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you know on streamlining HR processes and improving onboarding workflow and this morning our presentation will be be given by our Regional Director of Business Development now chameleon and Malcolm is going to spend a little bit of time giving you a quick overview of some of the benefits associated with streamlining HR processes and then he's going to do a quick demo using Mint X showing a showing the environment the HR HR workflow inside of Mint X and also show you some techniques that with using so Malcolm I'm gonna pass it over to you Thank You Bryan thank you very much just to let you know today's session is being recorded so we are going to put this up on our YouTube channel a little bit later this week as soon as we clean it up a little bit make sure everything looks good so please check us out on YouTube as well so let's with that without further ado let's get moving so one of things we're going to talk about today is really sort of streamlining your HR on Boyett processes so it's really sort of how do you how do you take this process which involves so many different departments and streamline it to kind of get out of that paper-based cumbersome process where people are forgetting things take a lot longer than they need to we'll walk through sort of how to do that how do you share Point mint acts and even to help sort of streamline that process overall very quickly a little bit about myself I have been working with SharePoint since about the 2003 version came out my complement developer background I've been really fortunate to be able to work with hundreds of different companies and helping them to work with and launch SharePoint min text workflow type solutions I love questions I love feedback so please use any of the means there below to contact me if you have any questions about today or even if you need a deeper dive one of the things that we love to do how companies get a little bit deeper of an understanding when they see some other things looking to do here as well and very quickly about key for consulting key for consulting has been around since 1988 and really focused on servicing some of the government customers in the Sacramento fulsome era but also working with a lot of the private sector clients now moving into the Bay Area and San Francisco and really kind of helping the state of California with deep expertise in SharePoint net type consulting problems so one of the things that I love about Kieffer is that we really thrive on our partnerships right and so today we're going to be talking to you about mint and but that's how we become strong right that's how we're able to take what we're doing and we don't reinvent the wheel we work with really strong partners to help us implement solutions quickly for our clients and that's something that we are very proud of at Kirra so you'll see that today as we're talking about how we work with these tools to make the processes streamline to make the process and stronger one of the key things about workflow and you'll hear me say this about any type of workflow is that you really want to understand I mean is your workflow a simple workflow is it one two three right and then we'll help you sort of identify which tools really work well for that type of workflow or is your workflow more complex right and so what I think people do a lot of times is they underestimate what their work full complexity really is and you'll see today in our onboarding example how I'm working with different departments and different aspects of your workflow can be complicated very very quickly so documenting those workflows understanding how the process works understanding sort of where your key points are is really really important one of the things we want to talk about today is really sort of accelerating that process how can we streamline that process and really help you guys get from one point to the next quickly and you'll see the sort of different pathways along how you're working with it right so you see sort of these future users we're we're doing a lot of paper-based things and getting forms received what we want to be able to do it's really start to leverage electronic documentation as we do that so as part of that process to the Future user we want to bring in electronic documentation a big piece of today's demo is the provisioning aspect and so of how do we provision users equipment software licenses how do we add into exchange to the link to some of these different tools that were working with so within there you see sort of how in accelerating that onboarding workflow how when an employee starts are we handling it from beginning and when we're doing an orientation are we taking care of that who's in charge of that win is that one of those things scheduled a lot of the little things tend to fall through the cracks and so that's why we want to have that documentation even after persons start what's happening the next month what's happening the next two months so you'll see that there now I'm gonna put up a poll real quick I just want to kind of get a sense for how you guys are currently doing your processes and workflows today so what you'll see on the screen here is a way to say okay hey how are you sort of working with your workflows and if you can just let me so we can see that poll there and then just register what you think what you're using today to kind of register your leads I want to take a look at that as you went through there so what we see here is that what I'll do is I'll close the poll here really it's really most of the processes are still manual so we're seeing that a lot of people are still doing it manually within there so let me share that those findings with you there and you'll see most of the processes are being manual and then that doesn't surprise me a lot of a lot of our clients are working with manuals some are just starting to utilize it to elect in taxes when working with it as well and so that's good to know that's good to know for us all right let's take a look here so one other thing is that you'll see some real benefits of automating your onboarding process one is going to be a quick ROI so you'll see very quickly you'll be able to standardize some of these processes taking away a lot of that extra over ahead of people and paper and you know copies and a lot of those different pieces but also I think one of the things I hear time and time you giving people just forget you know like oh this person didn't have this or did this person didn't have that and then if you don't have a laptop for two days I mean that's two days of productivity that goes out the window they don't have access to the right information that's productivity that goes out the window so that's we're going to talk about today is how do we sort of automate some of those processes very quickly there's a lot of different forms and scenarios that