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Process Automation: More than Simply Automating ProcessesFriday, April 06, 20189:35 a.m. – 10:35 a.m.
Mia Redovan, Application Manager, – American Academy of Physical Medicine and Rehabilitation
Brenda J. Barnhart, Manager, IT solutions, – RSM US LLP
• What is it?
• Benefits
• Process Automation (PA) vs. Process Automation Plus (PA+)
• What can I use it for?
• Real-world examples
Process Automation - Agenda
Process Automation entails much more than simply automating emails, or displaying alerts. During this session see how others organizations are using it to enhance their use of iMIS and to effectively personalize IQA results, format as HTML or to personalize content.
Process Automation
• iMIS feature/module
• Comprised of:– Alerts
• Display alerts
• Navigation alerts
– Tasks• Scheduled tasks
• Triggered tasks
• Incorporates user friendly tools to create– IQAs / Business Objects
– HTML WYSIWYG
• Inside iMIS so no third party product needed.
Process Automation – What is it?
• Streamline work load– Repetitive, time-consuming, tedious tasks can be automated
– Allows staff to do work that requires thought or interaction
– Stop playing catch-up. Be Proactive!
• Increase and personalize user engagement
• Communication is regular and consistent– Schedules do not depend staff availability or PTO
– Makes your messaging uniform by having templates and standardizing look and feel
• Unlimited number of tasks and alerts
• If you can write an IQA query to return the result, you can use it in PA
Process Automation - Benefits
Process Automation: PA vs PA+
Process Automation –What can I use it for?
• Send an email– Event Confirmations
– Welcome member emails
– Membership expiring soon
– Upcoming events
– Incomplete tasks
Process Automation - Examples
• Generate a report– Email a monthly A/R statement
– Email the Board of Directors weekly reports
– Email registrants an attendee list a week ahead
– Email chapter leads a membership list
– Email members their data sheet for GDPR requirements
Process Automation - Examples
• Run a stored procedure– Update a confirmation date after
emailing
– Generate a member number when a new member joins
– Update a certification date after an event is attended
– Delete credit card information periodically
Process Automation - Examples
• Calculate engagement scores– Update engagement scores on a schedule
– Different schedules for each formula
– Send a report with top 10 engaged as well
Process Automation - Examples
• Run content workflows– Send expired content notification
– Remove expired content
– Remove expired navigation items
Process Automation - Examples
Process Automation - Examples
Process Automation -Real-world examples
Process Automation -Real-world examples
• Is an association for PM&R physicians. PM&R physicians are medical doctors who have completed training in the specialty of Physical Medicine and Rehabilitation (PM&R) also known as Physiatrist.
• Over 9000 member physicians who are specialist in PM&R.
• iMIS user for over 20 years
• Currently on version 20.2.49.5903
Process Automation – AAPM&R
• Created:– Participation ribbons
– Medical student application email
Process Automation
Participation Ribbon Medical Student Application Email
Alert display Scheduled task
Simple iQA – trigged by @SelectedUser Simple iQA – trigged by @Date
Reinforces the recognition on our community platform Automates medical student application
Visible to users on their profile page (RiSE) Sent to all users that are Fellow members of the academy
Process Automation – Ribbons iQA
• Thru_Date• Contact_Key
The alert is triggered when a non-blank value is inserted in the Contact_Key field with the Thru_Date set to today’s date
*Using Contact_Key will result in no returned records when you run the iQA
Process Automation – Ribbons Tasks
• Add the iQA you created in the data source• Add the same iQA – ability to use existing data source. The condition restricts the task to run
only if the data source returns results.
• Add the same iQA you added to the previous tabs in the data sources
• Check the box next to ‘Add to alert set’• Click ‘Add new set’• You will need to create a new alert set if
you do not have an existing alert to group it with.
• Add the badge or icon to the Alert Message section.
