Using SharePoint for Business Process Management by Eugene Rosenfeld - SPTechCon

SharePoint for Business
Process Management
An introduction to SharePoint capabilities that support business
process management requirements

Black Blade Associates, Inc.
Info@BlackBladeInc.com
+1-703-260-1111

8 www.BlackBladeInc.com | * Info@BlackBladeInc.com | ( +1-703-260-1111

About Eugene Rosenfeld
 CTO, Black Blade Associates
 Two-time SharePoint MVP

www.BlackBladeInc.com
twitter.com/erosen03
ThingsThatShouldbeEasy.blogspot.com
erosenfeld@blackbladeinc.com


About Black Blade
Specialize in SharePoint document and records
management, information architecture,
distributed systems, and systems integration

www.BlackBladeInc.com
twitter.com/BlackBladeInc
www.blackbladeinc.com/pages/blog.aspx
info@blackbladeinc.com


About this presentation
 Session is best suited to non-technical or
semi-technical business process management
professionals
 Focusing on:
 Capabilities
 Usage scenarios
 Requirements
 OOTB capabilities
 No code or configuration

About You
 How are you using SharePoint today?
 Do you have a particular problem you’re
hoping this presentation can help you
address?
 If you could make just one problem go away
by snapping your fingers, what problem
would that be?


Overview
 SharePoint 2010 primer
 What does process management mean to
you?
 Aspects of process management and their
implementations, with demos


SharePoint 2010 Primer


SharePoint Core Capabilities

Where
is BPM?


Product vs. Platform
Product Platform
 Usage scenarios  Tools
 Applications  Building blocks
 Install and use  Install, build, use

Because SharePoint has no out of the box “BPM” function,
we will deal with SharePoint as a platform.


Building SharePoint Solutions
 Web user interface
 SharePoint Designer
 Visual Studio


Two Sides of BPM
Process Design Process Execution
 Defining “what is the  Doing things to make the
process” process “go”
 Done once for the  Done every time we need to
process as a whole go through the process
 Fixed-cost effort  Marginal-cost effort


Comparing the Build Options
Initial Marginal
Option Capability Cost Cost Best for
Web user Regular or
Basic $ $$$
interface Power users
SharePoint
Moderate $$ $$ Power Users
Designer
Visual Studio Advanced $$$$ $ Developers


Why is SharePoint so Popular?
 Regular users can do so much with the web
user interface, without developers or DBAs
 Office integration

Initial Marginal
Option Capability Cost Cost Best for
Web user Regular or
Basic Basic
Moderate $ $$$
interface Power users
SharePoint
Moderate Advanced
Moderate $$ $$ Power Users
Designer
Visual Studio Advanced Unlimited
Advanced $$$$ $ Developers


SharePoint Structures

Site
Pages Lists Libraries Sub Sites
• Display • Store • Store and • Provide
content spread- control additional
sheet-like access to data
data documents partitions


Create a new SharePoint site, with lists, libraries, and pages

Demo


Aspects of Process
Management


What does BPM mean to you?
 Process design
 Data capture and management
 Automation (workflow)
 System integration
 Process tracking
 Reporting


Process Design
 Determine
 Start and end of a process
 Process states and transition requirements
 Data required to drive the process
 Visio is usually the tool of choice


Use Visio to create a sample process diagram and upload to SharePoint
site

Demo


Data Capture and Management
 Define
 The data elements to capture
 Validation
 Implement
 Create a storage for the data
 Create user interface for C.R.U.D.
 Use lists, libraries, fields, and content types
 SharePoint manages data much more
“loosely” than a relational database

Create a site column and content type to hold some data we need for
our process

Demo


Process Tracking and
Reporting
Process Tracking Reporting
 Get insight into the  Get aggregate information
execution of a single about all of the instances of
instance of a process a business process
 What step / state is the  Min, max, average time to
process instance currently complete a process
in?  Process step with the longest
 What states did the duration
process instance take to  10 users taking the longest
get into its current state? time to complete a process
 What data is associated
with each state for the
process instance?


Process Tracking
 Web parts
 Visio


Sample Process Tracking


Reporting
 SQL Server Reporting Services
 Excel Services
 SharePoint KPIs / Dashboard
 PerformancePoint services


Sample Excel Services


Automation (workflow)
 Assists with
 Change management / approval
 Data management
 Data / process validation
 System integration
 Created using
 SharePoint Designer
 Visual Studio
 3rd party tools


Use SharePoint designer to create a simple workflow to set a field value
on a list item based on other field values

Demo


Systems Integration
 Several options
 Business connectivity services (BCS)
○ SharePoint Designer
○ Visual Studio
 Dataform / dataview web part
 Custom web part
 XML Viewer / RSS web parts
 Recommend starting out with BCS or RSS /
XML web parts


Create a BCS connection to an external database using SharePoint
Designer and explore how to interact with the data

Demo


Closing


Summary
 Think of SharePoint as a platform for BMP,
not as a BMP application
 Start slow. Pick 1 non-critical process to pilot.
Rinse and repeat


Using SharePoint for Business Process Management by Eugene Rosenfeld - SPTechCon

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