Sharepoint Workflow and Data Automation
Budget: ₹1,500 – ₹12,500 INR
Objective
Build a wireframe proof-of-concept to sell four team leaders and executive leadership on an automated workflow and ticket-based data entry.
Context
I have done this before with a large engineering team in SharePoint, which allowed for easy integration into Teams and sortable list views for the end-users, but am open to other platforms.
Over the past year I have successfully introduced lean manufacturing tools to this team which were rapidly adopted. These have included derivatives of the Toyota Process and NASA's Risk Informed Decision Making.
The organization currently relies on self-authored, discrete, file-based data sets mostly in Excel. The goal is to establish common language for like-kind data entries and manage a cascading workflow in a central repository.
My objective now is to expand this effort to include three other teams and take it from simplify/ accelerate / delete to the next step and automate their process. SADA. It's not mine. It belongs to Tesla and SpaceX.
Premise
Standardized language and centralized data will raise awareness, encourage collaboration, and improve the quality of the sales teams proposals resulting in more satisfied customers and a higher conversion rate.
Wireframe
Please see the schematic attached from yesterday's whiteboard.
The initial data has an 'entered by' designator, and requires 8 data inputs:
1. Date
2. Project Type (~5)
3. Market Sector (~5)
4. Owner (~100)
5. Customer (~100)
6. Contract Type (~5)
7. Value (~5)
8. Status (this is the driving function which automates the data workflow)
Ideally, #1 has a calendar pop-up for ease of use, with the other fields having drop-down lists which potentially offer autocomplete solutions as characters are typed. The approximate number of choices are shown as (*).
The data cascades as the project opportunity matures through a series of mostly linear decision points in a parent/child format with successive, but limited additional data aggregated along the way.
Most of the flow is sequential, but on occasion an opportunity might be delayed, or revised, requiring it to be restacked in the priority list with the fields having limited, permission-based, ability to be edited.
The data travels according to the following logic and criteria:
1. Pipeline - an opportunity is identified and the 8 fields are entered into the ticket
2. Go/No-go - a decision is made. If 'go', then the data moves to the 'pending' list. If 'no-go' the data moves to a separate list, the 'no-go' archive.
3. Pending - A 'due date" column is added and a data entry required for it to be listed and confirmed. Additionally, a 'manager' column is added along with an email address for the future development of alerts and reminders.
4. Proposed - Upon completion of a proposal, a pdf is posted which creates a reference link to the file. Additionally, 'submitted on' and 'decision due' data cells are added in two new list columns.
5. Won/Lost - the end of the data lifecycle is upon announcement. If the opportunity is won, it goes to the 'won' archive. Conversely, if it is lost, it goes to the 'lost archive. The proposal links and all data are retained in both.
The four teams represent different types of opportunities. These are determined and governed by turnaround, dollar volume, scale and scope which will largely be determined by the field entries on the ticket. But all have the same 8 fields for the common data repository. It could be there is a 9th field which is 'team', but for now I am hoping we can associate team with the original 'entered by' designator. Eventually, permissions and automated views will become part of the environment.
As a matter of scale, this is not a particularly large undertaking. Each of the teams is comprised of ~5-10 members with the total population of active users being 10-20 individuals. Over the course of a year there may be 100-200 ticket entries into the originating 'pipeline' list. The data will be perpetual.
Buildout
Wireframe - ASAP, I will provide 8 fields for 5 distinct tickets - that should get me past proof of concept
Buildout and launch - 30-60 days
Refinement and fine tuning - 6mo - 1yr+
Thank you for your time and consideration.
Please feel free to contact me with any questions, concerns or clarifications.
Build a wireframe proof-of-concept to sell four team leaders and executive leadership on an automated workflow and ticket-based data entry.
Context
I have done this before with a large engineering team in SharePoint, which allowed for easy integration into Teams and sortable list views for the end-users, but am open to other platforms.
Over the past year I have successfully introduced lean manufacturing tools to this team which were rapidly adopted. These have included derivatives of the Toyota Process and NASA's Risk Informed Decision Making.
The organization currently relies on self-authored, discrete, file-based data sets mostly in Excel. The goal is to establish common language for like-kind data entries and manage a cascading workflow in a central repository.
My objective now is to expand this effort to include three other teams and take it from simplify/ accelerate / delete to the next step and automate their process. SADA. It's not mine. It belongs to Tesla and SpaceX.
Premise
Standardized language and centralized data will raise awareness, encourage collaboration, and improve the quality of the sales teams proposals resulting in more satisfied customers and a higher conversion rate.
Wireframe
Please see the schematic attached from yesterday's whiteboard.
The initial data has an 'entered by' designator, and requires 8 data inputs:
1. Date
2. Project Type (~5)
3. Market Sector (~5)
4. Owner (~100)
5. Customer (~100)
6. Contract Type (~5)
7. Value (~5)
8. Status (this is the driving function which automates the data workflow)
Ideally, #1 has a calendar pop-up for ease of use, with the other fields having drop-down lists which potentially offer autocomplete solutions as characters are typed. The approximate number of choices are shown as (*).
The data cascades as the project opportunity matures through a series of mostly linear decision points in a parent/child format with successive, but limited additional data aggregated along the way.
Most of the flow is sequential, but on occasion an opportunity might be delayed, or revised, requiring it to be restacked in the priority list with the fields having limited, permission-based, ability to be edited.
The data travels according to the following logic and criteria:
1. Pipeline - an opportunity is identified and the 8 fields are entered into the ticket
2. Go/No-go - a decision is made. If 'go', then the data moves to the 'pending' list. If 'no-go' the data moves to a separate list, the 'no-go' archive.
3. Pending - A 'due date" column is added and a data entry required for it to be listed and confirmed. Additionally, a 'manager' column is added along with an email address for the future development of alerts and reminders.
4. Proposed - Upon completion of a proposal, a pdf is posted which creates a reference link to the file. Additionally, 'submitted on' and 'decision due' data cells are added in two new list columns.
5. Won/Lost - the end of the data lifecycle is upon announcement. If the opportunity is won, it goes to the 'won' archive. Conversely, if it is lost, it goes to the 'lost archive. The proposal links and all data are retained in both.
The four teams represent different types of opportunities. These are determined and governed by turnaround, dollar volume, scale and scope which will largely be determined by the field entries on the ticket. But all have the same 8 fields for the common data repository. It could be there is a 9th field which is 'team', but for now I am hoping we can associate team with the original 'entered by' designator. Eventually, permissions and automated views will become part of the environment.
As a matter of scale, this is not a particularly large undertaking. Each of the teams is comprised of ~5-10 members with the total population of active users being 10-20 individuals. Over the course of a year there may be 100-200 ticket entries into the originating 'pipeline' list. The data will be perpetual.
Buildout
Wireframe - ASAP, I will provide 8 fields for 5 distinct tickets - that should get me past proof of concept
Buildout and launch - 30-60 days
Refinement and fine tuning - 6mo - 1yr+
Thank you for your time and consideration.
Please feel free to contact me with any questions, concerns or clarifications.
Related categories:
Sharepoint
Business Analysis
UX / User Experience
Wireframes
Office 365
Process Automation
PowerApps
Power Automate