Xmpro Ibpms For Sharepoint
Last updated
Last updated
XMPro transforms structured as well as unstructured business processes in SharePoint into Intelligent Business Operations with the XMPro iBPMS. Optimize your financial investment in SharePoint by bringing true business processes SharePoint users.
In this recorded webinar, you will see how easy it is to configure and use XMPro in SharePoint, how to upload documents from XMPro business processes to SharePoint and how to use SharePoint lists as data for XMPro processes.
We also show you how to bring Intelligent Business Operations to SharePoint by handling structured and unstructured process, dynamically adjusting processes, embedding BI into process transactions steps and cpaturing social discussions that form part of the transaction.
Visit http://www.xmpro.com for more information on Intelligent Business Operations in Microsoft SharePoint.
let's get started good morning everybody
welcome to another XM Pro webinar
today we are going to go through XM Pro
and bringing ibpms to SharePoint
um example brings ibos which is an
intelligent business operations Suite
which we see as a convergence of
business Process Management and bi if
you require any more information on us
contact us after this webinar our sales
team or our partners will be more than
happy to provide you with more details
on that
so what do we do we bring the Next
Generation business Process Management
which Gardner calls ibpms to SharePoint
which I'm going to take you through
today
so what are we going to cover today
we've got three objectives we're going
to go into the first one is intelligent
processes within SharePoint
what do we mean by intelligent processes
follow this up with some examples as
well
um how to upload a document to a
SharePoint document library and the last
one is using a SharePoint list as a data
source
so intelligent processes and SharePoint
the benefits of what we bring to the
table of bringing intelligent processes
into SharePoint
we've highlighted the three big ones
that we've found the first one is there
is no coding
you do not need to open Visual Studio or
any coding
platform to deploy these processes into
SharePoint
a SharePoint consultant or a business
analyst can configure these
they can configure the processes they
can configure the web Parts they can
configure the data lists that make up
the lookups that you're actually going
to be using within your processes
themselves
and the last one is the same process
information is available within
SharePoint within Outlook within the web
depending on your platform of choice for
your end users so you're not confined to
just your SharePoint environment you've
got the exact same process information
so you define it once
it's available on multiple interfaces
for your users to to work through
we're going to work through an example
of X and prone SharePoint and we're
going to touch on a few items
the first one is the standard web part
the task list
the process form how we render it in
SharePoint what it looks like what
components are available in it and
lastly how to configure
these web Parts within SharePoint
I'm going to leave the PowerPoint there
I'm just going to
bring across the web interface
this is not SharePoint for those of you
that are familiar with SharePoint this
is our web interface what I'm actually
going to do for my web interface
is creating your acquisition
and with this requisition we're actually
going to process it
push it through to the next step and
then we're going to access that perform
within SharePoint itself
so the first step we're going to do in
XM Pros web front-end the Second Step
from that point onwards is going to be
from within SharePoint itself
so we're just going to keep it very
basic
stock requisition within the it category
we just need to procure a new server
rack for
Cloud background infrastructure
let's attach a sample quote
the stock code
a description
the price we're requiring one
and we are going to submit that document
so what we're actually done here
is
if I switch to the
SharePoint interface
is triggered it from the X and pro
screen
and push that information through into
SharePoint itself
what you're looking at here for those
who use familiar with SharePoint is the
SharePoint 2010 installation
this will be your portal login
from your corporate environment
we've kept it very basic to what you're
looking at here what we've done is if I
open an XM Pro for shape one down the
bottom
it will load a basic web part page
and on that webpod page
it's waiting for your screens to catch
up there
and on the webpite page
you will see two web parts
you've got web parts
on the left and you have a web port on
the right
um
we've got a task list
that we've populated on the left
if I stop here for a minute
and we go back into the XM web interface
if I open up his to do task list and
open up the broadcasting
you'll see we have capture match Tuesday
brief capture promotional brief and
capture a Wacky Wednesday brief as well
if we move over to the SharePoint web
part I'll draw your attention to the top
we have capture a promotion brief and
mad Tuesday brief and a Wacky Wednesday
brief
so what we've actually got there
let's go back there
what we've actually got there is a
single data set of information you're
looking at the exact same process task
list which is available in our web
interface and is available in our
SharePoint interface
if I open up
any one of the tasks themselves you'll
see the exact same task available in
both interfaces as well
so all we've got is it looks like a very
busy screen and I'll walk you through
what we're actually looking at on the
screen here
so to keep it simple we've got two web
Parts on the screen you've got a web pod
Zone on the left and we've got a web pod
Zone on the right
if I move my mouse over the top you'll
see you've got your basic SharePoint
webpod functionality
this is
sharepoint's own functionality with
regards to web pod I can edit these web
parts and move them around if I edit
this Web Bot
you'll see I'm looking at a webpart page
