How to build and automate your first process in IntelliPro BPMS?

Design Your First Process in IntelliPro BPMS

Design Your First Process in IntelliPro BPMS.

1 Confidential 2015 - Intellileap Solutions India Pvt. Ltd.

Objective: This document provides guidelines on “How to Design Your First Process in IntelliPro BPMS”.

About Intellileap Solutions: Intellileap Solutions India Pvt. Ltd. a global product company headquartered in Bangalore, India with its US office in Delaware. Intellileap combines deep technology acumen with industry knowledge to enable organizations meet their business goals and achieve high performance through IntelliPro BPMS. IntelliPro BPMS is a comprehensive Business Process Management Suite developed using cutting edge technologies and innovation while keeping dynamic requirements of the enterprises in sharp focus.

About IntelliPro BPMS

IntelliPro BPMS is a next generation Business Process Management Suite, enabling organizations to stay agile and yet stay in control. It allows alignment between Business and IT, resulting in a beneficial synergic relationship for both. IntelliPro BPMS provides enterprises with:

A one-stop solution for process discovery, design, execution, monitoring and analysis

Rich user interface that has been meticulously designed to enable even non-technical users to design and transform processes to suite business

objectives and strategies

The agile platform enables applications to be modified rapidly to meet business needs.

Strong business analytics providing insights into process execution. This provides complete visibility for all enterprise processes. With this, bottlenecks

can be identified and suitable remedial measures can be devised.

Plug-in component architecture (MEF- Manageable Extendable Framework) using which it can seamlessly integrate with existing IT systems

Process centric methodology ensuring better alignment of IT systems and business



IntelliPro BPMS – Key Features and Modules

IntelliPro BPMS provides flexibility to Automate and Optimize organization Processes

with Real Time Monitoring and Intelligence around it.



Sample Process for Illustration Let us select a simple “Leave Request Process” with single level of approval for ease of understanding. Process Flow –

Information/Data Required in Leave Request Form – Employee Id:

Employee Name:

Leave Period - From Date:

Leave Period - To Date:

Number of Days

Purpose of Leave:

Reason For Rejection:



Design Your First Process in IntelliPro BPMS

Login And Home Page

Log-In Page: Enter your Login Name, Password and select the Data Source.



Home Page: The Home Page gives you a view of various Modules of IntelliPro BPMS, which will help you in designing your business process in much simpler and faster way.

Process Composer: Draw your process with a simple drag and drop option and define your process logic. Form Designer: Form is an interface between End User and IntelliPro. You can design Leave Request, Purchase Order, Invoice, Quality Check, Accounts Payable/Receivable and any other kind of business forms using Form Designer. Report Designer: Design your reports which help you in measuring your overall processes and participants’ performances.



Business Activity Monitor (BAM): Monitor your request on a real-time basis and take required action to eliminate delays and bottlenecks. Reports and Analytics: Measure your various business processes and the participant’s performance for a predefined period (weekly/monthly/Yearly) in a very intuitive and interactive way. Data Model: Using Data Model, Define and structure your data parameters that is required and measured in the processes. Resource Calendar: Reallocation of tasks to alternate resource for a defined period within your team/organization to avoid bottlenecks in your absence. Resource Calendar is featured with multiple time zones option. APPS: APPS is a shortcut for running processes. End Users, who are initiators of the processes by raising a request, Example: Apply for Leave, Request for Purchase etc.… Notification and My Tasks: You can view the number of new tasks/requests assigned to you with the priority. IntelliPro BPMS– Responsive View



Creation of New Process How do I start designing the process in IntelliPro BPMS? You can start creating the process in 2 ways – Option 1: Create a Data Model and associate the Model with the Form. Option 2: Directly create the Form without creating the Data Model.

Note: We will select the Option: 1, to illustrate the functionalities of all the modules in IntelliPro BPMS. Let us select a simple “Leave Request Process” with single level of approval that is illustrated below in this document.