Process Automation – Ribbons Alert sets
For the ribbons to display, an ALERT needs to be created and associated with a TASK
Process Automation – Ribbons Display
Process Automation
Online Member Application
Confirmation email to applicant Confirmation email to customer service
Process Automation
Process Automation – Application iQA
• Applicant_Date_Stamp
The emails are triggered when a non-blank value is inserted in the Applicant_Date_StampField on today’s date.
Process Automation – Application iQA
Process Automation – Application TasksThere are several options on the frequency of sending out the emails.
*Database change only works with standard iMIS UD fields.
Process Automation – Application Email
• Sent to medical students that filled out the online application to join our association.
• The alert is triggered when a non-blank value is inserted in the Applicant_Date_Stampfield with the value set to today’s date
• Scheduled to run every day at 7am.
Process Automation -Real-world examples
• The not-for-profit trade association representing all businesses that design, produce, license, and deliver toys and youth entertainment products.
• Over 1100 member companies.
• iMIS user for over 20 years.
• Currently on iMIS Q4 2015 since May 2017.
Process Automation –The Toy Association
Process Automation –The Toy Association
• Created five new tasks to automate membership tasks:– Welcome letter
– Renewal Thank You letter
– Cancellation letter
– Two past due notice letters (30 & 60 day)
• Modified the out of the box event confirmation task to create a scheduled task specific to the Toy of the Year (TOTY) Awards registration.
• Began the conversion process of existing Task Centre tasks to PA Plus.
Process Automation –The Toy Association
• The membership department would manually send out welcome, renewal, cancellation and past due notices and they wanted to automate the process.
• Decided to go with PA Plus because:– It allows the creation of custom tasks.
– It is query-based, meaning most tasks can be set up using an IQA query and don’t require SQL.
– The communication templates allow for a branded and aesthetically pleasing look to the email and are very easy to create.
Process Automation –The Toy Association Past Due Notice
• Sent to member company’s renewal contact.
• Scheduled to run, when applicable, 30 and 60 days after the first day of every payment quarter.
• Email includes amount due for current quarterly payment and each past due quarterly payment.
• Uses two custom IQAs and a SQL view.
• The SQL view determines who is outstanding, when their 30 and 60 due dates are and the amount owed.
Since the Communication Template uses a DuesList Data source, a DuesList datasource also needs to be included in the PA+ task.
If DuesList is not included as a Data source in the PA+ task, when PA+ executes the template, it will not see the DuesList fields that are referenced in the template
Process Automation –The Toy Association Past Due Notice
– ContactId
– Contact Id
– CustomerId
– Customer Id
– iMISId
– iMIS Id
– PartyId
– Party Id
– StudentId
– Student Id
– Id
• In order for the Communication Template to link the IQA with the communication template, you must select one of the following properties as a column or use one of these terms as a column alias:
• Aliases are case sensitive
Process Automation –The Toy Assoc. Renewal Thank You Letter
• Sent to the member company’s renewal contact.
• Included in the body of the email is the company roster with titles and contact information, so that the recipient can let the membership department know of any updates. This has been tremendously helpful in membership’s efforts to keep member data records up to date.
• It is triggered when the paid-thru date is changed to a non-blank value in the future.
• Uses two IQAs and a SQL view.
• The SQL view determines the correct paid_thru date range and prevents new members from being triggered.
Process Automation –The Toy Assoc. Renewal Thank You Letter
• LOVE IT!
• Eliminated the need for the membership department to manually send out all process emails.
• Email templates are branded, aesthetically pleasing and match our email marketing campaigns.
• Once you have your queries and views in place, PA Plus is very easy to set up and accessible through the staff site.
• If you’re using an OTB task or just want to trigger emails using simple queries, it is a breeze.
Process Automation –The Toy Association
Process Automation -Real-world examples
Process Automation –American Board of Thoracic Surgery
• They serve the public by promoting excellence in practice through rigorous evaluation and examination, providing leadership in education, and ensuring high standards for professionalism, lifelong learning and certification in thoracic and congenital cardiac surgery. (They’re a certifying board for surgeons.)
• Currently have 3 employees, but normally 5 – 6.
