Understanding SharePoint 2010 Workflow and the Value of K2Eric SchafferK2 Technical Partner Managereric@K2.com

K2 ConfidentialWWW.K2.COMPRESENTED BY:How do people use SharePoint today?What does Simple Workflow really meanSharePoint Workflow Features and K2 ValueDemoSharePoint Workflow using Visio + SharePoint DesignerK2 Designer for SharePointSummaryQ/AAgendaK2 ConfidentialWWW.K2.COMTYPICAL K2 + SHAREPOINT USAGE SCENARIOSCollaborative document routing and trackingExample: A marketing policy reviewWebsite or Document Publishing WorkflowsExample: 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 ManagementExample : A Case Management solutionRecords management, Claims Management and processingBusiness-critical process applicationsExample: End to end Employee onboarding / offboarding, Vendor ManagementForms-based collaborative processesExample: Employee Performance Management, Issue tracking , Helpdesk, SharePoint site provisioning application

K2 ConfidentialWWW.K2.COMThis slide is useful for people to understand the range of scenarios that customers think about when wanting to apply business process and workflow solutions around SharePoint. The four blocks dont represent a flow (eg. customers dont necessarily start at the top), but are associated with a set of capabilities (the list of items next to each block) that customers want and K2 provides out of box (and in most cases that dont come OOB with SharePoint workflow and might require a significant amount of custom written code to deliver). These capabilities do cascade (eg. graphical process design capabilities are required for all 4 scenarios, but deep forms integration and management are only required for the last 3.

We use this slide, not to partition applications into each scenario, but to clarify that as a customers needs grow and they want to do more to leverage their sharepoint investment, K2 grows with them.3Solution ExampleCapabilitiesEffortI have a simple workflowDocumentsSPD WorkflowsOOB WorkflowsList Forms (InfoPath)

Review and ApprovalsRework

Submitter

Notification

.NET DevelopmentI want to reuseI need skills based routingI want to escalate on working hoursWF WorkflowsWWW.K2.COMWWW.K2.COMK2 ConfidentialBuild VS. BuyGovernance Typical sharepoint projects bring in contractor and custom build a solution.

Walk through-Reporting Custom VS OOB-Escalations

Organizations seeking to involve the business users and analysts in all aspects of development, not just during the requirement gathering.One of the reasons for the success of SharePoint has been its ability to empower the end users. From creating custom views on lists, customizing Web Parts and building workflows, SharePoint has allowed the end-users to create much of the functionality they need without relying on IT each step of the way. However, in many instances this has led to organic growth that can get out of control easily. By enhancing the collaboration between these roles and providing a model for better IT governance, SharePoint 2010 makes further inroads in this area.

4CapabilitiesEffortDocumentsList Forms (InfoPath)

Review and ApprovalsRework

Submitter

Notification

.NET DevelopmentWF WorkflowsI have a simple business processSolution ExampleI have a simple workflowSites

NotificationBCSWeb Services & WCFReporting & BIInfoPathASP.NETSearchRecordsI want to update our finance systemI want to delegate parts of my workI want to audit and report on my processWWW.K2.COMWWW.K2.COMK2 ConfidentialStartExec Mgt ApprovalHiring Mgr Input

IT

Facilities

Finance

Marketing

Completed

CAPEX ProcessCash flow is tightInform me when the CAPEX Budget has been exceeded

COOEscalate after 8 working hoursOut of Office redirectHiring Input FormPhone/Desk/ChairAD/Email/SF/MOSSPayroll/ERPBusiness Cards

ITAD/EmailSalesForce.comMOSS 2007Laptop

FacilitiesDeskPhoneChair

FinancePayrollERP - Expense Claim

MarketingBusiness CardsPress Release

Internal announcementSend Welcome PackCorporate calendarNotify Stakeholders

Job code entered? Yes/NoDeclinedProcessedProcessedProcessedProcessedProcessedEndApprovedJob Requisition ProcessCEO/CFO

HR DirectorOur process is simple on paperWWW.K2.COM6

Forms Offer Letter, Start Exec Approval Hiring Manager IT, Facilities, Fin, MarketingInformation Name, Position Salary, Start Date Hiring Manager, Job Code E-mail, Employee NrPeople New Employee HR, HR Director Hiring Manager CEO, CFO, COO IT, HR, Fin, MarketingPolicies Job Code? CEO/CFO OOF Escalation CapexReporting # Processes Running Error, Completed Process Performance User Performance Completion of processes after Start Date CAPEX approval stats including ERP info.Event Monitoring CAPEX Spent > BudgetActions Start New Process Approved Declined More Info ProcessedOur simple process is difficult to automateTimeCostEffortSkillWWW.K2.COM7It 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 companys line-of-business systems would take months of developer time. Instead, we can model very complex, meaningful applications quickly and when theres a change in the business, its 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 companys 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