Data Model: Define and Structure your process data Create a Data Model capturing following information/data. Data Parameters in Leave Request Process: Employee Id:

Employee Name:

Leave Period - From Date:

Leave Period - To Date:

Number of Days

Purpose of Leave:

Reason For Rejection:

Steps:

1. Click on Data Model module in the landing/home page.

2. Click on the Plus Icon on the top of the Data Model

Screen to create a New Data Model.

3. Name the Data Model and click on the CREATE button.

4. Start feeding Data Parameters – Name, Display Name;

define Data Type (Field character Length in case of String

data type)



5. Click on the Plus Icon at the end to add into the Model list

6. Save and Publish the Data Model, once you define and add all the Data parameters

Note: Single Data Model can be associated with multiple forms and processes related to same group functions. Example: HR Data Model can be used in Leave Request/Hiring/ Employee On-boarding/Attendance tracking among other processes.

Data Type Definition Example

String

The data field with only Alphabets and combination of Alphabets and numbers

Company Name, Employee Name, PO/PO Number etc.…

Integer The data field with only Numbers Phone Number, Employee Id, Estimated Amount etc.

Double The data field with Decimal values



Currently values, Unit of measurement area/length/height ($100.50 Cents), 2.5Meters etc.

Date and Time The data field with Data and Time defined Start & End Date, Leave Period From –To, PO Request Date etc.

Bool The data field with 2 options ( True or False) QC Done – Yes or No

Model Associate with other model that is already exist

PR Data Model can be associated with PO Data Model, AR/AP Model etc.

File Provide File attach/enclose option PO /Invoice files, Employee Medical Records etc.



Form Designer: Design Your Forms

Steps:

1. Click on Form Designer module in the

landing/home page.

2. Click on the Plus Icon on the Form Designer

Screen to create a Form.

3. Select the Form Type (New Form, Model

Form, Custom Form and Form Wizard).

4. For ease of understanding, we will consider only New and Model Form Types in this guideline documents

5. If there is No Data Model defined, please select New Form.

6. In New Form option you can view on LHS –

a. Controls: Label, Text Box, Text Area, Numeric, Data Pickers, Time Picker, Dropdowns, Radio Buttons, and Check Box

etc.



b. Layouts :One, Two, Three and Four, Tab, Grid and Panel Layout

7. Select Model Form if you are creating the form by associating a Data Model.

8. In case of Model Form, you can select specific Data Parameters that should be captured in the specific process steps.

9. Name the Form and click on the CREATE button.

10. You can design your form based on your requirement – Label the form, add company logo to the form, plan the layout

(1/2/3/4 columns etc.)

11. On the Top menu you have options to Preview, before Saving and Publishing the form.





Process Composer: Design Your Process flow

Steps:

1. Click on Process Designer module in the landing/home page.

2. Click on the Plus Icon on the Process Designer Screen to create a

new process.

3. You can view the following:

a. At the centre: The Design Area where you can draw the

process flow

b. Left hand side menu – Various Components to design the

process like Activities, Events, Data, Gateways and Swim lanes

c. Top menu: Various utilities like saving the process, publishing the process, Zoom In/Out etc.

4. Click on the Design Area and click on Settings icon on TOP menu to associate the Trigger Form and Report attributes.

5. Drag and Drop the required components to the Design Area to draw your process flow.

6. After drawing the process flow start adding properties to each component in the process.



7. Double Click on every component in the process flow to add properties.

8. For example for the human task component you will have to add properties like Name, User assignment, Threshold time

and Escalation timelines, associate the form and define the actions to be taken (Example: Approve/Reject/Rework/Verified

etc.)