with the various zones and I can drag
the web pods in as I'm looking at them
what you're looking at is one
configuration option we have for web
Parts there are multiple configuration
options depending on your needs and
requirements within an organization
um some organizations are quite happy
with how they're looking at it here you
can configure the amount of columns
you're looking at so if I scroll to the
right
what you're looking at there is the top
off of that is sharepoints configuration
options for a basic web pod what we've
actually done is at the bottom we've
introduced X and pro specific items to
that webpod as well so we've extended
the web part itself
if I go into the columns
you'll see at the moment I've got due
number and from ticked so I can
configure all of them on I can configure
all of them off depending on my needs
and my requirements
if I expand the list properties I can
allow sorting I can allow paging I can
allow grouping
so whatever your needs and requirements
are for lists within SharePoint process
list task list you can configure the web
Parts you can have multiple web Parts as
well you don't have to just have the two
web Parts we've got on the screen you
can have multiple on the screen each
serving a different purpose
if I cancel it
let's wait for the SharePoint
environment to cancel the um
web pod editing and we come back to the
form that we're looking at
so what we're looking at here is we've
got a list of tasks for a specific user
down the left as soon as he clicks on a
specific task it's going to open up the
task definition we've configured on the
right
in this instance it's a purchase
requisition
we've got an approval name his approval
limit requisition total and we have a
budget goal in the middle indicating his
current budget his actual he's committed
to and is requested which brings through
the the details down the bottom
from the person requesting
and the current user can put comments in
we can view the current process flow
diagram at the top as well
so what we're looking at here is a
budget graph within an approval form
what we've got along the right there are
the various routing
of the various routing options
as is categories for it
you'll see we have a tech approval along
the right
if I picked a category from the previous
step as maintenance I would get a
maintenance approval or if I picked it
for finance I'll get a finance approval
so you have Dynamic routing options
which appear on the right which are
context aware
they're aware of the information that's
captured on the screen
and they adapt themselves accordingly
what we're going to do here
is
this is our design environment
what we call the does XM designer this
is where we configure the processes once
to deploy them to the multiple platforms
if I double click the first approval
this is the same approval screen that
we've just looked at with the graph in
the middle
the budget graph asking for approval for
specific spend to specific category
if I drag the chart in
and we just go set up some properties
let's get rid of his caption
let's open up the chart
so what we've opened up here is what we
call our chart wizard which allows us to
build our in-flight analytics into
processes
I'm going to leave it as a bar chart
you've got appearance options you can
change its colors
you can change its styling options so
everything doesn't have to be the the X
and pro colors or orange all across the
board
it can handle multiple series as well
I'm going to call this month
and there's various other options down
the bottom here you've got full control
over how your charts get configured with
regards to where are their point labels
where they're chart titles if we're
going to diagram
because I've picked a bar chart I'd
actually like this chart to be rotated
it's going to make a lot more sense to
me rotated versus horizontal I've got
control over axis I want to give the
charter title as well
so let's call this spin to date
and I can click finish
if I go back to
our SharePoint form
and we refresh that form itself
what you'll see right at the bottom as
it was the last control I've added onto
the form will have a second chart that's
going to appear
pulling information now this chart can
pull its information from multitudes of
sources that can pull it from a sap
system
it can pull it from an oracle system it
can put it from a flat file system it
can pull it from a modern mainframe
system you can put it from a legacy
mainframe system
so if I scroll down
you'll see I have my current spend to
date
now
it's good having the two graphs I'd like
to move this chart up so that it
actually makes a lot more sense above my
budget goal
if I go back into the workspace itself
I'm just going to change the index
for the chart
once again if we refresh that form
you'll see we have spin to date which
now appearing above budget call so very
quickly
you can start creating in-flight
analytics and have it push through into
a SharePoint front-end we drag the chart
on
linked it to an existing data set
configured the various options on it and
surface it for the actual approval user
to have a look at
if I bring us back to the PowerPoint
so what we've just gone through is an
example of X and pro and SharePoint so
we've looked at a standard Web Bot we
saw an example with two web pods one on
the left one on the right the one on the
left being a task list
the one on the right being the actual
form render web pod
so task list is exactly the same task
list as any other X and pro interface
it's the exact same task as you look at
if you log into the web if you log into
Outlook
the process form we had a look at how
the form is rendered
we had a look at the information that
was being pulled through from that form
we added an extra chart onto the four
linked it to an existing data set which
brought a lot more
information to the user context
information to the user
and then lastly we looked at how to
configure
so how to configure a webpart firstly
exactly the same as you will configure
any other web part in SharePoint it's
