Out-Of-The-Box SharePoint Magic
3 likes1,145 views
The document discusses a presentation by Thomas Duff on using SharePoint to streamline URAC compliance tracking for a health insurance company with over 1000 employees. It outlines the challenges of data tracking across multiple platforms and proposes a unified SharePoint solution for managing employee documentation. The system includes workflows, metadata management, and notification features for maintaining compliance efficiently without extensive programming.
Out-Of-The-Box SharePoint Magic
- 1. Online Conference June 17th and 18th 2015 WWW.SPBIZCONF.COM Thomas Duff (aka âDuffbertâ) June 18th, 2015
- 2. WWW.SPBIZCONF.COM ⢠Thomas Duff (aka âDuffbertâ) ⢠Works in Portland for a large health insurance company ⢠Been in IT for 35+ years, 20 of it working with collaborative application development ⢠Specialize in SharePoint development and business analysis ⢠Speaker ⢠Writer (two co-authored books and countless articles) Who Am I?
- 3. WWW.SPBIZCONF.COM ⢠Developer who isnât (yet) comfortable with Visual Studio / C# ⢠Developer who wants to turn over the entire site to the business area ⢠Business customer / power user who isnât intimidated by technology and doesnât want to wait for IT to build them something Who Are You?
- 4. WWW.SPBIZCONF.COM The Situation - URAC â˘Utilization Review Accreditation Commission â˘Non-profit organization that certifies healthcare quality through accreditation process â˘Makes on-site reviews of company policies to make sure they are being followed and adhere to best practices â˘Itâs a Big Deal for health insurance companies
- 5. WWW.SPBIZCONF.COM The Problem â Data Tracking ⢠On top of policy and procedure tracking, thereâs a large requirement to track people who are classified within URAC ⢠Annual Privacy, Security and Ethics Refresher training, Demonstration of ongoing training for professional competency, URAC Training (content is department-specific), Privacy and Security Acknowledgement, Annual Performance Review, Cultural Competency Training (Requirement for Case Managers Only), Resume, Job Description, Departmental Orientation Checklist, Proof of non-clinical license and certification, PSV of license and/or certification (Clinical Staff Only), Scope of Practice Attestation (Clinical Staff Only - Not MD's) ⢠We have over 1000 employees that we currently track ⢠A little overwhelming, huh?
- 6. WWW.SPBIZCONF.COM The Problem â Data Tracking â˘This data had been stored on multiple Excel spreadsheets and multiple shared drives and no reporting abilities⌠even hard copy documents that needed to be scanned â˘In total, 23 people had some level of involvement of tracking data and trying to keep it up-to-date and synchronized â˘Good luck trying to pull all that data together if an audit came upâŚ
- 7. WWW.SPBIZCONF.COM The Solution â SharePoint! â˘A single site to track all employees and associated documentation â˘One master list for all employees and their status â˘Multiple lists and libraries to store documentation on training, licensing, and personnel files â˘Workflows for notification â˘Dashboard view of all consolidated information for a given employee â˘Completely run and managed by the business â˘All Out Of The Box SharePoint!
- 9. WWW.SPBIZCONF.COM Everything revolves around the master file ⢠One master file list item for each employee tracked for URAC ⢠Loaded from employee data extracts from our personnel system
- 10. WWW.SPBIZCONF.COM Everything revolves around the master file ⢠Bottom half of the form brings in information from all the other data feeds, lists, and libraries. ⢠It provides the tracking and audit mechanism for each employee.
- 11. WWW.SPBIZCONF.COM The form customization is done in InfoPath
- 12. WWW.SPBIZCONF.COM The Complete columns are calculated fields
- 13. WWW.SPBIZCONF.COM What they look like in the list columns
- 14. WWW.SPBIZCONF.COM Rules to get the coloring based on value
- 15. WWW.SPBIZCONF.COM Rules to get the coloring based on value
- 16. WWW.SPBIZCONF.COM Those rules give us thisâŚ
- 17. WWW.SPBIZCONF.COM So how do we get from documents/lists to the master record? Workflows Datasheet views
- 18. WWW.SPBIZCONF.COM Creating the Master Record This data comes to us from our personnel system in the form of a weekly Excel spreadsheet that can be pasted into the datasheet view.
- 19. WWW.SPBIZCONF.COM Creating the Master Record This data comes to us from our personnel system in the form of a weekly Excel spreadsheet that can be pasted into the datasheet view.
- 20. WWW.SPBIZCONF.COM Once loaded, the workflow takes over⌠This loads a new Master record if the person is new. This updates/loads a Master record if the person is moving into a URAC position.
- 21. WWW.SPBIZCONF.COM Once loaded, the workflow takes over⌠This updates/loads the Master record if the person is a rehire.
