Another 4 processes to streamline with SharePoint

In an earlier post, I discussed 4 very common time-consuming processes that you can make more efficient by using SharePoint. But I guess that the next 4, although perhaps less common, still occur quite often.
You can make your project managers, your business venture managers and your IT department very happy if you can show them that you can facilitate these processes with a SharePoint Team Site.

 

5. Corporate projects needing input from many countries/businesses

Forget sending large status updates in PowerPoint or Excel per email. For large central projects, use a site where you can collect the status updates from every country or business in a list. If you need security, or want to allow that country or business to share their project documents and other information, you can use a site collection instead, where every country of business has their own site. You can use a Content Query Webpart to collect all updates in another site for the Project Manager.

It helps to create one page where the collective progress is shown – you may lose confidentiality but it will reduce the time needed to create reports and it will help the business to see how their own efforts contribute to the projects’ or company’s goal. Of course everyone will be able to set alerts.

All this will reduce inbox overload, make the project progress much more transparent and save the Project Manager lots of time in reporting.

Some examples:

  • Centralizing the organization
  • Capturing procurement terms and conditions
  • Local milestones for a divestiture
  • Action plans following the global employee satisfaction survey
  • A global sustainability project

Example: PMO in a Team Site

6. Business experiments 

Why spend time and money on dedicated software if you are not 100% sure that your new business venture will be successful? Start with a process in SharePoint and see how things turn out. It will perhaps not do everything you think you need, but as you work with it you will learn more about your eventual software needs, helping you to define better requirements. And if your pilot fails, you do not have to add software costs to your losses.

Example: High Tea Reservations. 

7. Temporary pre-ERP solutions

If your “Problem Process” is not yet in scope for your ERP-system,  why not check if you can move it to SharePoint before making the leap to ERP? It may not be the ideal solution, but you may be able to iron out those process wrinkles, which will make your process more efficient now. And moving to your ERP-system later will be less painful because you have a better process to start with.

Example: CRM in a Team Site, now with screenshots!

8. Legacy processes 

Chances are that you still have a few of those one-trick-ponies from the nineties or noughties in your application portfolio.  The companies that created them have merged ten times or gone bust, there are no updates or support, the manual is lost, the user interface is outdated and they may even need separate log-on. This is a good opportunity to free up a server, use the regular support system, apply SSO and a familiar look-and-feel and generally reduce complexity.
We have used an InfoPath solution to replace an outdated Idea Submission programme, and replaced a visit-pass-request-system by a simple Custom List.

All these examples will help with “The daily dose of SharePoint” that your employees need to become more familiar with SharePoint. The more different uses of SharePoint they see, the more they will learn that SharePoint is a versatile tool that you can use every day, for almost every process.

Image courtesy of tungphoto at FreeDigitalPhotos.net

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CRM in a Team Site

What was the problem?

The country’s Customer Service Desk received their customer complaints in various ways: from 7 different systems, via email, snail mail, telephone, fax and by going to the Customer Service desk. Information provided was seldom complete, and there was no central system or agreed process to log and manage complaints. Many complaints were lost during the process, and if they were not, turnaround could vary from 2 weeks to 2 years.
All complaints were reimbursed to the customer, because it was almost impossible to properly investigate a complaint.
There was no insight in root causes of complaints, so it was not easy to make any improvements to systems or processes.

What is the solution?

The country organized a workshop with all involved disciplines, describing the current and the desired process. The Business Process Owner Order-to-Cash and I worked together to  turn an Issue List into a streamlined Incident Logging, Processing and Managing system, that would enable all involved parties (Customer Services, Quality Assurance, Warehouse Managers, Finance, and even the external Transport Company) to quickly add, review and edit information. Every complaint was one list item.
On the Home Page an overview of all open incidents, and their accumulated value, are shown as a very high-level dashboard.

Logistic Incidents Homepage
The Homepage is dashboard for open incidents and process information.

We added some Corasworks tricks, such as a Search function and an automated email that would copy much of the Incident’s information into an email to the transporter, in case a delivery had to be taken back to the Warehouse.

Of course, with a major process like this, it took a long time to get this realized. But as usual, thinking was the most work. What is the current process? Where does it hurt?  What is the best flow? How can we make it complete, but keep it simple and workable? How do we train people? How do we manage changes? How do we make this truely a part of a new way of working? The BPO and I spent long hours discussing both the process and the functional implementation.

Logistic Incidents Data Entry
First part of the data entry screen.

What are the benefits?

  • The country now has one database for all Incidents, enabling different ways to sort, group or filter: by Product, by Complaint Type, by Customer, Open for longer than 2 weeks, etc.
  • Key Performance Indicators have been agreed and can be monitored.
  • System and process are agreed and transparent, eliminating the need to discuss the process repeatedly
  • Turnaround time has decreased to as low as 2 hours due to more insight and less handling
  • Due to the better insight it has been possible to improve processes and performance. One transport company has alread been discontinued since they caused many problems. Others have been given a warning. Changes have been made in the factory to solve certain issues. This has decreased the total number of Incidents with about one-third.
  • Significantly less money has to be paid to customers. Now that the process has been agreed, it is easier to assign responsibility. If the customer has caused the problem, no money is reimbursed. If the transport company has caused the problem, they have to pay.

All in all, this Team Site has saved the company hundreds of thousands of dollars each year, and there is much less discussion about the process.