got the same SharePoint webpod options
we've just extended them and added a few
extra at the bottom to control how the
lists display their information and how
the form displays this information we
also looked at how to configure our
in-flight Analytics
by creating a basic chart
linking it to an existing data set
and move the chart around on the actual
form
what we're going to look at next is
intelligence which is not found in
SharePoint
the first one we're going to cover is
what we call Process goals
um
foreign
discussions
the third one is next best actions
and finally the last one case files
so we're going to take each of these and
have a look at how is this intelligence
which is not currently in SharePoint
brought to SharePoint with X and Pros
ibos
offering
if I stop the PowerPoint there and let's
come back to
the XM Pro screen
once again it's exactly the same screen
we've just looked at
we've got the chart I'm going to leave
the chart on there for the rest of this
webinar
we've got the list on the left
standard webparts for both of them
what we're going to look at with regards
to the intelligence we bring to the
table is across the top
so the first one we've got is process
goals
a process goals allows you to visualize
and each work step to help guide your
business decisions
you configure these per process
and what it's doing is providing more
information
contextual information to the person who
needs to make the approval decisions
so in this example
we're working with the purchase
requisition so we have the current
budget versus actual we have our current
budget and the spend for last year
across the top
if I scroll right we have our actual
spend per department and we can have a
look at it is
quite a bit more than the finance and HR
combined
that gives me more information
to help make my decision
if I close the process goals
if I open up the history
what the history is showing is the
entire order Trail for the process
so every single step that we do is
auditable
every step that we capture
goes into a time and date stamp attached
to a user itself
if I scroll down
what you'll see there is we've got two
icons
the first icon indicates to me that it
was a specific task
so task one was to create a new
acquisition
what the second icon tells me is the
discussion was actually created linked
to that task
this brings us back to
if I just jump to the
PowerPoint once again this brings us
back to social process discussions
social discussions around a process now
this can be
a specific transaction
or this can be globally at process level
I'm not happy with the procurement
process it's taking too long or I'm not
happy with the step in the procurement
process is asking for too much
information I don't have available at
the time
in the current example
we actually have a process
discussion which is attached to a
transaction
you can drill all the way down into that
and
it will bring the information back
specific to that transaction itself
so if I scroll a bit further down what
are the specifications we are looking
for for the server or looking at for the
server
so very quickly
you can start getting a social
collaboration around a specific
transaction if there is more information
that you need from a specific individual
it also allows you to start working out
the social influences in the process you
may have a process which spans across
your organization
it goes through five levels of approval
but actually it's going through eight
levels of approval two other levels or
three other levels are going through
email a phone call and instant message
or some other mechanism which is not
being captured
if we go to the discuss at the top
what we've got here this is where we
actually capture the discussions
and Link them to a specific task
or link them to a
Global holistic level of a process
so I can pick a procurement purchase
requisition and I can capture a message
I think this process is taking too long
they're too many steps in it
or if it's a customer onboarding process
I think we need to revamp take it from a
structured process to unstructured I
cannot get to the steps in time even
though I know more information about the
user itself
I can discuss it with a particular user
or I can leave it open to everyone
that's got access to that actual
process itself
and lastly
next best
what next best
does
is it has a look at predictive as well
as history
and works out what is the next step
you should take
it's not going to force you to take the
step it's just offering up the options
for you to take the step
so we've got process goals
which are giving you more information
with regards to your kpis
so how are you tracking budget versus
actual
how are you tracking per Department
next best action is saying
for this given
process
we've had 145 approvals we've had 38
technical approvals and we've had 17
declines it's not going to force you to
approve it it's not going to force you
to do a technical approval what it's
going to do is provide you more
information so that you can better make
a decision on where this task is
actually going to be going
so if we close that again
if I bring this back to to SharePoint
again and let's take it from the top
so intelligence not found in SharePoint
process goals kpis you define at a
process level
which provide context information to the
user
second social process discussions
discussions around a specific
transaction
or discussions around a specific process
process improvement process enhancement
next best action
what
is the predictive nature of this process
where is it going if I pick a specific
path
once again the system's not forcing you
to take that path it's offering up an
option for you to have a look at to
better make your decision
and lastly Case Files which I'll go back
to and illustrate now so what the four
of those
are trying to help is the person who
needs to make a decision to give him
more information
more contextual information
so that he can better make the decision
that he needs to
if we go back to this example
if this process didn't have a budget