you can start to automate with tools like with tools such as min tags and - let me help automate these processes today we're focusing on on morning but there's just a whole list of other ways that you can start to automate some of these processes and you'll see that just in the intranet demo environment that we have that we've been working with for the Nintendo modem you'll see today obviously a lot of those processes are NIT automated some of those processes with a mighty customer service and support as well a lot of different ways to kind of bring all of that together very quickly what you have with Nintendo will talk about today is really automating the processes the forms document generation some of the connectors as well I mean you'll see some of those within the workflow tools that we've utilized you're going to also see how it's very quick and very easy to use for end users for power users to really be able to automate some of native processes before we dig into the demo I just want to show this screen here and I hope it's big enough for everyone to see but really what we're talking about today is Mint X on top of SharePoint your goal is to have all those different department that we just talked about integrating with one point right and the nice thing about with tools that we have today is that we can make web service an API call us to your line of business HR is systems that you have today but then we can also do all of that legal authentication through the process so this is sort of the infrastructure that we're going to be demoing today that you'll be seeing today as we walk through each of the different steps without further ado let's take a look at the demo so they move this away here and now let me maximize this screen and we'll take a look at a home page here so I'm gonna make the screen a little bit bigger here so we can see it ctrl + + one more ctrl + there we go so what you see here is a basic intranet it's a it's a demo environment that's wholly contained that has the min text workflow forms workflow informative product we talked about a lot of the different scenarios for the different departments and so if some of those other scenarios that we talked about today are interesting to you let us know and we can walk you through a whole a specific demo with just some of those different environments that were talking about today but today we are focused on HR so one of the things that you'll see is that within any HR process you have this new hire process right so I want to come in I want to bring somebody new into our into our company and so I'm going to go into this recruiting hiring here and then what you see is I have a new employee requests I have different postings contracts boilerplates resumes um we can create this portable where all of this can live right and now what you have is if you want to create a new employee there's a simple process where you come in and you say ok I want to create a new employee alright so I come in here and I'm like ok what you're looking at is a custom form now it's not a fancy form but it's a form right so this is a way that we can sort of capture that information and we know that Kevin needs to be onboarding into the Golden State Warriors franchise so we're going to bring him on board as a new employee and so what we can do is get his personal email address and so we could email him the form so he can get started with the process and he can get authorization to our our HR portal site our HR hiring site on that Hempfield of fill in his information now he's going to be a sales manager for our sales department here and he's going to work for Bret Campbell and as you see I'm going to type in B are E and then using that Active Directory using that personal recognition I can bring Bret Campbell up I can say there's Bret right there that we're looking at now we're gonna choose the start date little when I say we're one day behind I say it started yesterday now II know KD is gonna get a little bit more than a hundred thousand a year but for this demo we're just gonna give him a hundred come in I can add attachment so if I want to add a resume I want to add a photo if I want to add just a work history I can add an attachment to this employment agreement and I can make I can have that flow as well around the entire process so now what I've done is I have started the workflow process and we're going to take a look at that process in just a second but the first step within the process is that we have to get approval from Brett Campbell to hire Kevin Durant we want to bring Kevin Durant in so Brett has gotta give us his approval so now what we're going to do is we're going to take a look at Brett's emails I'm logging into his server here and once again I know this is a little small here I can't make this screen any bigger but we'll get to the email in just a second so here's his link Skype for business account I'm gonna bring up his email and then what you'll see here is that I need to approve hiring of Kevin Durant so you see this came in at 10:14 today Pacific time and what I can do is I can click on a button here that will allow me to respond to that text but instead of doing that I'm gonna do what's called lazy approval right I don't want to go to another forum I don't want to deal with all that I just want to approve Kevin through the email through email of email so I'm gonna come in here and all I need to type is approve so I come in I type accrued and then I hit Send now the interesting thing about lazy approval is that you can have more vocabulary than just who or disapprove you can say okay you can say I want to suspend I can delete you can create whatever vocabulary that works for you and then that can affect the workflow alright so now let's go take a look at that workflow so we're going to go back in to the other side here and now you can see sort of there's Kevin Durant as the sales manager now let's take a look for the first time sort of at that workflow as a whole I'm going to come in here and I'm going to say you workflow history so now what we see is that the workflow for the new hiring process has started and it's the employee on morning I'm gonna click on the employee onboarding and now what I'm going to do is I'm going to put this little thing over here to make the screen a little bit bigger so we can see it and now what we see is what the workflow looks like in index right and so the nice thing is we have different stages that the workflow can be in we can prepare a contract I'm gonna hide as well come back to that in a minute we're gonna we can prepare the contract here right now I want to get manager permission so what I did is that emailed to our boss to get that manager approval and I can see right now that that approval is pending because the email is coming back around and you'll see that in just a minute going through that approval process that's my little notification