|Microsoft SharePoint provides many features that can help you integrate and streamline your department’s processes. Government workers can complete commonly used forms in a Web browser or HTML-enabled mobile devices. These forms might currently be paper based and potentially not the correct version.
Workflows automatically move documents or items through a sequence of actions or tasks related to a business process. They can streamline the cost of coordinating common business processes, such as project approval or document review, by managing and tracking the tasks involved with those processes.
SharePoint provides built-in workflow templates to automate approval, review, and archiving processes. You can also create, maintain, and analyse custom workflows, enabling you to streamline your collaborative processes.
Electronic forms provided through InfoPath are an integral part of such workflows. These electronic forms designed in InfoPath make it easy to collect and validate information that drives your business processes. You can also collect and validate this information right from the Microsoft Office client applications you use every day.
Common business problems are:
- Paper based forms (PDF, Word or Excel) that aren’t up to date or can be lost
Manual processing – emails or walk paper forms around for approval
Poor auditing controls around approval processes
Information is not easily accessed as it exists in paper form
What are the risks of these problems?
Poor overhead or inefficiencies
Approvals take a long time due to inefficiencies and slow processes
No audit processes
Confusion around status of process. (e.g. is the request approved)
To resolve these issues:
We create custom process automation solutions utilizing the Microsoft Platform: InfoPath browser-based forms to collect information about the process and the SharePoint workflow engine as the business logic and routing engine.
Our Business Analyst consultants work with the business users to understand the business case and process and then recommend and implement the appropriate technology to solve the problem.
Sample automated business processes:
Employee on-boarding - to streamline the hiring of new employee’s by using a workflow to pass a ‘new hire’ form to the relevant departments to fill in their section ultimately ending up with the new hired employee. The process can perform processing tasks to automatically create Active Directory accounts, interface with HR systems and provide checklists to ensure task don’t get forgotten.
Capital Expenditure requests - to ease the approval processes for expense claims, a request form can be filled in with detailed information including attachments, cost details and full business case. The submitted form is routed to the appropriate management staff via the business workflow logic for approval and signature (digital signatures are available). The workflow process can be simple (single manager) or tiered to several managers based on the cost of the expense and other criteria.
Automate collaboration - for document review. A workflow can be used informally to review documents with colleagues.
Training & Event requests - Myriad’s Training and Event request solution, allows both internal and external users to register for events and courses. Logic is inbuilt to determine the eligibility of all attendees, manage reminders, booking procedures, as well as location directions.