Workflow Modeling, Book Review by Razvan

8/4/2019 Workflow Modeling, Book Review by Razvan

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Workflow ModelingAlec Sharp, Patrick McDermott

Book review/summary, by Razvan


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The Approach in a Nutshell (3)

1. Frame the process

2. Understand the current (As-Is) process

3. Design the new (To-Be) process

4. Develop use case scenarios


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1. Frame the process

Identify the business process Clarify its boundaries

Perform an initial assessment Establish goals for the redesigned

process


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2. Understand the current (As-Is)process

Model the workflow Perform a more specific assessment


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3. Design the new (To-Be)process

Devise potential improvements Assess them

Select the main characteristics of theprocess

Design the new workflow


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4. Develop use case scenarios

Transition into system requirementsanalysis

Describe how process actors wouldinteract with a system to complete tasks


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Modeling techniques andframeworks

Central technique: Process workflow modeling

Other: Establish context for the process

Address other Critical Success factors(CSFs)

Define Information Systems

requirements


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Why it works

Techniques, frameworks, guidelines,phases, and steps that make it: Complete

Repeatable

Learnable

Practical (actual is), rather than atheoretical exploration (ought to be) Based on experience


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What makes it different

Ensures real business processes areidentified, with clearly defined boundaries

Simple to read and highlights the role played

by individual participants Includes methods to address:

all the factors (enablers) that support a process

the environmental factors that constrain it

Integrates process-oriented and IT-orientedefforts


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Processes results, not work

Process definition:

A collection of interrelated work tasks (4),

initiated in response to an event (3),

achieving a specific result (2)

for the customer & other stakeholders (1)

of the process.


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The Result

Must be:

Specifically identifiable w/out a clear scope: scope creep

Countable Helps differentiate process from function

definition (e.g. Shipments vs. Logistics)


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Framework(s) in general

Structure(s) for: discovering

organizing presentingideas or information

Manage complexity by reducing vague and complex topics to a setof simpler questions.

They: organize work maintain focus (during interviews or facilitated sessions) encourage coverage of all aspects of a topic

provide a standard format to document the findingsExample: 3Ts framework (R:similar to SMART):

Topic Traget

Time frame


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A framework for process enablers

An enabler is a factor that helps a process achieve itsintended result and meet performance targets within the

applicable constraints.

The process enablers framework includes:1.Workflow design2.Information technology (IT)3.Motivation and measurement4.Human resources

5.Policies and rules6.Facilities design, or other categories appropriate to

the context


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Enabler: Workflow design

Consists of a sequence (flow) of:

steps (tasks) decisions

hand-offscarried out by process actors

between the initial event and the final result


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Enabler: Information Technology

(IT)Enables a process by:

Automating and supporting steps (tasks) Capturing or presenting information

Managing and expediting the workflow

Consists of: Systems (applications, databases)

Information Computers and other devices

Telecommunications, networks


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Enabler: Motivation &

measurement Explicit and implicit reward system

Experience shows that people do whatthey are measured on, and if the

measures do not align with the goals of aredesigned process, failure is virtuallycertain


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Enabler: Human resources

Covers: Knowledge, skills, and experience

Training

Organizational structure

Job description

and so on

A process requires:

the right people in the right job

with the right skills


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Enabler: Policies and rules

Includes:

Organizations rules and policies; they guideor constrain business processes

Applicable laws and regulations


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Enabler: Facilities & other

Facilities:

Workplace design Physical infrastructure (e.g. equipment,

furniture, lighting, air quality, etc.)

Other:

Specific to the context


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A framework for putting processes

and systems in context3-layer framework:

Mission, strategy, and goals

Business process Information systems

Individual processes have their own mission,

strategy, and goals should align with their enterprise counterparts (together) they provide important guidance when

making decisions Other factors: Culture Core competencies


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Expanding the IT layer

5-tier framework:

Mission, strategy, and goals Business processes

Information systems Presentation

Application logic Data management


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Models in general

An abstraction or representation of some

subject matter.2 types:

Iconic model:

resembles the physical object it represents, exceptthat its smaller and simplified

Symbolic model:

A representation of some physical or conceptualsubject matter that isnt intended to look like thesubject


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Useful models criteria

Generally, they: highlight facets of interest while masking unnecessary details

Employ conventions for adding progressive amounts of details Are more convenient, less expensive, and safer to (create and)

manipulate

Modeling is not an end in itself and people frequentlyhave to be reminded to stop modeling when the purposehas been achieved: As-Is process: understand why the current process behaves the

way it does To-be process: guide implementation


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The modeling technique we employ

Business process: process workflow

models Presentation: use case scenarios

Application logic: various techniques Data management: data models

B i


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Business process: process

workflow modelsAka. Swimlane diagrams

Swimming pool Swimming Lanes

Swimmers (actors, role) Steps (tasks)

Sequence and flow (arrows) (Hand-offs)


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Presentation: use case scenarios

Consider how information systems will help an

actor complete a task Variant of the popular use case technique

Essentially, it models a dialogue between an

actor and a system for a particular scenario

Note (R:) unlike typical scenario, a scenario (in this

technique) may flow through multiple usecases

A li ti l i i


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Application logic: various

techniquesThe most complex of the 3 IS layers.

Various techniques: Event identification

State transition modeling Transaction specification


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Data management: data models

The heart of a data model is the entity-

relationship diagram (ERD), made up of 3types of components:

Entities: distinct things about whichinformation is needed

Relationships: associations among those

entities Attributes: facts about each entity that must

be recorded


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Five-tier thinking (a summary)

An enterprise has a mission, strategy, and goals

which are supported by business processes.Actors in a business process are in turnsupported by information systems that theyinteract with via

the presentation layer, which communicatescommands to the

application logic layer, which enforces businessrules and coordinates updates to the

stored records in the data management layer.

Documents

Workflow Modeling, Book Review by Razvan