that we got it approved so you'll see this manager approval and then it also goes through the employee agreement let me scroll down here a little bit if there's any errors so I'm rejecting that I can build a problem description and I can say hey there's a problem encountered as I go through that error message I can integrate so now I can say hey are we going to be able to integrate within this get a sense for what we want to do and then sort of move to that next step I can then take a look at it and then what we're going to do is we're going to show you how once HR is done IT takes a look right and so the IT is gonna do the provisioning process and we'll show you that provisioning workflow as well so let's take a look at what happened right so within my process I ran into an error because this demo environment doesn't have set up yet right and so what is hey this is a non fatal error and incurred while I was coming through but it let me know what's interesting about this is it let me know in Skype for business we can send alerts or messages in email and in Skype for business link or even text messages so for those critical critical alerts we can send them through text as well I'm gonna close out on this and then what I'm gonna do is I'm gonna refresh I'm going to refresh my status so now what we see is once again that visual representation of where we are within the work flow so here you see we had cleared the email we went through the on morning we went to Bret Campbell we got manager approval we came in through here got an employee agreement and then what happens is it changes states it says go from this to employee agreement went through the employee agreement now we did not have set up yet so we went through here sent the notification and now we hand it over to I T so now what we're doing is we're going to go create this new user request for IT so now what I'm gonna do is take off my HR hat and I'm going to put on my idea so I'm going to come in through here and then I'm gonna create this new tab and now imagine I work for IT and so I come into my IT page at the beginning of the day I'm on my IT department page now right on my homepage I'm gonna see information about new users right so I see oh it looks like we've got KD in here as a new user so we need to add we need to push it through the IT workflow for new users for provisioning so now let's take a look at that provisioning workflow I come in through here and you see a few workflow history once again there's my user provisioning automation I'm gonna click on that and now what we're gonna see here is that the H our workflow did a handoff to the IT workflow what's important about this is that as you start to automate your on point constants you don't have to do it all at once you don't have to tackle every department every group right away tackle the ones where you get to champions you get some people who are excited about sort of changing their process streamlining their process and then you can see sort of okay hey let's work within there now what we see is that within this provisioning process we see that we came in through here we created a unique username and email for coming around we added him to Active Directory and we updated that now with him within him having him an ad remember at the beginning of the process we put him in the sales group and now what the provisioning process did it actually had an into Active Directory sales group itself and so anything where the sales group needed access he now has that access within switch state is one more time we're going to provision the user in exchange so here we put kV in exchange and we've added him to link as well now the important part about all of this is that this was all automated from beginning to end right so nobody went into AD nobody created him and we're going through there and so let's just take a look so we come in here to start and I know it sounded a little bit hard to read on the screen here but what we have is ad users and I'm bringing up the ad users and groups and what we see here is scrolling down oops scrolling down here right here's Kevin Durant so we added Kevin Durant to our group and now he's got an ad role he's got an exchange mailbox he's got all this information set up within the environment ready to go for him now this was handled from beginning to end now one of the questions I get asked is is how does mint X Cosmetics able to do this well what happens is if we create a service account for an index to be able to make those modifications so we create a trusted account that allows me in text and make those modifications let's take a look at sort of modifying a work so when we come in through here we see the provisioning workflow I'm gonna bring my little screen back here on the other thing before we take a look at that we'll take a little quick look at viewing statistics as well so there is a large amount of robust reporting that you can do within the process from beginning to end and so here what you see is I'm able to come in and take a look at one of the different workflow statistics I can take a look at what takes the most time where are the bottlenecks within my process so within each of the steps that we've created I can say okay what's taking the longest amount of time to handle right and so we're coming in if you're here we see most of these are pretty quick as we go through and then we come in and we can see some of the bigger bigger stages okay hey this is this one's less than seven minutes and 21 seconds well yeah could we put a pause in there so of course it's taking the long so I can see right away that that's not going to be a big issue for us as we look through there but what I want to know here is that there's just a ton of reporting there's a ton of flexibility that you have within the process to see where that process is breaking out or where it's worth working well okay so let's take a look at that user provisioning workflow and let's take a look at the environment where you're gonna make the modifications to a workflow in Mint X and so right now I'm in the 2013 on premise version of Mint X that were looking at Mint X just released a version for 2016 and there's another version as well for office 365 and so they've got you covered from any of the more common SharePoint or the flow scenarios so here what you see let me make this a little bit bigger here so I'm going to do ctrl + + I'm going to do one more control + there we go and so one of the things you see here on the left hand side on what's called the workflow actions and these workflow actions are items that we can drag and drop into the environment that allow us I can't let's go pull much that allow us to bring different things on alright so here we have an integration so I can CRM I can integrate with exchange I'm sorry Excel sequel server XML web request there's a lot of different ways we can help they're obviously sending