eForms Development and Training

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eForms Development and Training

• at the Regional Municipality of Waterloo

Presented by

• June 1, 2009

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Introductions

• Omar Rashid Solution Specialist, Municipal
  GovernmentMicrosoft Canada
• Chris AmorDirectorNetDexterity Inc.
• Katrina HowaldProject ManagerRegional
  Municipality of Waterloo

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Agenda

• Setting the Context
• Project Setup
• Solution Overview
• Deliverables
• Benefits Realized
• Lessons Learned
• QA

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Setting the context
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Key Concept

• No Information Technology Group can ever know its
  clients' business needs as well as the client
  does.
• The Region of Waterloo ITS chose to help its
  clients establish and use their own information
  management tools.

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Establishing the Idea

• Highly innovative product mix required
• Establish Vision
• Process as important as Technology
• Benefits are intuitive, and difficult to express
  in dollars and cents
• Incremental approach
• Practical Assessment involving Business staff
• Technology selection in non-traditional manner

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Why NetDexterity?

• Key to the success of the project was expertise
  in Business Process Management, deep product
  knowledge, plus the skill to teach others.

Business Process Management
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Project Setup
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Vision

• The vision for the eForms PDP Project is to
  establish within the Region of Waterloo a
  knowledge and skill base, and IT toolset, that
  enables the design and deployment of automated,
  electronic forms and processes.
• The project will also deliver training tools, and
  an example of the Regions new capability - an
  automated, electronic PDP form and process.

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Goal

• Establish an infrastructure and skills base to
  support the creation of on-line forms and
  business processes within the business units
  themselves, supported by a strong process
  framework and ITS facilitation.

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Approach

• Leverage technologies from Microsoft and K2
• Integrate with Regions existing IT investments
• Utilize HRs Personnel Development (PDP) form as
  training and development test bed
• Form Build process to be established for future
  conversion of hundreds of manual paper based
  forms and processes
• Needed a centralized protocol, and decentralized
  staff skills.

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Approach contd

• Emphasis on training in order to maximize
  long-term benefits
• Emphasis also on componentizing custom code so
  that it can be reused by the developer or
  workflow analyst

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Specific Objectives

• Deliver training and transfer knowledge of K2,
  InfoPath and SharePoint for the Forms Developer,
  Forms Designer and Forms Administrator roles
• Create an on-line document library of best
  practises and a training knowledge base
• Develop an InfoPath version of the PDP form and
  an automated K2 workflow to facilitate the PDP
  process
• Enable tracking of PDP form progress and
  information capture throughout the organization

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Project Parameters

• Business unit (HR) staff responsible for creating
  their own InfoPath form and process flow design
• Need to integrate PDP form data with HRIS and
  document management systems
• ITS staff to learn the development tools (K2 and
  InfoPath), and SharePoint installation and
  administration process
• Functional PDP form to be in place at end of
  project

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Solution overview
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Preparing for Transformational Change

• Building dynamic business applications requires
  collaboration between business and IT staff

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Stakeholder Map
Region ITS
Project Manager
Development Team
Business Users
Trainer/Mentor
IT
Business
Interested Observers
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Technologies Utilized

• Development Toolkit
• Microsoft SharePoint 2007
• Microsoft Office InfoPath 2007
• Microsoft SQL 2005
• K2.NET 2003

• Existing IT Environment
• HR Information System
• Document Management System
• Active Directory
• Oracle databases

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Development tools
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Microsoft SharePoint 2007
Business Intelligence Server-based Excel
spreadsheets and data visualization, Report
Center, BI Web Parts, KPIs/Dashboards
Collaboration Docs/tasks/calendars, blogs, wikis,
e-mail integration, project management lite,
Outlook integration, offline docs/lists
Business Processes Rich and Web forms based
front-ends, LOB actions, pluggable SSO
Enterprise Portal Templates, Site Directory, My
Sites, social networking, privacy control
Content Management Integrated document
management, records management, and Web content
management with policies and workflow
Enterprise Search Enterprise scalability, contextu
al relevance, rich people and business data
search
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Microsoft Office InfoPath 2007

• InfoPath provides the ability to
• Gather information more efficiently and
  accurately
• Share information across business processes
• Manage information more flexibly
• Take advantage of existing IT investments

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K2.NET 2003
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K2.NET 2003
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deliverables
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Deliverables

• Training Services
• Instructor-led classroom training
• Knowledge transfer through job shadowing
• Knowledge base of technologies and processes
• Prototype Software Solution
• Electronic InfoPath version of the PDP form
• Electronic workflow process to facilitate the PDP
  cycle process flow between the various
  participants
• SharePoint production environment to host the
  solution
• Knowledge Repository
• Knowledgeable staff
• Prioritization and approval process for continued
  development and maintenance of eForms

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Screen Casts
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Screen Casts
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Training Guides
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Training Guides
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K2 Dynamic Workflow
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SharePoint team site...
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PDP eForm
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benefits
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Benefits

• Improved execution of the PDP process in a
  timely, interactive, efficient manner.
• Secure access to information
• Improved business agility
• Improved knowledge management
• Improved and measurable end-user compliance
• Interoperability with existing systems
• Ease of reporting
• Scaleability

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Lessons learned
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Lessons Learned

• Engage your vendor partner early
• No workflow is ever complete enough
• Business users are more capable than IT thinks
  they are
• Pick a moderately complex form and process (not
  your most difficult)
• This is DO-ABLE with the right investment and
  commitment

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Question and Answer
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Thank you!
Omar.Rashid_at_microsoft.com
Omar Rashid
Chris.Amor_at_netdexterity.com
Chris Amor
hokatrin_at_region.waterloo.on.ca
Katrina Howald