- 22. WWW.SPBIZCONF.COM Once loaded, the workflow takes over⌠This updates a Master record if the person is terminated or is promoted into a new position.
- 23. WWW.SPBIZCONF.COM Once loaded, the workflow takes over⌠Finally, this updates a Master record if the person is moved out of URAC position
- 24. WWW.SPBIZCONF.COM This process results in this⌠All the information in the top half of the Master record comes from the weekly import from the personnel system.
- 25. WWW.SPBIZCONF.COM Next up, uploading and categorizing Personnel documentation The Personnel documentation library is where all the âproofâ documentation resides⌠images, scans, emailed forms, etc.
- 26. WWW.SPBIZCONF.COM Next up, uploading and categorizing Personnel documentation Once a document is uploaded, the administrator fills in metadata about the document so that it can be matched and categorized for the Master record.
- 27. WWW.SPBIZCONF.COM So how do we get from documents/lists to the master record? The metadata columns come from dropdown and lookup lists so that values remain consistent and the matching works as required.
- 28. WWW.SPBIZCONF.COM Once again, the workflow takes over⌠Depending on what type of documentation was selected in the Document Type field, the Master record is matched with the Employee number and updated.
- 29. WWW.SPBIZCONF.COM Once again, the workflow takes over⌠In most cases, the updating of the Master record is nothing more than a date.
- 30. WWW.SPBIZCONF.COM Once again, the workflow takes over⌠Depending on what type of documentation was selected in the Document Type field, the Master record is matched with the Employee number and updated. Renewal dates are also calculated for ongoing training documentation.
- 31. WWW.SPBIZCONF.COM Once again, the workflow takes over⌠For positions that require certification, we can track whether itâs active and whether itâs the primary certification required for the job.
- 32. WWW.SPBIZCONF.COM License and Certification Lookups This lookup list covers all the job codes (the key for the lookup), and specifies what type(s) of certification or licensing is required or preferred.
- 33. WWW.SPBIZCONF.COM Another type of form⌠Orientation Checklist All URAC-affected employees have to undergo a formal departmental orientation, which is tracked here in this list form.
- 34. WWW.SPBIZCONF.COM Another type of form⌠Orientation Checklist When the form is completed, the employee clicks âI Attestâ, where the Employee Name and Date Signed fields are completed.
- 35. WWW.SPBIZCONF.COM The form is emailed to the Personnel Document library so thereâs a record of it As part of the submission process, a form rule submits a copy of the form to the Personnel document library for tracking and documentation.
- 36. WWW.SPBIZCONF.COM And the workflow takes over When the email arrives in the Personnel document library, the workflow parses out information from the Subject line, matches the document to the employeeâs Master record, and updates the information.
- 37. WWW.SPBIZCONF.COM So how do we keep track of whatâs due when? This view uses calculated columns to track information and due dates. If anything is incomplete or is coming up on an expiration/renewal date, it shows up here. Itâs a single point of reference for the administrator to know what needs attention without looking in multiple places. In this instance, they know there are only 18 items that need attention out of over 1000 employees that are affected by URAC requirements.
- 38. WWW.SPBIZCONF.COM Um⌠I lied a little bit⌠This jQuery code provides the column coloring⌠couldnât do that âout of the boxâ
- 39. WWW.SPBIZCONF.COM Notifications based on the view⌠When a column shows that an item needs to be renewed or updated, workflows can be used to send out email notifications to the Master record owner (the employee).
- 40. WWW.SPBIZCONF.COM Notifications based on the view⌠Example of the Email Ongoing Training 30 Days
- 41. WWW.SPBIZCONF.COM Notifications based on the view⌠Example of the Email Drivers License Expiring 30 Days
- 42. WWW.SPBIZCONF.COM One more slick trick⌠Impersonation Workflows Impersonation workflows allow you to modify the permissions of a list item, both removing and adding permissions based on your unique logic.
- 43. WWW.SPBIZCONF.COM Impersonation workflows Workflow actions include adding, inheriting, removing, and replacing list item permissions.
- 44. WWW.SPBIZCONF.COM Impersonation workflows - Remove Select the action, select the permission levels to remove, and the people/groups to remove them from.
- 45. WWW.SPBIZCONF.COM Impersonation workflows - Replace Select the action, select the permission levels to remove, and the people/groups to remove them from.
- 46. WWW.SPBIZCONF.COM Summing it up⌠⢠Building sites in SharePoint doesnât mean you have to break open Visual Studio to get anything done. ⢠Ultimately, itâs about delivering value to the business, and you can do that with clever use of OOTB SharePoint features. ⢠Even better⌠you donât have to be the person to maintain it forever!
- 47. WWW.SPBIZCONF.COM Questions or comments? You can reach me at: ⢠duffbert@gmail.com ⢠@duffbert on Twitter Thanks for your time!