goal graphene or did not have a spend to
date graph in here
the person who's doing approval would
have his limit his requisition total and
a comment typically what would happen is
you would work out do I have a budget
for this
have I exceeded my budget go and I Work
It Out open up Excel have a look at your
graphs in Excel what we've done is we've
taken all of that and made that part of
the actual process so we've got the
in-flight Analytics
once again you can hook that up to any
data source if it's a sap backend you
can hook it up to sap if you're looking
at an oracle if you're looking at a SQL
if you're looking at a flat file
whatever your data source is can be
sucked in and actually rendered as a
specific in-flight Analytics
within the process itself
we touched on process goals across the
top
once again your kpis Define at process
level
we had a look at the history
history using the
transaction
as well as the discussion both forming
part of the order Trail
so you can For the First Time Track
a transaction from end to end as well as
the social interactions that happened
within that process you can put your
analytics on top of that as well and
start working out who are the social
influences within your organization
why is a purchase requisition always
going to person X for approval or for a
comment or for a recommendation should
you not be made part of the process
then knowledge transfer which needs to
happen
your business process needs to evolve to
incorporate the social discussion
aspects of that and then the last one we
touched on was the next best action
itself
the predictive analytical nature where
should this go
based on the past history of this actual
process itself
and then the last one is Case Files
themselves
what case files does here is any
document which has been attached as part
of the process it puts it into a central
location as part of the process for you
to actually View
this was the process I submitted
previously we had the quote what the
icon on the right there tells us is to
what system was this uploaded it was
uploaded into SharePoint it can be
uploaded into whatever document
repository you have it does not have to
be SharePoint in this instance it is
SharePoint we can upload documents into
a flat file system and Link it into part
of the process as well
foreign
so intelligence not found in SharePoint
the second area we wanted to touch on
was how to upload a document into
SharePoint
first of all the benefits of doing that
from within a process environment is you
can apply your version management you
can apply your meter data to the
document
so if you have specific documentation
which needs to be uploaded if you've got
a policy documentation or a contract
which has specific meter data attached
to a contract you'd want to push that
through into SharePoint as well
SharePoint handles the
indexing of that which means the
searching and bringing up after that
information
is very quick
all process related documents get
properly stored in index
so once again you're using the power of
SharePoint to properly index and store
and allow you to pull that information
out from within SharePoint
if I flick back to the actual SharePoint
now when we started this process we
started it from the Action Pro
front end we captured our acquisition we
attached a quote
where that code got uploaded to
whereas if I go to the root of the
SharePoint site
if you have a look down the left we have
libraries
I created a file uploads Library kept it
very
open
and we have a quote which was attached
in here
um you can upload documentation into the
system simply
so you can have one folder where all
your documents get uploaded into
SharePoint or you can have multiple
folders within a specific location
so if you are looking at policies
and your policies are related to a
client you could have a client folder
upload your various policy documents
into those specific folders
and shipwin handles the document
retrieval and indexing of those
documents themselves
if I go back to the home page
so once again the benefits of uploading
a document into SharePoint version
management very important you can have
multiple versions of a document
it will also store the changes on those
documents as well so you can see who
checked something out who made a change
and revert the change back to a previous
version if there was something wrong
with the the new version of the document
metadata
very important for indexing retrieval
purposes and then once again all your
process related documents get properly
stored index for easy retrieval
and lastly to use a SharePoint list as a
data source
you would want to use a SharePoint list
as a lookup
or a drop down field
the reasons for doing this is a business
user
can manage and create these data sets
that are used as lookup
you can reuse the master data across
your organization so if you already have
lists that are configured within
SharePoint
you can use these within a process
it's easier to set up and manage these
lists from SharePoint
I will show us an example
if we go back into SharePoint itself
you'll see I have a lists Library down
the left if I click lookup
you'll see we have
the list is term lookup
and within it we have maintenance RT
cleaning finance and I've just linked it
to a procurement type of General
for those of you who saw the
previous
step that I did within the XM workspace
those should look familiar
if I open up
a purchase requisition you'll see we
have a category
that SharePoint list we're looking at is
driving the contents of that drop down
if I go in and we add a new item
let's call this spares
and I'm going to link it to General and
we're going to save so now I've got
maintenance RT
cleaning finance and Spares
if I go back to
the X and pro screen
we have spares down the bottom
if I do the same from within SharePoint
so once again I'm just going to the
portal page within SharePoint I've got
an open X and pro for SharePoint down
the bottom
the two web parts
right across the top I have a process
list
if I scroll down I can create a new
purchase requisition
