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Translation Workflow Make or Buy? Business Process Analysis and Workflow Design Frank Bergmann, 2005-10-22

Translation Workflow Make or Buy? Business Process Analysis and Workflow Design Frank Bergmann, 2005-10-22. Make or Buy?. Contents. IT-Dept?. Internal Efficiency. Rumors, Hype, Fashion. Provider Relationship. IT Provider & Evaluation. Customer Relationship. Organizational Change.

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Translation Workflow Make or Buy? Business Process Analysis and Workflow Design Frank Bergmann, 2005-10-22

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  1. Translation Workflow Make or Buy?Business Process Analysis and Workflow DesignFrank Bergmann, 2005-10-22

  2. Make or Buy? Contents IT-Dept? InternalEfficiency Rumors, Hype,Fashion ProviderRelationship IT Provider& Evaluation CustomerRelationship OrganizationalChange Which Parts/Functionalit? Examples/Cases Skills &Resources? Do we reallyneed this? ROI How to do it? What to do? Why do it? Explain & define "Workflow" Make or Buytextbook BizProcs What‘s in for me? WorkflowDesign Make case Buy case Adapt case Strategic or not? Cases Resources WorkflowScoping Eval Matrix

  3. Why These Slides? • Reason #1: Understand ROI • Reason #2: Don't leave it to the Techies! (I‘m a techie!) • Reason #3: Know What You're Doing Do we really have to go through this?

  4. Reason #1: Understand ROI The amount of the positive cash flow depends on the gained efficiency Cash Flow Product Is Released to Net Profit Period Production Positive Cash Opportunity Flow Occurs (Mostly Product R&D) Time Negative Cash Flow Project Breakeven Becomes Project Time Extinct Activity First Begins Customers Are Satisfied Product Opportunity Definition Is Perceived and Plans The negative cash flow (investment) depends on which workflows to implement and how. Freeze Source: Strategic Issues in Managing Technology and Innovation, Anthony F. Chelte, Western New England College

  5. Client Dept. CEO Analyst PM User Dev. Reason #2: Don't leave it to the Techies StakeHolders System Spheres "Emotional" "Logicians" "User" "How can we get rid of all this task crap?" How to use "logical tools" to analyze the "human issues"? How to do the work? Text & Analysis: http://www.fawcette.com/interviews/beck_cooper/ Figure: ]project-open[, own elaboration, http://www.project-open.com/whitepapers/

  6. Client Dept. CEO Analyst PM User Dev. Biz Ana./Consultant Func. Ana. Dev. User Reason #2: Don't leave it to the Techies StakeHolders System Domains Strategy Tactics Biz Needs Tech Needs User Needs Profiles Project Manager The PM is the (only?) conflict mediator Text & Analysis: http://www.fawcette.com/interviews/beck_cooper/ Figure: ]project-open[, own elaboration, http://www.project-open.com/whitepapers/

  7. Reason #3: Know What You're Doing • Technology is fashion business – it changesevery 3-8 years • "Hypes" usually takea lot of attention • Most hypes contributesomething, and leavetheir trace in the industry. • Some don't. Source: http://www.jboss.org/products/jbpm/stateofworkflow

  8. BusinessProcesses Source: Workflow Reference Model, The Workflow Management Coalition: http://www.wfmc.org/

  9. Condition1 Condition2 Gateway What‘s a Business Process? A business process is the flow or progression of activities [...] each of which represents the work of a person, an internal system, or the process of a partner company [...] toward some business goal. Start Mike Havey Activity1 Activity2 "Deliverable" End A sample Business Process in BPMN(Business Process Modelling Notation) Source: ]project-open[, own elaboration, http://www.project-open.com/whitepapers/

  10. Gateway Business Process Elements • "Event" • Gateway • Activity • Artifacts (Documents) • Sequence Flow • Document Flow • Message Flow Start End Activity1 Activity2 Source: ]project-open[, own elaboration, http://www.project-open.com/whitepapers/

  11. Invoice A Very Simple Invoice Example • Business Process Modeling Notation (BPMN) • Designed to be understood by business users Start GenerateInvoice SendInvoice ReceiveMoney CloseInvoice End Source: ]project-open[, own elaboration, http://www.project-open.com/whitepapers/

  12. Wait more? Invoice Invoice Example (2) Start GenerateInvoice SendInvoice ReceiveMoney CloseInvoice End Yes No SendReminder CancelInvoice Source: ]project-open[, own elaboration, http://www.project-open.com/whitepapers/

  13. Correct? Invoice Invoice Invoice Example (3) Start GenerateInvoice SendInvoice Wait forMoney ReceiveMoney End Company SendMoney Yes Start ReceiveInvoice CheckInvoice Customer No SendCorrection End Source: ]project-open[, own elaboration, http://www.project-open.com/whitepapers/

  14. Quote Instructions Text File(s) OK? OK? OK? Wordcount OK? SuccessfulNegotiation? SourceFlash QC Report QC Report QC Report FeedbackReport L10n Kit L10n Kit L10n Kit L10n Kit L10n Kit L10n Kit L10n Kit L10n Kit L10n Kit L10n Kit L10nReport Project-DB Sample Flash L10n Process CustomerNegotiations Start Initial Contact Initial Analysis TMAnalysis Quoting End No Modify Quote Yes Translation Edit Integration QC ProjectSetup PrepareL10n Kit Translation Edit Integration QC Translation Edit Inte-gration QC No Delivery Invoicing End Source: ]project-open[, own elaboration, http://www.project-open.com/whitepapers/

