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Lotus Workflow

Improve business processes, eliminate bottlenecks, automate tasks, and reduce mistakes with Lotus Workflow Process Management. Collaboratively monitor, improve, and re-design processes in hours while maintaining security and audit trails.

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Lotus Workflow

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  1. Lotus Workflow Process Management for the Enterprise

  2. Business Challenges How Do I… • Find and eliminate costly bottlenecks in business processes? • Reduce mistakes and missed opportunities caused by inflexible processes? • Automate business processes more quickly?

  3. Collaborative Process Management Enables People To: • Monitor, improve and re-design processes in hours while avoiding business disruption • Centrally manage processes with secure access, version control and audit trails • Automate business processes more quickly by re-using existing processes • Process management components • Lotus Workflow • Optional: Lotus Sametime

  4. Improve and Re-Design Processes In Hours, not Weeks • Dynamically change processes to quickly take advantage of changes in your business environment • Avoid “reinventing the wheel” – re-use workflow elements and entire subprocesses • Avoid business disruption while improving processes with seamless version control

  5. Measure and Audit Processes Consistently • Implement timing rules to enforce deadlines • Create an audit trail to promote accountability and compliance • Archive completed jobs for historical knowledge

  6. Get Work Done Faster Inside and Outside Your Organization • Replace and standardize paper-based business processes • Instant-message with others to resolve bottlenecks on the fly • Include humans in automated business processes to handle exceptions • Include customers and suppliers in business processes

  7. Manage Processes and Documents Properly and Easily with Document Management System Integration • Initiate business processes with the simple task of saving a document in a document management system or dragging an e-mail into a special folder • Manage documents properly within business processes for greater control and greater ease of doing business

  8. Realize Significant Savings with Lotus Workflow • Customers have quoted reductions in workflow processing times from 50% to 75% • Some customers have quoted savings in the millions for particular business processes • Development cycle can be cut by up to 85%

  9. Challenge Solution Process and Document Management @ ABN Amro ABN Amro’s portfolio of business lease contracts jumped 26% in a single year, with no plans to hire more bankers. And, the three-week, paper-based credit approval process could no longer handle demand. The new process management application cut the amount of time employees invest in non-sales activity by 50%. People used to devote all their time to handling credit proposals. Now they spend half their time helping the subsidiaries grow the business and improve the quality of its services. "Thanks to [Lotus] Workflow, we've shortened the whole credit approval cycle from weeks to hours. It used to take up to three weeks from first contact to proposal submission and approval. Now we can do it all in a just a few hours." Jaap Boer, Global Groupware Manager ABN AMRO

  10. Challenge Solution Document and Process Management @ DaimlerChrysler Debis Finanzdienstleistungen, a subsidiary of DaimlerChrysler, needed to streamline its credit approval process to meet ever-increasing demands, and at the same time set the course for optimum customer service and high levels of satisfaction. IBM Software Services for Lotus created a secure, fast and scalable process and document management system that also supports mobile users. Credit application status can be called up at any time, and completed applications are filed in an easily administered archive. Debis experienced reduced operating costs, faster and more lending approvals, and enhanced customer satisfaction.

  11. Lotus Workflow Process Management for the Enterprise Technical Information

  12. BusinessRules • Lotus Workflow • separates workflow elements - change in one element doesn't affect others • provides a visual interface for designing workflows • enables users to view status of jobs • Information • People Doesn’t Domino Already Have Workflow? • With Domino, any distribution of workflow is hard-coded which makes version control of an application expensive. Lotus Workflow makes it easier to touch and refine company's processes that reflect changing business needs.

  13. Developers No Longer Need to Maintain Entire Application • Organizational managers maintain people component(Who) • Process designers create and maintain the flow of work(When) • Developers create and maintain application logic and user interface (What)

  14. Lotus Workflow Terms • Process: a set of rules that are followed to complete a business action (e.g., Hardware Procurement) • Job: an instance that uses a process (e.g., Purchase Domino Server) • Activity: a "node" of action within a process (e.g., Approve Purchase) • Binder: a container that is routed through the activities of a job • Document: an object contained in a binder with which users interact (e.g., Notes form, web page) • Initiator: a user or automated action that begins a job • Owner: a user who is responsible for the completion of a job or activity within a job • Claim: the action a user performs to obtain ownership of an activity or job

  15. Lotus Workflow Components • Architect • Engine • Viewer

  16. Lotus Workflow Components - Architect • Dynamically change graphical flowcharts by dragging and dropping workflow elements • Re-use workflow elements and embed subprocesses via the Business Object Library • Assign elements directly in the flowchart • People • Business rules • User interface • Application logic • Maintain jobs in existing versions while activating newer versions

  17. Lotus Workflow Components - Engine • Organization Directory • definition, grouping and assignment of workflow participants and resources • Application • workflow application based on templates and predefined application building blocks • Process Definition • definition of process steps, their sequence and routing rules • Design Repository • storage of Architect data during design time • Optional Elements • Audit Trail • Archive

  18. Lotus Workflow Components - Viewer • Pared-down version of Architect accessible from the workflow application • Users can see their activity within the context of the entire process • Useful for complex processes that involve several people or teams of people • Available to both Notes and browser clients • Integrated with Lotus Sametime for real-time collaboration

  19. read read read write & read read write read write (activate) write (archive) Lotus Workflow Model Workflow Architect Workflow Engine Workflow Viewer Organization Database (NSF) Application (NSF) Audit Trail (NSF) Design Repository (NSF) Process Definition (NSF) Archive (NSF)

  20. Lotus Workflow Builds on Domino Application Services Workflow Architect and Workflow Viewer Visual Process Design and Management Domino Workflow Engine Automated Document Routing Binder Management Surrogate Management Time Management Managing Access Rights Organization Modeling Workflow Engine Monitoring of Jobs Ad hoc Exception Handling Support of Distributed Processes Domino Server Messaging and Replication Shared Document Databases Security and Directory Services Programmability

  21. N-Tier Architecture Integrates with WebSphere DMZ Tier 1 - Presentation Tier 2 - Application Logic & Workflow Data Layer IBM HTTP Server Domino HTTP Server Apache MS IIS Process Definition Lotus Workflow Engine Firewall Firewall Java Beans Servlets Process State Lotus Workflow API JSPs Domino Java API Domino EJBs Tier 3 - Customer's Data NSF DB2 WebSphere Application Server

  22. Lotus Workflow Customization • Lotus Workflow Developer Toolkit • Events Library • Java API • Organization Access Manager • XML interface • Lotus Workflow Building Blocks • Sync Tool • Organization Unit Update Utility • Building Block Library • Activity Autoclaim • Create QuickPlace Dialog • Sametime Community Services for Notes-based applications • Lotus Domino.Doc integration • Within a workflow process: • Search • Check in/Check out • Archive • From Domino.doc: • Initiate a workflow process at document check in • Lotus Sametime integration • Web Viewer • Architect

  23. More Information… • Lotus Workflow Home Page • www.lotus.com/workflow • Lotus Workflow Developers • www.lotus.com/workflow, then click Developers • Lotus Workflow Customer References • www.lotus.com/workflow, then click Customer References

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