It's not always necessary to break open Visual Studio every time you want to build a SharePoint site. This presentation, given at SPBiz 15, walks through a URAC certification application that we built using out-of-the-box SharePoint functionality.
2. WWW.SPBIZCONF.COM
• Thomas Duff (aka “Duffbert”)
• 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 isn’t (yet) comfortable
with Visual Studio / C#
• Developer who wants to turn over the
entire site to the business area
• Business customer / power user who
isn’t intimidated by technology and
doesn’t want to wait for IT to build
them something
Who Are You?
4. WWW.SPBIZCONF.COM
The Situation - URAC
•Utilization Review Accreditation Commission
•Non-profit organization that certifies
healthcare quality through accreditation
process
•Makes on-site reviews of company policies to
make sure they are being followed and adhere
to best practices
•It’s a Big Deal for health insurance companies
5. WWW.SPBIZCONF.COM
The Problem – Data Tracking
• On top of policy and procedure tracking, there’s 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 – Data Tracking
•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
•In total, 23 people had some level of
involvement of tracking data and trying to keep
it up-to-date and synchronized
•Good luck trying to pull all that data together if
an audit came up…
7. WWW.SPBIZCONF.COM
The Solution – SharePoint!
•A single site to track all employees and associated
documentation
•One master list for all employees and their status
•Multiple lists and libraries to store documentation
on training, licensing, and personnel files
•Workflows for notification
•Dashboard view of all consolidated information for a
given employee
•Completely run and managed by the business
•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.
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.
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 “proof”
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
it’s active and whether
it’s 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
“I Attest”, where
the Employee
Name and Date
Signed fields are
completed.
35. WWW.SPBIZCONF.COM
The form is emailed to the
Personnel Document library so
there’s 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 employee’s Master record, and updates the
information.
37. WWW.SPBIZCONF.COM
So how do we keep track of what’s
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. It’s 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… couldn’t do that “out of the box”
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).
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.
46. WWW.SPBIZCONF.COM
Summing it up…
• Building sites in SharePoint doesn’t mean you
have to break open Visual Studio to get anything
done.
• Ultimately, it’s about delivering value to the
business, and you can do that with clever use of
OOTB SharePoint features.
• Even better… you don’t have to be the person to
maintain it forever!