  15. Standard Organization Type Business Process Execution Language (BPEL) OASIS Execution Language Business Process Modeling Notation (BPMN) Business Process Management Initiative (BPMI) Notation language Business Process Modeling Language (BPML) BPMI Execution language Business Process Query Language (BPQL) BPMI Administration and monitoring interface Business Process Semantic Model (BPSM) BPMI Process metamodel, in fashion of Object Management Group (OMG) Model-Driven Architecture (MDA) Business Process Extension Layer (BPXL) BPMI BPEL extension for transactions, human workflow, business rules UML Activity Diagrams OMG Notation language Workflow Reference Model Workflow Management Coalition (WfMC) Architecture XML Process Definition Language (XPDL) WfMC Execution language Workflow API (WAPI) WfMC Administration and monitoring, human interaction, system interaction Workflow XML (WfXML) WfMC Choreography (or similar to it) Business Process Definition Metamodel (BPDM) OMG Execution language and/or notation language, as MDA metamodel Business Process Runtime Interface (BPRI) OMG Administration and monitoring, human interaction, system interaction, as MDA metamodel Business Process Description Languages Source: Mike Havey, author of Essential Business Process Modeling

  16. WorkflowEngine Source: Workflow Reference Model, The Workflow Management Coalition: http://www.wfmc.org/

  17. Gateway Workflow Process Elements • "Event" • State • Gateway • Activity • Artifacts (Documents) • Sequence Flow • Document Flow • Message Flow Start End Activity1 Activity2 Source: ]project-open[, own elaboration, http://www.project-open.com/whitepapers/

  18. Wait more? Invoice Invoice Example (2) Start GenerateInvoice SendInvoice ReceiveMoney CloseInvoice End Yes No SendReminder CancelInvoice Source: ]project-open[, own elaboration, http://www.project-open.com/whitepapers/

  19. Wait more? Invoice Invoice Example (2) With States State Diagram / Petri Net Start GenerateInvoice SendInvoice ReceiveMoney CloseInvoice End Yes No SendReminder CancelInvoice Source: ]project-open[, own elaboration, http://www.project-open.com/whitepapers/

  20. What's the difference? • The "State" concept allows your IT guys to put this description into a computer system (specification) • "States" won't work in high-level process designs. It forces the business analyst to get down to "reality" Source: ]project-open[, own elaboration, http://www.project-open.com/whitepapers/

  21. Status Engine Example SendReminder Waiting for Money Timeout • The diagram shows a status engine according to the business process that we have defined before. InvoiceUnpaid SendInvoice ReceiveMoney MoneyReceived InvoiceGenerated CancelInvoice CloseInvoice GenerateInvoice End Start Source: ]project-open[, own elaboration, http://www.project-open.com/whitepapers/

  22. Should we allow the Accountant to reset the invoice status to "generated”? Should the accountant be able to skip the invoice? What will happen to the $$$? Question to the audience SendReminder Waiting for Money Timeout • Let's imagine we really want to implement this workflow using a Workflow application: InvoiceUnpaid SendInvoice ReceiveMoney MoneyReceived InvoiceGenerated CancelInvoice CloseInvoice GenerateInvoice End Start Source: ]project-open[, own elaboration, http://www.project-open.com/whitepapers/

  23. Further Questions Waiting for Money • Should everything be allowed ("collaboration style”)? • When? • Why not? InvoiceUnpaid MoneyReceived InvoiceGenerated End Start Source: ]project-open[, own elaboration, http://www.project-open.com/whitepapers/

  24. Group Work: Design the Status Engine Waiting for Money InvoiceUnpaid MoneyReceived InvoiceGenerated End Start Source: ]project-open[, own elaboration, http://www.project-open.com/whitepapers/

  25. WorkflowDesign

  26. "Fine Grain" or "Coarse Grain"? To what degree should a company enforce the orderof steps and the assignment of tasks of a process? • Small Company: • Company specializedon Flash: • Your Company: ??? Start FlashL10n End Source: ]project-open[, own elaboration, http://www.project-open.com/whitepapers/

  27. "Fine Grain" or "Coarse Grain"? Up-FrontInvestment • Workflow implementations behave like other IT investments • Fine grain workflows have higher initial and setup overhead costs • The optimum granularity depends on many factors Overheadper case OptimumROI Cost per case Coarse Grain Fine Grain Source: ]project-open[, own elaboration, http://www.project-open.com/whitepapers/

  28. DataWare-House Sales FileStorage Projects Invoicing Clients Users ProviderMgmt. Costs Quality Trans.Workflow ProjectForum Process Implementation Styles • "Email" Style • No workflow at all, documents are sent around by email • Pros: Flexible, no investment, "ad hoc" • "Collaboration" Style • Online Forums, common filestorage, ... • Pros: Flexible, low investment • "Organizational" Style • Fixed process, but order is maintained informally. • "Prescription" Style • Formal workflow • Pros: Formalized, Standardized, Reporting & Metrics, ... Activity2 Activity2 Activity1 Source: ]project-open[, own elaboration, http://www.project-open.com/whitepapers/

  29. Workflow Design Criteria • Workflow design takes a Business Process and creates an IT application from it. • "Fine grain" or "coarse grain" implementation • Email, Collaboration or Prescription style implementation? • Short or long-lived processes? • Reporting & Workflow Metrics • Flexibility • Security & Permissions • "Trust Model" • "Water-tight" processes vs. Human Decisions? • Botton-Up or top-down design? Source: ]project-open[, own elaboration, http://www.project-open.com/whitepapers/

  30. End Frank Bergmann frank.bergmann@project-open.com www.project-open.com

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