Workflow and Forms Services for People-Driven Process Management

Workflow and Forms Services

for People-Driven Process

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Drive

Innovation

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Partner

Connections

Simplify how

people work

together

Reduce IT costs

and

improve security

Help protect and

manage content

Find information

and improve

business insight

A New World of Work

Secure, Well-Managed Infrastructure

Business Productivity Infrastructure

Streamline the way people do business with 2007 Office system

11 Business Intelligence Enterprise Content Management Unified Communications and Collaboration Enterprise Search

Office Business Application Services

Productivity Challenges

People want:

• To be connected to business processes and discontinue

executing tasks in an ad-hoc manner

• Data input, collection tools and standards for capturing

information needed in process execution

IT wants:

• A simple solution for automating common,

critical, information – centric business processes

• A single platform for enabling a broad set of

employees, partners and customers to participate in the collaborative business processes of an

Focus on People at the Core of Business Processes

Broad participation of information workers of formal processes

Empower business users to manage end-to-end process

SharePoint user experience provides simplified process management

Shift from Email-Driven to Task-Driven Processes

Reduce the amount of disconnected and duplicated work

Execute tasks within the context of a larger business process without

loosing the ability of ad-hoc process changes

Ensure that the right people are involved in business processes at the

right time

Streamline Content-centric Business Processes

Reduced Reliance on IT to create workflows

Automate common document processes using out-of-the-box workflows Customize workflows using SharePoint Designer or Visual Studio

Track workflow modifications with versioning

Easily Report on Workflows

Access reports from a designated SharePoint list

View a personalized to-do list with tasks from all in progress workflows Customize reporting to fit organizational needs

Simple Administration

Solution deployment to distribute workflows

Delegate simple administration tasks to Power Users

Simplify Data Collection

Use InfoPath forms for data capture and validation Fill out forms in a common browser

Collect important metadata elements using the Document Information Panel

Simplify Workflow Participation

Initiate workflows within office applications and SharePoint Execute process tasks directly within outlook

Automate workflow initiation to ease user burden and increase corporate compliance

Simplify Process Management and Monitoring

Track the status of workflows to see outstanding tasks Modify workflows even as a workflow is in progress

Enhance and Extend Workflows and Forms

Build custom workflows leveraging the Workflow Foundation Platform Integrate external business data into InfoPath forms

Customize the Document Information Panel to include data validation and other business logic

Integrate Forms and BPM capabilities into composite applications

Leverage Other Microsoft Capabilities

Integrate with BizTalk for BPM solutions requiring more transactional processing

Embed business processes within role-based portals to drive adoption

Leverage MOSS Business Intelligence capabilities for workflow analysis and reporting (Business Activity Monitoring)

Enable Interoperability with 3

_{Party Tools}

Integrate with specialized BPM tools, i.e., process modeling and business activity monitoring

Personal

Productivity

Document Approval

Employee On-Boarding

Product Live Cycle Management

Process Improvements

And Automation

processes

A People_Ready Process is the solution to a business

process problem leveraging various technologies like

Outlook: Receive notifications and track tasks

SharePoint Designer Create and customize workflows Word, PowerPoint, Excel, InfoPath: Start/participate within SharePoint workflow

People_Ready Processes

Collaborative Processes within the 2007 Office System

Provide document centric workflow as an

integrated part of the Office experience

Empower information workers with common

workflow solutions and activities out of the box

Empowers organizations to build workflow applications

using the full functionality of the broader platform

Visio: Visually

Who are the people involved?

# of proce ss in sta nce s Low High

Types of Workflows and Tools used

Microsoft Confidential. 15

•Email Attachments •Routing and Approval •Review – Approval •Signature collection •East Asian workflow

•Office Server Features •List Moderation •Publishing Process •Document Archiving Form Driven •Service Requests •Asset Tracking •New Employee On-Boarding Document Driven •Spec Review

•Weekly Status Report •Publishing/Archiving •Purchase orders •Opportunity to Cash* •Product lifecycle mgmt* Lev el of pre defin ed struc ture High Low Document Routing and

Approval Processes Custom Document and

Forms Processes LOB

Apps

Desktop Client

Collaboration Server

Windows Workflow Foundation

Office Workflow Platform

Deploy and Execute custom

workflows

Built in workflow templates Workflow monitoring

Workflow UI integration with

Office client

Workflow UI integration with

Office SharePoint Server

Start workflows

Interact with workflows

Windows Workflow Foundation Platform Microsoft Confidential. 17 Desktop Client Collaboration Server

The Role of Visio

Designing and Analyzing Processes

Most widely used application for designing process

Bridges the gap between Process Business Owners and IT

Process Implementers

Diagrams are the common language

Broad user base means familiarity and ease-of-use

Extensive shapes/stencils allows easy end to end process

documentation

S-S, H-S, H-H

Single diagram showing end-to-end complex processes , including simple document workflows

Connect processes with underlying data to analyze and

optimize

Easily connect to SharePoint lists, Excel, Access, SQL or other

OLEDB

Refresh data in diagrams automatically

Visio Data Overlay ability allows process information to be

shown in context

Easy to understand trends and exceptions for process improvement

The Role of InfoPath Forms Services

85% of workflows use forms as the primary end user UI

Forms are used for:

Gathering Information

Configuring workflows

Out-of-the box workflow templates use

Infopath designed browser based forms

Add your own workflow templates with your

own forms.

Starting Workflows

Completing tasks

“Use forms to gather information which initiates a workflow.” “Use forms to manage document meta data and related workflow status.”

“Use workflow forms to add and configure a workflow.“

“Use workflow

forms to complete tasks or interact with a workflow.”

The Role of InfoPath Forms Services

The right form for the right task

Browser based form that starts a

process

Form based document information panel to

manage meta data Form to configure

workflow settings

The Role of SharePoint Designer

Workflow Design made easy

Customize SharePoint Sites

Design Page Layouts for Web Content

Management [MOSS only]

Design and Create Workflows

Build Workflow enabled Composite

SharePoint Apps

The Role of Visual Studio

Leverage Windows Workflow Foundation (WF)

Design complex workflows

Use the WF SDK and it’s graphical workflow

designer

Develop and deploy your own workflow

templates

Extend the available out-of-the-box workflows

available to your SharePoint users

Extend WF with your own custom activities

Develop custom activities reusable in

SharePoint Designer

Configuring workflow

Provide workflow

name Select list for

workflow history

Configure workflow startup

Configuring workflow

configure workflow

tasks Pick participants and provide a quick

message

Specify due date and allowed time Define how workflow

Demo:

New Employee On-Boarding Workflow

“New Employee Form”

Owner: Manager Fill out New Employee Needs Pass/Alarm Key Needs Office Needs Computer

“New Employee Welcome Package”

Owner: HR Staff

Deliver

Needs Approval No

Pass Code & Alarm Key

Owner: Security

Create and Deliver Yes No No No Office Owner: Admin Setup Yes New Computer Owner: IT Staff

Initiate Workflow via Form

Start new workflow by opening new form

Enter data into form

Workflow Tasks and Forms

Workflow tasks assigned to user

Visual Studio Graphical Workflow Designer

Zoom out to see entire workflow

Drag and drop SharePoint Workflow

Activities

Create Workflow with SharePoint Designer

Create new workflow

Attach workflow to a library and configure start options Setup conditions for

Microsoft Confidential. 34

Setup actions for a workflow step like send an email Define email message

and select To: users via workflow lookup

Microsoft Confidential. 35

Complete workflow design and publish to

SharePoint Server