom event templates
• Round Robin, Least Work, Fastest User task allocation
• Non-SharePoint workflow
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PUTTING IT TO USE
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What the business wants…
START
Approval
Approved
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More Info
needed
Declined
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VISIO REPRESENTATION OF WORKFLOW
Rework Step
Approval Step
Validate: Canceled
Validate:
ApprovalRework
Step
Yes/No
Yes/No
Validate: DeclinedApproval Step
Yes/No
Validate: Declined
Yes/No
Approval Step
Rework
Step
Validate:
Approved
Yes/No
Validate: Completed
Yes/No
Approval Step
Validate: Approved
Yes/No
No
Compare
Data Source
No
Log to History List
Assign item for
Approval
Yes
Compare
Data Source
Yes
Send An Email
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MODEL THE PROCESS IN VISIO
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CREATING A BASIC APPROVAL WORKFLOW WITH SPD
Log Workflow Started to the history list
Then Assign Approval Process task on Current Item to Bob
If Variable:TaskOutcome equals Approved
Email Workflow Context:Initiator
Log Workflow Approved to the history list
Else if Variable:TaskOutcome equals Declined
Email Workflow Context:Initiator
Log Workflow Declined to the history list
Else if Variable:TaskOutcome equals Rework
Log Rework Requested by Approver to the history list
Then Assign Approval Process task on Current Item to Workflow Context:Initiator
If Variable:TaskOutcome1 equals Cancel
Log Workflow Canceled by Initiator
Else if Variable:TaskOutcome1 equals Completed
Then Assign Approval Process task on Current Item to Bob
If Variable:TaskOutcome2 equals Approved
Log Workflow Approved to the history list
Else if Variable:TaskOutcome2 equals Declined
Log Workflow Declined to the history list
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BASIC APPROVAL WORKFLOW
What the business asked for
START
Approval
Approved
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More Info
needed
Declined
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K2 APPROACH
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DEMO
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CONCLUSION – THE K2 VALUE
• Empower a broader audience to participate
• Developers, Non-Developers, Power Users
• Maximize the leverage on investments in Microsoft technologies and skills
• Windows, AD, SQL, .NET, Visual Studio, SSRS, SharePoint, Word, Excel, InfoPath,
Visio, PowerPivot, and Dynamics CRM
• Minimize the time, effort and skill required to meet business requirements
• Better tools, abstraction of complexity, re-usability of solution assets, end to end
management and reporting
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