notifications lots of integration with libraries and lists of anything you can do into a list I know you can do here as you're looking with it logic and flow a lot of different variables there if then loops there's the component and so we can populate templates within back side download those documents within as well and we can download new features to use an index live it allows third party provider is the ability to start to integrate with index so we see if I want to tweet hey we've got a brand new employee we're really excited to welcome this person onboard you can automate that as part of your workflow process as well without getting into too much detail you see there's just a lot of different sort of options within here and then what you saw was that provisioning with the ability to make modifications all it really is is you try and you draw so I can take this control and I can drag it and I can drop it and you see right away where you want to drag and drop and bring that information on the board and then you configure any of these actions you just click the down arrow and then click configure so here is where you get a ton of different options and here with that user bring in specific username and password this can be the secure aspect of what we're doing um as we're going through there and then within all of the different actions that we have there's these references right so we build emails or as we build counselors we build users you'll see that I can come in I can grab any of the fields from the list that we're working with any of the properties of the items that we have within here as well you can work with constant and your variables so within the workflow process you can create these different constants and you can create these different variables as well so there's a lot of different ways that we can work with it you have some inline functions and then we talk about those workflows so that's just very quickly sort of way where you can come in and make modifications to this environment we've got a lot of different power users as the ones who we look at to make some of those modifications and what do I call it our users somebody who kind of can take its L do ranges get deep within that two of those are the power users and this is these are really more no code type solutions but I always believe that you sort of have to have that mindset around being able to create some of those pieces so last but not least we can take a look at some of the reports that come out of there as well and so one of the things that you'll see is there's a lot of different reports and charts and graphs that we can build around the process so you see here we're looking at different sort of statuses of each of the different reports and the sites that you have available to you so we can measure any other different workflows completed approve overdue we can streamline that into the ability and panel filter for whatever PC you're looking for is last but not least we don't have too much time to get into it but I just wanted to show up quickly is that a lot of these pieces integrate very well with and so one of the things that we were working on for one of our other clients was really helping them to integrate some of their processes with and so you'll see here just a real simple sort of onboarding form that we had for tech school and medicine for USC and this is the office 365 environment so you can come in through here and they're adding attachments and bringing different information in within this process now why is this key because within their form one of the things that they're looking to do is integrate that with and so what we've done is we've run their template into office 365 and we're working on populating the fields for that populated field for that so we can push the information back and forth and those actions within omaha us to be able to do that everything in tax excuse me allow us to be able to do that and and real simply what happens is you have the templates and then within these templates what we're doing is we're adding the fields or to be able to make those modifications so those same fields full name company email and signature within those can all be populated from min tanks and so the workflow value sea within min text and then this is gonna be an office 365 workflow what we can do within there is populate those different fields from within min text and that's just do the actions and so as we're pulling up this workflow here now this is the office 365 version of those workflows as well so we're connecting to that site we're authenticating all the different pieces that we have and then we will be able to bring those pieces in so it's coming through here and we have the integration now I can populate my template so I would go through here and then I can populate that template so that's really quickly sort of some of the processes that we have that kind of help automate some of the things that you're looking to do and then just quickly in closing a couple of quick things if you notice there's going to be a couple of handouts on that you should be able to download from within the go-to meeting within the go-to meeting interface there so in the right side you should see the place for the handouts and you can download those handouts to allow you to kind of see some of the things that we talked about today as well and if there's any questions please type in the little questions box in the lower right let us know if you have any questions and then Brian will tell me if we have any questions today I'm not seeing any just yet but I will wait for those if you guys do have any questions for us and then let us know if you like our new suede demos we're playing with sway for the first time in really trying to get a sense if we liked it or not let us know if you liked if you like that suede demo we we like it we kind of think it's a new way to sort of present and show off different things but we're always interested in feedback thirty minutes tried to keep it quick and fast today really appreciate your time Brian are you seeing any questions and he's sort of thinking you wanted to follow up on no no questions coming through I also wanted to thank everybody as well again follow us on social media we do these webinars every month different topics would love to have you continue to join us on this month-to-month basis and we try to keep it short a half hour and then if there's additional questions or anything you'd like to see in more detail please don't hesitate to reach out we'd be happy to to to do a one-on-one demo and show you some things that are very specific to whatever your business requirements or business needs are so thank you yeah and like I said please feel free to contact me at any of the information that is up above there we love we love feedback so once again thank you everybody for your time today have a great week thank you very much