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Workflow-Driven Information

Workflow-Driven Information. Premise and Goals (of Process-Driven Information). Premise Information is an enterprise asset Information use = f (task being performed) Information presentation = f (information use)

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Workflow-Driven Information

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  1. Workflow-Driven Information

  2. Premise and Goals (of Process-Driven Information) • Premise • Information is an enterprise asset • Information use = f (task being performed) • Information presentation = f (information use) • Goal – provide the right information to the right person in the right format at the right time Workflow-Driven Information

  3. Discussion Topics • Workflow • Information • Business Rules • Culture Workflow-Driven Information

  4. What is Workflow? • Workflow • The automation of a business process, in whole or part, during which documents, information, and/or tasks are passed from one participant to another according to procedural rules • Workflow Management System • A system that defines, creates, and manages the execution of workflows through the use of software running on one or more workflow engines • Includes the ability to • Interpret a process definition • Interact with workflow participants • Invoke the use of IT tools Workflow-Driven Information

  5. Business Process – An Example Loan Processing • Individual recognizes the need to borrow money • Individual completes loan application • Individual submits loan application to lender • Lender reviews loan application • Lender makes decision on loan application • If not qualified, advises applicant of decision • If qualified • Lender determines availability of loan amount • If available, notifies applicant and schedules disbursement. • If unavailable, advises applicant • Monies are disbursed. Workflow-Driven Information

  6. Loan Processing Workflow Example • Loan Officer requests and receives • Credit Bureau Report • Employment Status • Police Blotter Report Person looks atstack of bills anddetermines theneed for a loan Searches Internet For loanopportunities Loan Officerreceives loanapplication Credit Bureau Report 2 1 4 5 Employment 3 6 Finds a loanopportunity;applies for aloan • Loan Officer notifiesapplicant of determination • If declined, reasons • If approved, terms and conditions 7 Police Blotter • Loan Officer • Enters required data into Loan Qualification Process • Determines applicant’s credit worthiness • Determines availability of funds • Approves/disapproves loan • Determines terms and conditions if approved Applicant receivesdenial letter 8a 8a Applicant receivesand signs loan contracts 8b 8b 9 Applicant receivesloan Workflow-Driven Information

  7. Action items record specific tasks within a project Initiated in some kind of formal review session Must be estimated for schedule and cost Must be assigned Must be worked Must be reviewed Must be accepted Rework is possible Workflow Class Example Processing An Action Item Requestor Date , 200x Session AI # Type: □ Cost □ Schedule □ Technical Action Item Description Assigned To Response Date Labor Cost □ Accept □Reject Develop the Workflow Diagram to process an action item Workflow-Driven Information

  8. Benefits of Workflow • Tangible • Reduced Operating Costs • Improved Productivity • Faster Processing Times • Intangible • Improved Services • Improved Working Conditions • Improved Change Management • Quality • Improved Communications • Inter-organizational • Intra-organizational • Decision Support • Improved Planning Capability • Improved Deployment Capability Knowing that tangible benefits“carry the day” and thatintangible benefits do not, how can the intangible benefits bemade tangible throughquantification? Workflow-Driven Information

  9. Types of Workflow • Production • Autonomous Workflow Engines • Embedded Workflow • Administrative • Collaborative • Ad Hoc Workflow-Driven Information

  10. Workflow\ Engines Workflow\ Engines Workflow Reference Model ProcessDefinition Tools 1 Workflow API and Interchange Formats Workflow Enactment Service Workflow Enactment Services Administrative& Marketing Tools 5 4 • Interfaces • Process Definitions • Workflow API’s • Workflow API’s • Inter-engine Workflow • Audit & Monitoring 2 3 Workflow Client Application Invoked Applications Workflow-Driven Information

  11. Process Definition Language • The representation of a business process in a form that supports automated manipulation such as modeling or enactment by a workflow management system. • The process definition consists of: • A network of activities and their relationships • Criteria to indicate • Process start • Process termination • Information about the individual activities • Participants • Associated IT applications • Data Workflow-Driven Information