9. For example for the gateway component you will have to build the expression to set the condition

10. Ensure the properties marked in * should be defined to successfully Save and Publish the process

11. Double Click on the Path Line to define the Output in case of 2 or more action paths emerging from a single object

12. Save and Publish the designed Process to make it active in the application







Activity: Human Activity where Human can take action like Approval/Reject/Submit etc. in the processes. Email for sending notifications/alerts etc. Data: Updated data attributes from one step of process to next … Events: Start and Stop are events. Timer based events to trigger the processes at predefined/set time etc. Gateways: Decision elements which will help you address complex business conditions/scenarios. Swim Lane: Helps you to design process step based on their functional responsibilities.



APPS: Shortcut to access Processes to End-Users

Steps:

1. Click on APPS module in the landing/home page.

2. Click on the Plus Icon on the APPS Screen to

create a new APP for end-users.

3. Name the APPS and Map this through Process

option.

4. Select Internal Applications, since the Form is

designed inside the application.

5. Add any Image that associates with type of process

6. On Mouse Over on the APPS –

a. Process Owner can view both the options :

Edit Apps and trigger process

b. End User can only trigger a process/rise a request

“Your Process is UP and Running. End User can start using the process on live environment”



Report Designer: Design your own reports

Steps:

1. Click on Report Designer module in the landing/home page.

2. Click on the Plus Icon on the Report Designer Screen to create a new report.

3. Select the specific Process for which you wish to design a

report and click on CREATE.

4. On Top Menu - You will view different type of

Charts/Graphs (Bar/Pie/Line/Doughnut) and Table

options to select

5. On LHS you will view default process attributer and

defined attributer which you have defined while

designing the process

6. Simple Drag and Drop the process attributes from

LHS to selected graph type (X, Y and Z Axis).

7. You can also drag and drop other process attributes in the table form, displayed below the graph.

8. Preview the report, below you Save and Publish

9. You can also Export the report in Excel, Word and other file formats.





Business Activity Monitoring (BAM): Monitor your request on real-time basis Steps:

1. Click on BAM module in the landing/home

page.

2. Click on the specific process on the LHS to

know the status of your request

3. You can view Dash Board (Bar Chart) with

Instance Status such as Executing,

Completed, Cancelled, Failed etc.

4. Click on Executing bar to know the list of

most recent requests by you.

5. Click on the specific request – You can view

the process flow diagram indicating the

status with a processes path in Green/Orange and an Orange Timer Icon on a specific Human Activity object.

6. Double Click on the Human Activity object to know your request details and also the Approving Authority/Executive

Name etc.



Analytics: Analyse your process performance Steps:

1. Click on Reports module in the landing/home

page.

2. On the LHS you can see default out of the box

report and also reports designed by you

3. Different type of reports : Select the Process

and duration to see the performances

a. Process Status: Gives overview of

executing and completed process status.

Also gives Delayed, On-time and At-Risk

process statistics

b. Activity Cycle Time: Show individual’s

performance (Open/Pending tasks,

Closed Task and other details) with

report to specific process



c. Frequently Taken Path: The orange highlighted path shows often paths taken (Approved/Reject/Rework etc.) in the

specific process.

d. Custom Path Count: Number of Approvals /Rejections/Rework requests in the specific process can be identified.



Resource Calendar: Avoid Bottlenecks and Delays in your absence Steps:

1. Click on Resource Calendar module in the landing/home page.

2. You will view the Calendar in the centre. Calendar History, Holidays, Shift and other details on LHS

3. You can also update your Leaves and

assign Alternate Resource on LHS

4. Update the Leave by clicking on the Plus

icon and adding the dates and Reason for

Leave or

5. Select the specific date on the calendar

and click on the Plus icon next to Leave

option to add only the reason. Click on the

SAVE to list your holiday.

6. Click on the Plus Icon next to Alternate

Resource and Assign your task to your team member.

7. Verify resource availability by clicking on Check Availability and click on SAVE to activate your request.



DISCLAIMER: This document is confidential and should not be copied, distributed or reproduced in whole or in part, nor passed to any third party without prior approval by Intellileap Solutions India Pvt. Ltd.