Are you building out a re-usable solution catalog? If you use SharePoint as an application platform, you should. This is how you get tremendous leverage, save costs, decrease time to app, reduce risk, and, cut out lots of “noise”. In this article, I’ll give you some context of why you should have a generic, re-usable solution catalog. Then, I cover 4 core Work Management solutions that I’d recommend you add to your catalog.
Don’t have a Solution Catalog? You are not alone.
Most folks started with SharePoint for Portals, Intranets, and general collaboration, largely via collaborative Team Sites. When the idea of doing more on top occurs, such as business applications, they tend to think of development. Over the years, as the standard enterprise application development teams have been migrating to the SharePoint world, the habit of doing “classic” development of applications has infiltrated the SharePoint world. So, for anything that sounds like a business application, they do requirements gathering, waterfall development, custom code development, and hopefully, end up with an application. This approach doesn’t lead to a catalog of re-usable solutions because it is technology focused vs. business focused.
This is unfortunate. SharePoint, particularly in an environment enabled by CorasWorks, is the ideal environment for re-useable applications. All of the elements are there to dramatically improve the process of delivering applications and be able to serve demand based upon known, re-usable frameworks and “base solutions”. It is not just about the cost of developing a single application, but, about how you can transform the process into a virtuous cycle that actually drives business innovation and continuous improvement.
Envision A World of “Magic Apps”
Imagine, a world where there were 10 basic application frameworks or design patterns for information work. These 10 were the core elements for 90% of what most business users needed. If you had these 10 pre-packaged as templates in your Solution Catalog, you’d be able to reduce time to solution 5x, cut your costs in half, and, be able to focus right in on the key features that drive productivity and enable innovation.
The challenge is that these 10 core design patterns aren’t easy to see. We get focused on the specifics of a requested app and fail to step back and see the pattern which is necessary to build up your generic catalog of what I call “magic apps”. Here is an example…
A business customer comes to you asking for a Materials Storage Request solution for managing the storage of manufacturing chemicals. They have come up with some requirements. Of course, the application is unique or so they think. But, you happen to have a Work Request Management magic app in your catalog. You whip it out, spin up a site, spend a couple hours tweaking some words, fields, navigation to “localize” your magic app to the “language” of the customer. Then, you engage with them. All of the sudden you are not doing requirements, but rather, you are in the stage of “finishing” the application. You immediately have them working with the app, thinking through the process as they touch and feel it. In this imaginary world, good things happen all around. But, is it really fantasy?
4 Base Work Management “Magic Apps” for your Catalog
If it is real, then what are the 10 magic apps for your catalog? We’ll start with the basic 4 for work management that we use with new customers. They cover a lot of needs. Each is targeted at structured work management – getting specific work done. However, their design is different because of the context of the work. They are:
- Team Work Management
- Work Request Management
- Role-Based Process Management
- Stage-Based Process Management
We’ll take a look at each below. Along the way you’ll get examples and see how they build and differ.
NOTE: I tend to think of Solutions as the somewhat generic way to meet a need. The Application is the solution that is applied to a specific problem for a specific person or group. Example: we provide coffee (solution), do you want a Mocha Chai Latte or a Yukon Drip with Soy (specific applications).
Team Work Management
This solution is used by a self-contained team to get work done amongst themselves. It is not a Team Site where a team can generally collaborate. It is purpose specific and structured to help the team get something specific done. A key difference the others that I’ll cover below is that you don’t have external people requesting things or external parties involved in the process. The team is creating the work and managing the work.
Examples for this would include: Task Management, Marketing Collateral Management, Idea Management, Meeting Management, Knowledge Bases, Design & Work Standards.
This is really the most basic solution for work management. In a SharePoint-context the key is that the users are working in a controlled UI, with a managed set of things they can see and actions they can take. This separation of the work from the content (which would be users working directly in native SharePoint in a list or library) is what gets you into structured work management and gives you control, consistency, and user task automation.
Work Request Management
How many apps depend on one team getting requests from a) individuals or b) other teams? A lot. The key difference in this solution design is that there is an external individual or group that is making a request. Then, a specific team manages these requests through to completion. By its nature this work is “interrupt” driven – the team is responding to outsiders.
Examples include: a Help Desk, Change Requests, Materials Storage Requests, Product Information Requests, Security Clearance Requests, Contract Review Requests. (see article with examples)
In a sense these apps are just one step up from Team Work Management. The external Request and the interactivity with the requestor are the additions. A standard application contains the request form, the work management displays and user activity, and reporting.
Role-Based Process Management
SharePoint is natively content-based and many of us are used to the idea of simple sequential workflows to individuals for document approvals. With this type of solution, we change the design to provide a common UI where people in their roles vs. as individuals, usually cross-functionally, participate in the process of reviewing requests/submissions to arrive at an outcome.
Examples include: Contract Review, Policy and Procedure Management, Legal Matter Management, Capital Approval, Project Proposal Review.
The standard application is a UI with tabs for different roles and the work management to control the flow and the activity that occurs within each role.
Stage-Based Process Management
This is similar to role-based process management yet fundamentally different. The process is typically a Stage-Gate based process. Thus, instead of roles or individuals, work flows through a set of standard Stages. This solution is designed to open up a process and allow for collaboration within the Stages.
Examples includes: New Project Onramps, Idea Management, Business Development Capture & Proposal Processes, Knowledge Creation/Publishing Processes, R&D Product Innovation, Patent & Trademark Reviews. (See article with examples)
Again, you typically have a UI with tabs, but here, each represents a Stage vs. a Role. Then, you have the work management to automate the activity within each stage and promote work through its gate to the next stage.
Build the Catalog.
The above is a bit abstract. It should be, that is the key to building your catalog of “magic apps”. You are abstracting from the specific to the general.
My recommendations are simple. Decide that you will build a Solution Catalog for your organization. Understand the standard business design patterns that apply in a workplace. Measure how many solutions you add to the catalog per quarter and how much you use them. Promote the applications that you deliver leveraging the catalog. You’ll have better results.
Now of course, I’d highly recommend that you include lots of CorasWorks in your apps. Our software gives you the consistent framework as your base and we have many base solutions to leverage to augment your catalog. The great flexibility of CorasWorks allows you to easily customize the “magic apps” of your catalog to meet specific needs and enhance, extend and integrate them. It is time to get your virtuous cycle humming…