if I have a look at the category we have
Maintenance Cleaning it spares and
finance come through there as well so
one definition for this process surfaced
in multiple interfaces
if I go back into SharePoint and I
actually delete
that
space
so I'm going to delete that list
I'm going to go back up to the main
portal
once again process list
scroll down to the actual requisition
itself
Maintenance Cleaning RT and finance
so very quickly I can configure and
manage my data lists within SharePoint
which is easy and simple for a business
user to do
if you already have
lists created
you can reuse those lists as well
it's easier to set up once again you can
also apply security to these lists from
within SharePoint itself
so if I'm querying
let's just go back to the top
and we go back to our list
I have a specific procurement type that
I was linking this to you can set up
various access and securities and
SharePoint so that specific individuals
do not have access to specific
procurement types or requisition types
I've got a very simple example here you
may have your cost centers stored and
maintained within SharePoint if user is
not allowed a specific cost center you
would set that security up in SharePoint
and we would enforce that security
within XM Pro as well so that
information is not
surface where access is not
given for it
so using SharePoint list as a data
source why it's a lot easier to manage
and create data sets from a business
user's perspective in SharePoint and
have that surfaced in an X and pro form
as a lookup or a drop down field
you're going to reuse your existing data
sets so there's no need to go into SQL
create a table
copy that information into it and then
have the whole management and
maintenance on that as well
there's the list within SharePoint are
version so you can have a look at who
deletes what versus who added what so
there is auditability on the list in
there which is built in as part of the
SharePoint list itself
so just to wrap up what we've gone
through
I'm going to start at the back and work
my way forward
so using a SharePoint list as a data
source
so we link that into an actual process
we used it as a drop down and we used it
as a category filter for a procurement
request
uploading a document into a SharePoint
document Library
um
you can keep it simple and put it into a
global
SharePoint document library or you can
be very specific and upload it into
specific designated SharePoint libraries
hand in hand with this you've got your
SharePoint versioning of documents
you've got your metadata which goes with
it
and you've got the proper indexing and
retrieval
through the SharePoint search
capabilities for this document
the document is linked in the case File
function
so you can have a look at that from a
process perspective versus having to go
into the SharePoint document Library
find the document and pull that
information out there as well
and then where we started intelligent
processes within SharePoint
XM Pro brings
ibpms to SharePoint
within that we had a look at standard
web parts
we had a very simple
SharePoint webpod page we had tasks and
lists on the left and we had the form on
the right
the task list the same task list is
available in all the X and pro
interfaces so you deploy it once
see it in multiple interfaces
we had a look at it in the web interface
and then we switched over to the
SharePoint interface
the process form how does the form
render in SharePoint
how does this form render Within
a standard X and pro web front-end as
well and it's the exact same form
rendering in Outlook if that's your
chosen interface to your end users
then we had a look at how to configure
firstly web parts
the wherepots
exactly the same as you would configure
any SharePoint web pod
you can edit the web parts you've got
your SharePoint functionality we've
extended that with X and pro specific
information around lists columns where's
it getting its information colors that
kind of information on a webpod
then what we had to look as
a look at is
what intelligence
which is not found in SharePoint
the first one we looked at was a process
goal
a kpi defined at a process level
which provides more information to the
user who needs to make a decision the
second one we looked at was a social
process discussion
once again at transaction level
and secondly at a process level process
Improvement level the ability to start
that
from within the process itself
as well as the audit history surfacing
the
task process
discussion as well as responses to the
discussion as well so it's all part of
the ordered history so for the first
time we can
add and Link
social process discussions to a process
transaction and actually have an audit
trail that represents that
the third one was an Express action
Predictive Analytics
looking at the history of that actual
process where's the history of that
going and predicting where the next
logical step for the routing would be
once again it's not going to make the
decision for you it's just providing you
more context information so that you can
better make the decisions you need to
make with that process and the last one
is the Case Files themselves
we've uploaded a document to SharePoint
we've uploaded a second document and a
third step and a fourth step if you wish
to view these documents without the case
File feature you would need to go into
SharePoint
find the specific document library and
pull that information out so what we did
with the case File is we've given you
the the functionality from within the
process itself to click the case File
open up and that will return your list
of all documents which have been
uploaded irrespective of their document
repository whether it's SharePoint
whether it's a file system whether it's
a another document management system at
the back it's all in one central place
you can access it from within the
process
and make your decisions from me
thank you for attending today
if there are any questions or any
feedback please send them through
I will send replies as soon as we get
those
and thank you have a great day