• New iMIS user.
• Cloud based.
Process Automation –ABTS Maintenance of Certification
Maintenance of Certification Process (high level)• 10 year term• Milestones to be completed at 5 and 10 year• Physician can have one or two certifications. The different certifications were on different cycles.
Now merging.• Need to determine which certification held by physician• Where is the physician in the certification term.• If physician holds both, ready for merged applications or stay on separate tracks.• All applications going to online• Rules on when applications can be submitted and completed.
• Application fees:• Fees for 5 year and 10 year milestone applications• Fees for late submission in a date range• 5 year milestone has additional fees if submitted in year 6, 7, 8 or 9.
Process Automation –ABTS Maintenance of Certification
Logic for Application Flow (10 year MOC - primary only)
Set of alerts
Set of alerts
Triggered tasks
Set of alerts
Process Automation –ABTS Maintenance of Certification
Process Automation –ABTS Maintenance of Certification
Triggered tasks
Inserts into Subscription
table
Initates a set of Navigation
Alerts
Takes physician to
Process Automation –ABTS Maintenance of Certification
– ContactId
– Contact Id
– CustomerId
– Customer Id
– iMISId
– iMIS Id
– PartyId
– Party Id
– StudentId
– Student Id
– Id
Process Automation –ABTS Maintenance of Certification
Triggered tasks
Process Automation –ABTS Maintenance of Certification
Questions???
Interacting with Communication Template
– ContactId
– Contact Id
– CustomerId
– Customer Id
– iMISId
– iMIS Id
– PartyId
– Party Id
– StudentId
– Student Id
– Id
• In order for the Communication Template to link the IQA with the communication template, you must select one of the following properties as a column or use one of these terms as a column alias:
• Aliases are case sensitive
Process Automation Help https://help.imis.com/iMIS2017/Features/RiSE/Process_Automation/Process_automation.htm
Process Automation FAQ https://help.imis.com/iMIS2017/Features/RiSE/Process_Automation/Process_automation_FAQ.htm
Process Automation Tutorialhttps://help.imis.com/iMIS2017/Features/RiSE/Process_Automation/Creating_an_automatic_email_Tutorial.htm
Process Automation - Help
Process Automation –The Toy Association Welcome Letter
• Sent to all new member company reps
• Uses a simple IQA.
• The emails are triggered when a non-blank value is inserted in the join_date field.
• Branded, aesthetically pleasing, communication template.
Process Automation –The Toy Association Confirmation
• Copied the OTB event confirmation email task and changed the query so that only people registering for five specific TOTY functions would get it.
• Scheduled the task to run every time someone registered and/or modified their registration.
• Created an event-branded communications template.
Process Automation –The Toy Association Cancellation Letter
• Sent to all member company reps.
• Uses a simple IQA.
• The email is triggered when the cancel_date field is changed to a non-blank value.
Process Automation –The Toy Association Confirmation
• For the Toy of the Year (TOTY) Awards registration, in addition to the iMIS-generated order confirmation email, we needed an email directing registrants to a link where they could enter attendee names.
• As the event drew closer, we also needed to send out reminder emails to those that hadn’t entered attendee names.
Process Automation –The Toy Association Reminder Email
• Instead of using a scheduled task, we created a query for each of the functions where attendee names where required and assigned them to each template.
• This allowed us to trigger the email as needed, not rely on a specific action by the recipient.
• Each time the email was triggered, we were able to review the recipient list and uncheck anyone we didn’t want to get the email.
STRATEGIC PARTNERS
CORPORATE PARTNERS
Americaneagle.com • Ascension Technology Solutions, LLC • Association Technologies, Inc. • C Systems Global • CadmiumCDComputer System Innovations • Intuitive Business Concepts • ISG Solutions • MemberPrime • RSM US LLP • Visual Antidote
EVENT PARTNERS
Armstrong Enterprise Communications • EventLink • Higher Logic • iFINITY PLC • Lane Services, LLC • Source of Knowledge
Thank You to Our Partners