K2 ConfidentialWWW.K2.COM8Whats available in SharePoint 2010 Workflow?K2 ConfidentialWWW.K2.COMEnd User Process Design

Design Time Experience Comparison (Not Feature Comparison)

SharePointK2K2 ConfidentialWWW.K2.COMNon-Developer Process Design

Design Time Experience Comparison (Not Feature Comparison)SharePointK2

K2 ConfidentialWWW.K2.COMDeveloper Process Design

Design Time Experience Comparison (Not Feature Comparison)SharePointK2

K2 ConfidentialWWW.K2.COM

Reporting ExperienceSharePointK2

K2 ConfidentialWWW.K2.COMCross Environment DeploymentSharePointK2

Dev

TestProd

DevTestProdRebuild for Each EnvironmentBuild once and DeployK2 ConfidentialWWW.K2.COM14InfoPath Form Versioning

Whats not new in SharePoint 2010 workflowSharePointK2

Ver 1Ver 2Ver 3Ver 3

Ver 1Ver 2Ver 3

Ver 1Ver 2Ver 3No Form VersioningForm VersioningK2 ConfidentialWWW.K2.COMError ManagementSharePointK2Error Handling OptionsDelete and restartError Handling OptionsRetry StepDeleteMove ForwardMove BackError RepairVersion MigrationK2 ConfidentialWWW.K2.COMTask lists

Whats not new in SharePoint 2010 workflowSharePointK2Site ASite BSite CTask list per siteUnified Task List

Site ASite BSite C

K2 ConfidentialWWW.K2.COMMobile Task ListsSharePointK2

K2 ConfidentialWWW.K2.COMFlexible Design Canvas for rework and activity reuse.NET 3.5 AND 4.0 compatible workflow engineExtensive Reporting / Management / Logging / Auditing Working Hour EscalationsOut of Office task delegationRapid External Data Source integrationTrue process designer collaborationInline Functions for calculation and data manipulationExtensibility optionsSmartObjectsCustom Inline FunctionsCustom event templatesRound Robin, Least Work, Fastest User task allocationNon-SharePoint workflow

And moreK2 ConfidentialWWW.K2.COM19Putting it to useK2 ConfidentialWWW.K2.COM

More Infoneeded

START

Declined

Approval

Approved

What the business wants

K2 ConfidentialWWW.K2.COM- Basic business requirement21Visio representation of workflowRework Step

Validate: CompletedYes/NoApproval Step

Validate: ApprovedYes/NoRework Step

Validate: CanceledYes/NoApproval Step

Validate: DeclinedYes/NoApproval Step

Validate: DeclinedYes/NoApproval Step

Validate: ReworkYes/NoApproval Step

Validate: ApprovedYes/NoLog to History ListAssign item for ApprovalNoYesCompare Data SourceNoYesCompare Data SourceSend An EmailYesNoCompare Data SourceLog to History ListSend An EmailLog to History ListLog to History ListAssign item for ApprovalNoYesCompare Data SourceYesNoCompare Data SourceLog to History ListAssign item for ApprovalNoYesCompare Data SourceYesNoCompare Data SourceLog to History ListLog to History ListWWW.K2.COMModel the process in Visio

K2 ConfidentialWWW.K2.COM Workflow Model only Limited to using SharePoint Workflow Shapes No ability to go Back in the model Duplication of workflow logic Model not representing the actual business problem23Log 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 listCreating a Basic Approval workflow with SPDK2 ConfidentialWWW.K2.COMBasic approval workflow

More Infoneeded

START

Declined

Approval

Approved

What the business asked for

K2 ConfidentialWWW.K2.COM- Basic business requirement25K2 Approach

K2 ConfidentialWWW.K2.COMDEMODEMOK2 ConfidentialWWW.K2.COMEnd to end graphical design experience for all process designersUnified task list Extensive Reporting / Management / Logging / AuditingWorking Hour escalations / Out of Office task delegationRapid External Data Source integrationBuilt-in error handling (retry/go back/bypass) True process designer collaborationCross environment process portability

K2 ValueK2 ConfidentialWWW.K2.COM

Empower a broader audience to participateDevelopers, Non-Developers, Power Users

Maximize the leverage on investments in Microsoft technologies and skillsWindows, 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 requirementsBetter tools, abstraction of complexity, re-usability of solution assets, end to end management and reportingConclusion The K2 ValueK2 ConfidentialWWW.K2.COMhttp://partners.k2.com/marketingtools.aspx

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