  12. Workflow Reference Model – Explaining the Interfaces • Interface 1 – passes process definitions from external tools to the workflow engine • Interface 2 – allows implementation of front-end application requiring access to workflow management engine functions • Interface 3 – allows implementation of additional applications requiring access to workflow management engine functions • Interface 4 – allows heterogeneous workflow engines to engage in interoperation and cooperative processing • Interface 5 – allows implementation of an auditing and monitoring capability Workflow-Driven Information

  13. Workflow Engine Interoperability • Level 1 – No interoperability • Level 2 – Coexistence • Level 3 – Gateways • Level 3.1 – Unique • Level 3.2 – Common Gateway API • Limited Common API • Level 5 – Complete Workflow API • Level 6 – Shared Definition Formats • Level 7 – Protocol Compatibility • Level 8 – Common Look and Feel Workflow-Driven Information

  14. Purpose of Workflow • Deliver information • In a timely manner • In a useful format • Meaningful • Non-redundant • Accuracy = f (supporting sources) • Information delivered only as good as kept Workflow-Driven Information

  15. Characterization of Workflow • Associative process • Collaborative • Complimentary • “Process within a process” • Governance process • Forward information • Reveal status • Control actions Workflow-Driven Information

  16. Role of Information in Workflow • Delivered product • If workflow is a work management process . . . Information is a management tool • Focused result • Keep activities on plan • Ensure action • Promote communications Workflow-Driven Information

  17. Nature of Information in Workflow • Work process usually involves a common body of information • Work process requires a defined audience • Specific roles and responsibilities • Work process usually involves a diverse audience • Require variable sub-sets of the information body • Need alternative presentation formats • Security release and need-to-know considerations Workflow-Driven Information

  18. Loan Processing Workflow Example • Loan Officer requests and receives • Credit Bureau Report • Employment Status • Police Blotter Report Person looks atstack of bills anddetermines theneed for a loan Searches Internet For loanopportunities Loan Officerreceives loanapplication Credit Bureau Report 2 1 4 5 Employment 3 6 Finds a loanopportunity;applies for aloan • Loan Officer notifiesapplicant of determination • If declined, reasons • If approved, terms and conditions 7 Police Blotter • Loan Officer • Enters required data into Loan Qualification Process • Determines applicant’s credit worthiness • Determines availability of funds • Approves/disapproves loan • Determines terms and conditions if approved Applicant receivesdenial letter 8a 8a Applicant receivesand signs loan contracts 8b 8b 9 Applicant receivesloan Workflow-Driven Information

  19. Loan Processing Workflow Example – Information Requirements • Using the loan processing workflow example discussed previously and restated on chart 18, identify the information requirements. Workflow-Driven Information

  20. Loan Processing Workflow Example Information Requirements Place the information requirements developed in the exercise on Chart 19 on this diagram. 2 1 4 5 3 6 7 8a 8a 8b 8b 9 Workflow-Driven Information

  21. Develop and display the information requirements for an action item that states the following • Requestor J. Brady Date 10/27, 2006 • Session Mthly Project Mtg AI # 10-001 • Type: □ Cost □ Schedule □ Technical • Action Item Description • Using the Simscript simulator empirically determine that theproposed computing configuration can support a ‘less than 5 second’response time for informationqueries accessing as many as four (4) database tables. • Assigned To Performance Engineering • Response Date 11/30/2006 • Labor Cost • □ Accept □Reject Action Item Workflow Process Information Requirements Workflow-Driven Information

  22. Workflow Tools • Many commercial products available • Designed to integrate into contemporary IT environments • Must work with installed configuration • Must support established business processes • Must not degrade productivity • Workflow tools seen as productivity enhancers • Must be sold • General impact of change • Perception  restrictor • “Big brother is watching you” feeling • User buy-in essential Workflow-Driven Information

  23. Workflow Tools • Directory web site identifies many productshttp://dmoz.org/Computers/Software/Workflow/Products/ • The right tool depends on how and where it will be used Workflow-Driven Information

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