View
226
Download
0
Category
Preview:
Citation preview
8/6/2019 Workflow Groupware Systems
1/23
CIS 1051 & CIS 1052 OfficeAutomation
1
WorkFlow GroupwareSystems
8/6/2019 Workflow Groupware Systems
2/23
CIS 1051 & CIS 1052 OfficeAutomation
2
WORKFLOW SYSTEMS
AUTOMATING GROUP PROCESSES
Workflow is focussed on process
combining individual achievements into asequence of actions that achieve a goal
8/6/2019 Workflow Groupware Systems
3/23
CIS 1051 & CIS 1052 OfficeAutomation
3
WORKFLOW SYSTEMS Applications which integrate these various activities
across various tools, platforms, data sources. The workflow system gives information on the state ofvarious objects in process, where it is, where who ismeant to do the next task on the object.
Further more it alerts the administrator to anybottlenecks ro problems, provides importantmeasurement statistics on how the business process istaking place e.g. average time to process a claim,
number of claims approved in month.
8/6/2019 Workflow Groupware Systems
4/23
CIS 1051 & CIS 1052 OfficeAutomation
4
MAIN COMPONENTS
Activities People
Tools Data
8/6/2019 Workflow Groupware Systems
5/23
CIS 1051 & CIS 1052 OfficeAutomation
5
ACTIVITIESThe various processes that must be carried out in
sequence in order to achieve a business goal
e.g. to process a sales order the followingactivities are required: Enter order details
Validate using a human expert or an expertsystem
Check price and availability of components Update order status
Confirm availability to customer Confirm order
8/6/2019 Workflow Groupware Systems
6/23
CIS 1051 & CIS 1052 OfficeAutomation
6
PEOPLEThe persons or automated agents instead of
people who perform and control the activitiesrequired to achieve the goals using businessrules and conditions. They may be in differentdepartments, with different skills and
responsibilityes. They will have different roles tofulfill in the process e.g. Sales Clerk Engineer
Store Manager Sales Manager
8/6/2019 Workflow Groupware Systems
7/23
CIS 1051 & CIS 1052 OfficeAutomation
7
TOOLSVarious tools may be used for the process each
particular to the type of activity e.g. Spreadsheetfor modelling,
Wordprocessing for writing letters , filling in
forms, Database System for keeping track of orders,
Database System update financial records
Email system to enable communication betweenpersonnel and with client
8/6/2019 Workflow Groupware Systems
8/23
CIS 1051 & CIS 1052 OfficeAutomation
8
DATA The different tasks may need to source
information or store information in a variety
of data stores e.g. Manual registers to record quotations and orders
placed
Spreadsheet files for order lists, estimatecalculations, budget control
Computer transaction files to update ordering
databases Computer database files with financial data
Image file databases for product profiles used in
quotations
8/6/2019 Workflow Groupware Systems
9/23
CIS 1051 & CIS 1052 OfficeAutomation
9
APPLICATIONS THATINCORPORATE WORKFLOW
MANAGEMENT
A varied number of applications areincluding workflow in their functionality e.g.
Document and Image Management Forms Processing
Mail Rules and Filtering Transaction Based Applications
8/6/2019 Workflow Groupware Systems
10/23
CIS 1051 & CIS 1052 OfficeAutomation
10
DOCUMENT AND IMAGEMANAGEMENT SYSTEMS
Simple systems that route wordprocesseddocuments through an approval cycle
Engineering Design system which routes
specifications through an approval cycle
Images (in the form of bitmap files) treated asdocuments can also be passed through a
routing system along with wordprocessed orspreadsheet files e.g. MEPA applications
8/6/2019 Workflow Groupware Systems
11/23
CIS 1051 & CIS 1052 OfficeAutomation
11
FORMS PROCESSING SYSTEMS
Systems that create forms (not dbms)
which can be routed through anauthorisation and clearance procedurespanning several persons.
8/6/2019 Workflow Groupware Systems
12/23
CIS 1051 & CIS 1052 OfficeAutomation
12
EMAIL SYSTEMS
Workflow based on Email systems
Serial routing of mail messages withattachments
Event-based rules e.g. for filtering,launching external applications
8/6/2019 Workflow Groupware Systems
13/23
CIS 1051 & CIS 1052 OfficeAutomation
13
TRANSACTION BASEDAPPLICATIONS
Sales ordering systems
Financial systems budget processing,end of month report approval cycles
Travel Reservation systems
8/6/2019 Workflow Groupware Systems
14/23
CIS 1051 & CIS 1052 OfficeAutomation
14
APPLICATIONS BUILT FORWORKFLOW MANAGEMENT
There Systems which attempt to
incorporate all these types of processing inone platform.
Some workflow applications allow the
integration of different applications usedfor various tasks. Standards exist topermit interoperability between diverse
applications for the purpose of workflowmanagement.
8/6/2019 Workflow Groupware Systems
15/23
CIS 1051 & CIS 1052 OfficeAutomation
15
IMPORTANT ELEMENTS INDESIGN
Routes
Rules Roles
Processes
Policies Practices
8/6/2019 Workflow Groupware Systems
16/23
CIS 1051 & CIS 1052 OfficeAutomation
16
ROUTES Objects created in the system need to be routed
sequentially or in parrallel with rendezvouspoints
Can be sent in broadcast mode e.g. using emailto inform everyone at once
Or in sequences defined by user at the time ofprocessing
Objects can be of different types wordprocessing documents, spreadsheets,images, executable programs.
8/6/2019 Workflow Groupware Systems
17/23
CIS 1051 & CIS 1052 OfficeAutomation
17
RULES Workflow systems have to look at decisional processing
routing or handling which is subject to conditions e.g. ifOrder price > 10000 pass on for approval to SalesManager, if Order price
8/6/2019 Workflow Groupware Systems
18/23
CIS 1051 & CIS 1052 OfficeAutomation
18
ROLES Humans have a role in the processing of these
objects approval, data input, checking, routing.Instead of specifying individuals, it is better todefine roles.
Specific individuals can fill in a role. If thepersons are not available, another person mayfill the role and the process does not stop.
Sometimes persons may switch roles e.g. order
inputter and checker may be person A andperson B and at another time they may switchroles.
8/6/2019 Workflow Groupware Systems
19/23
CIS 1051 & CIS 1052 OfficeAutomation
19
PROCESSES Processes or procedures are varied and
personal to each organization. Often theyhave developed over time, derived fromthe way various people worked over the
history of the organization.
8/6/2019 Workflow Groupware Systems
20/23
CIS 1051 & CIS 1052 OfficeAutomation
20
POLICIES The formal expression of how the
company should work.
Knowledge of these policies is important todesign a susccessful workflow system
8/6/2019 Workflow Groupware Systems
21/23
CIS 1051 & CIS 1052 OfficeAutomation
21
PRACTICES How policies are actually implemented in
real life. Often several exceptions exist to handle
situations which are not envisaged in the
policies. It is important to know what practices are
in place as they provide insight into the
difficulties encountered and how policiesare modified to complete the processes.
8/6/2019 Workflow Groupware Systems
22/23
CIS 1051 & CIS 1052 OfficeAutomation
22
8/6/2019 Workflow Groupware Systems
23/23
CIS 1051 & CIS 1052 OfficeAutomation
23
Recommended