Kuali Coeus Workflow and KIM - Part 1

Workflow - What/Why

!   Model or improve existing business processes

!   Automate repetitive, manual tasks

!   Work efficiently, collaboratively

!   Measure performance, gather metrics

About Kuali Enterprise Workflow (KEW)

!   Component of Kuali Rice middleware

!   Mature - Production at Indiana University 2003

!   Integrated Action List/Document Search

!   Flexible !   Integration modes - Embedded, Bundled, Remote

!   Rules processing

!   Content based routing

!   eDoc Lite

Kuali Enterprise Workflow (KEW)"Concepts

!   Document types

!   Document Policies (behaviors)

!   Route Nodes

!   Rules/Rule Templates

!   Workgroups/Groups

KEW Concepts-Document Type XML

!   Define behavior of a routable document

!   KC Prop Dev Document

!   Document Type Hierarchy - Inherited Behavior

!   KC Maint Docs all have a common ancestor

!   Post Processor - Client code that executes as the document routes

!   KC uses the KNS provided Post Processor

!   Doc Handler - Tells KEW how to find your Documents

!   Default Workgroups - Super User, Exception (can also be defined in KIM)

!   Document Policies - Initiator must route/save; Route Log Look Future

!   Custom Doc Search Attributes

KEW Concepts-Route Nodes Defines the route path of a document

Can be simple: !   Or Complex

!   Can be simple

KEW Concepts-Rules

!   One way to tell a document where to go and how to get there

!   Rules Templates define the evaluation criteria for a rule

!   Ex. Doc Type Foo will route based on Units

!   Rule Attributes - Define how to evaluate Document content; Java or XML

!   Tells KEW where to find Unit data on the Foo Doc

!   Rules Matches document content to evaluation criteria

!   If Unit = Chemistry, Sally must approve

!   After the Rule Template and Rules Attributes are created, Rules can be created and managed using a GUI (i.e., no code)

KEW Concepts-KIM Roles

!   KIM - Kuali Identity Management; Another Rice module

!   Roles - Used for Authorization; Bundles of Permissions

!   Roles can be “qualified” with business data to limit their scope

!   KC mainly uses Unit/Unit Hierarchy Qualified Roles

!   Roles can be maintained or derived

!   KC - Derived Roles for PI, Co-I, Key People

KEW Concepts-KIM Responsibilities

!   Responsibilities - Used to build workflows instead of Rules

!   KC - PI has an Approve Responsibility

!   Uses Qualifiers to define Rule Attributes

!   Granted to Roles, not people/groups

!   KC - PI is a derived Role

!   KC - OSP Approver is a Maintained Role

KEW Concepts-Document Content

!   Rule Attributes Define Route Nodes

!   Java - Code execution

!   XML/XPath - KNS uses XMLStream to generate XML representations of documents; XPath queries this XML to make routing decisions

!   Document Post Processing

!   When workflow doc changes state, code executes in the client system

!   KC - Change Prop Dev Status

!   All Documents

!   Have a Route Log

!   Show in Doc Search

!   Users

!   Have an Action List

!   Can set Action List Preferences

!   Interact with individual Documents

KEW - User facing components

Route Log

Doc Search

Action List

Outbox

Kuali Coeus - Out of the box

KC - Classes of Documents

•  Transactional Documents

!   Business transactions

!   Non-Admin users

!   Most likely to have workflows

•  Maintenance Documents

!   Reference Data

!   Admin users

!   No “out-of-the-box” workflows; Unlikely to have workflows

KC - Examples of Documents

•  Ex. Transactional Docs

!   Proposal Dev Doc

!   Prop Budget

!   Award

!   Protocol

Ex. Maintenance Docs

!  Sponsor

!  Rolodex

!  Special Review Type

!  Valid Cost Element Rate

KC - Maintenance Docs

!   Leverage the Kuali Nervous System (KNS) Maint Doc Framework

!   Similar to Coeus’ Code Tables

!   Group Based authorizations (AuthZ) restrict access

!   KEW routes to the same Group that authorizes access

!   Approval is implicit when AuthZ user submits (or blanket approves) Maint Doc

!   KcAdmin Group

KC Transactional Docs KC Module Out of the box workflow

Prop Dev POC

Prop Budget None (Coeus FE)

Inst Prop None (Coeus FE)

Award None (Coeus FE)

Award T&M None (Coeus FE)

Award Budget Award Budget Approval

IRB Protocol Dept Review, IRB Review

IRB Online Review Init, IRB Admin 1, IRB Online Review, IRB Admin 2

KC - Proposal Development Document

!   Proof of concept workflow demonstrates concepts/capabilities

1.  Split Node to handle KC Proposal Hierarchies (Only the parent routes, gets submitted) Required for Prop Hierarchy functionality

2.  Feedback loop between OSPInitial and ProposalPersons (PI, Co-I, Key People)

3.  Unit Routing

!   POC routing based on Custom Data

4.  Departmental Routing

!   Lead Unit/Lead Unit Hierarchy Routing

5.  OSP Approval/Submission

6.  Join Node - Required for Prop Hierarchy

KC - Proposal Development Document

KC - Custom Workflow Next Steps

!   Understand KC data

!   Define desired business process

!   Don’t build in current process work-arounds

!   Define business rules

!   Simple or complex

KC - Future

!   KC 3.1 - Released in July 2011

!   KC 3.2 - Late Summer 2011; Rice 2.0

!   KC 4.0 - Fall 2011

!   KC 5.0 - Spring 2012

Custom Doc Search Attributes