BUSINESS PROCESS AUTOMATION AND SHAREPOINTEmployee onboarding / offboarding

Presented By: Steve DarkCustom Solutions Developersteve.dark@marquam.com

KEY CONCEPTS & AGENDA

• What is Business Process Automation?• Typical Automation ROI (Example)• SharePoint Automation Options• What is Nintex?• When does Nintex make sense?• Examples – Where we’ve used Nintex• Case Study: Employee onboarding/offboarding• Automation Considerations• Nintex to the Rescue!• Quick Demo

WHAT IS BUSINESS PROCESS AUTOMATION?

Gartner defines Business Process Automation (or BPA) as:• “…the automation of complex business processes and functions

beyond conventional data manipulation and record-keeping activities, usually through the use of advanced technologies…”

• “…often deals with event-driven, mission-critical, core processes…”

TYPICAL AUTOMATION ROI (EXAMPLE)

Expense Approval Process Savings

$14,000$23,000$30,000

Information worker time saved

Reduction in input errors

Reductions in finance

$70K Typical Total Savings

SHAREPOINT AUTOMATION OPTIONS

Option Pro ConManual Status Quo Status Quo

OOB Workflows Easy and quick to create

Very limited, document approvals, “60 day surprise”

SharePoint Designer More actions than OOB

Difficult to learn, IT nightmare, still limited, , “60 day surprise”

Third Party Tools(ie. Nintex Workflow)

More features, connectivity to business systems, better interface

Cost, maintenance, upgrade

Custom Code Nearly unlimited capabilities

Cost, maintenance, upgrade, developer resources (time)

Automate Business Processes Quickly & Easily

› Design and activate workflows quickly and easily

› Model and improve any business process, simple or complex

› Create powerful logic, reporting and management capabilities

› Connect to company-wide line-of-business systems

WHAT IS NINTEX WORKFLOW?

WHEN DOES NINTEX MAKE SENSE?

• PROCESS IMPROVEMENT IS A FOCUS• LIMITED IT OR DEVELOPMENT RESOURCES• CUSTOM DEVELOPMENT CAN BE COMPLICATED AND

EXPENSIVE• Third Party tools help eliminate the need for custom development

• DESIRABLE FEATURES• Visual in-browser design tool• Lazy approvals, looping, state machines, etc.• Connection to External Systems made easy

EXAMPLES - WHERE WE’VE USED NINTEX

• EMPLOYEE & STAFF AUG ONBOARDING• Coordination of activities• Automation of activities

• TRAVEL AUTHORIZATIONS• PURCHASE REQUISITIONS• PROJECT INITIATION REQUESTS• ENTERPRISE ISSUE TRACKING• SUPPLIER QUALIFICATIONS• INVOICE APPROVAL• CHECK REQUESTS

• EXPENSE REPORTS• DOCUMENT REVIEWS• POLICY APPROVAL• MEETING PLANNING• ARTWORK REVIEW• CHANGE REQUESTS• END OF MONTH CLOSING• STAFF INFORMATION REQUESTS• (INSERT YOUR PROCESS HERE)

CASE STUDY: EMPLOYEE ONBOARDING/OFFBOARDING

• CLIENT: RICHLAND SCHOOL DISTRICT• School district in Southeast Washington (1000+ staff, 5000+ students)• Forward-thinking: looking for ways to reduce administrative overhead• Needed to become more efficient due to budget constraints

• BUSINESS PROBLEM• 100’s of people are hired, terminated, or change roles per year

• MULTIPLE REPEATABLE STEPS• When handled manually missed steps are costly• Allows initiation of process by the business - NOT IT!

• WHO DID IT?• Need ability to audit who initiated the process

• WHAT IF SOMETHING GOES WRONG?• Someone needs to find out

AUTOMATION CONSIDERATIONS

• ONBOARDING, OFFBOARDING, ROLE CHANGES• Provision new/update existing accounts:• Active Directory (set initial password)• Common Group memberships• Exchange• Lync• Finance and HR system

• Notify business units• AP/Purchasing if cell phone needed• Payroll• Staff Badging• Safety Manager• IT: Hardware and Software• Employee’s manager when process has finished

NINTEX TO THE RESCUE!

• NINTEX WORKFLOW• Richly formatted email notifications• AD actions• Exchange actions• Lync actions• Actions to connect to External Business systems:• Web services• Direct SQL database interactions• Keep the Credentials Secured

• NINTEX FORMS• Easy to use forms• Access on multiple devices• No need to access SharePoint

NINTEX TO THE RESCUE!

NINTEX FORMS + NINTEX WORKFLOW = AUTOMATED BUSINESS PROCESSES• CROSS FUNCTIONAL BOUNDARIES• MAKE STAFF MORE EFFICIENT• NO CODING REQUIRED

ENOUGH TALKING…(Let’s see it already)