StrataJazz Workflow Management

Transcription

1 Strata Decision Technology StrataJazz Workflow Management Administrator Guide September 12, 2014

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3 Table of Contents Getting Started... 5 What is Workflow?... 5 Accessing Workflow Setup... 5 Review... 7 Editing the Review Component... 7 Adding Reviewers... 7 Deleting Reviewers... 8 Adding Possible Review Values... 8 Deleting Possible Review Values... 8 Qualification... 9 Editing the Qualification Component... 9 Specifying a Basic Condition Specifying and Adding an Advanced Condition Deleting an Advanced Condition Changing AND or OR Logic for Advanced Conditions Exit Condition Editing the Exit Condition Component Specifying a Basic Condition Specifying and Adding an Advanced Condition Deleting an Advanced Condition Changing AND or OR Logic for Advanced Conditions Events Editing the Events Component Configuring a Basic Event (on either Entrance or Exit) Adding an Advanced Event (either on Entrance or Exit) Configuring an Advance Event Deleting an Advanced Event Adding a Condition for Advanced Events Deleting a Condition for Advanced Events

4 Saving Changes to the Workflow

5 Getting Started What is Workflow? A workflow is the process by which a budget is routed to the appropriate reviewers at the appropriate times. Workflows provide a consistent process for all projects to route, as well as increase manager and reviewer accountability. Accessing Workflow Setup 1. In the menu bar, go to System >> Workflows. 2. Click on the appropriate framework folder. Note: The entirety of this document will use Capital Management Project Workflow as an example, but instructions are identical for all frameworks.) 3. Select the workflow you d like to edit and click the Edit button. 4. Click the + icon to expand the workflow and see all phases, steps and components. 5

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7 Review The Review component indicates assigned reviewers or review groups for a particular review step in a workflow, as well as the possible review responses the reviewers can assign to a plan. Editing the Review Component Click Review under the appropriate step (left column of the screen shot below). The right column on the screen shot below is referred to as the Review Screen in this document. Adding Reviewers 1. On the Review Screen under Who are the reviewers? click the Add button. A new window will appear. 2. Select the individual reviewer(s) or reviewer group(s) you d like to add. Note: You can multi-select by holding down the CTRL button while using your cursor to make selections. Tip: You can type into the search button to find users/groups more easily. 3. Click the Select button. 7

8 Deleting Reviewers 1. Select the individual reviewer(s) or reviewer group(s) you d like to delete on the Review Screen under the Who are the reviewers? section. 2. Click the Remove button. 3. A window will appear asking Are you sure you want to delete the selected item(s)? 4. Click the Yes button. Adding Possible Review Values 1. On the Review Screen under What are the possible responses? click the Add button. A new window will appear. 2. Select the review values you d like to add. 3. Click the Select button. Deleting Possible Review Values 1. Select the possible review responses you d like to delete on the Review Screen under the What are the possible responses? section. 2. Click the Remove button. 3. A window will appear asking Are you sure you want to delete this item? 4. Click the Yes button. 8

9 Qualification The Qualification component specifies the criteria that must be met for the project to route to a particular review step in the workflow. Basic Condition applies when only one qualification needs to be met in order for a project to route to the review step. For example, Basic Condition is used when the qualification specified is Always. Advanced Condition applies when more than one qualification needs to be met in order for a project to route to the review step. For example, Advanced Condition is used when the qualifications specified use an AND or OR grouping. Editing the Qualification Component Click Qualification under the appropriate step (left column of the screen shot below). The right column on the screen shot below is referred to as the Qualification Screen in this document. 9

10 Specifying a Basic Condition 1. On the Qualification Screen, click the Basic Condition radio button under the appropriate step. The screen will expand to accommodate the Basic Qualification. 2. Select the Basic Condition you d like to specify. Depending on the condition you choose, you may have to specify additional parameters. The area to specify additional parameters is immediately below the list of Basic Conditions. Specifying and Adding an Advanced Condition 1. On the Qualification Screen, click the Advanced Condition radio button under the appropriate step. 2. Click the Configure button. A new window will appear. The Condition Builder window is where you can add multiple conditions. (The default conditions displayed may be different based on what step you are editing.) 10

11 3. Click the Add button. A new condition will be added specifying Always. 4. Change the condition from Always to your preference by selecting a different condition in the column on the right side of the window. As with Basic Conditions, depending on the condition you choose, you may have to specify additional parameters. The area to specify additional parameters is immediately below the list of conditions. 5. Click the OK button to apply the changes, close the window and return to the Qualification Screen for the particular step of the workflow. Deleting an Advanced Condition 1. On the Qualification Screen, click the Advanced Condition radio button under the appropriate step. 2. Click the Configure button. A new window will appear. 11

12 3. Select the condition you d like to delete. 4. Click the Delete button. 5. A window will appear asking Are you sure you want to delete this item? 6. Click the Yes button. The condition will be removed from the qualifications for the particular step. 7. Click the OK button to apply the changes, close the window, and return to the Qualification Screen for the particular step of the workflow. Changing AND or OR Logic for Advanced Conditions Workflow conditions are based entirely off logic. If you are struggling with qualification logic, please contact your Strata Decision Technology Consultant for further assistance. 1. On the Qualification Screen, click the Advanced Condition radio button under the appropriate step. 2. Click the Configure button. A new window will appear. 3. Click the Group button. A new window will appear. 4. Multi-select conditions by holding the CTRL key and clicking the desired conditions. The following buttons are available for changing workflow qualification logic: Group Ungroup And Or Not 5. After you have finished grouping, click the Close button. 6. Click the OK button to apply the changes, close the window and return to the Qualification screen for the particular step of the workflow. 12

13 Exit Condition The Exit Condition specifies the criteria that must be met for a project to leave a particular step. Basic Condition applies when only one qualification needs to be met in order for a project to exit the review step. For example, Basic Condition is used when the qualification specified is Always. Advanced Condition applies when more than one qualification must be met for a project to exit the review step. For example, Advanced Condition is used when the qualifications specified use an AND or OR grouping. Exit Condition is configured similarly to Qualification. Editing the Exit Condition Component Click on Exit Condition under the appropriate step (left column of the screen shot below). The right column on the screen shot below is referred to as the Exit Condition Screen in this document. 13

14 Specifying a Basic Condition 1. On the Exit Condition Screen, click the Basic Condition radio button under the appropriate step. The screen will expand to accommodate the Basic Qualification. 2. Select the Basic Condition you d like to specify. Depending on the condition you choose, you may have to specify additional parameters. The area to specify additional parameters is immediately below the list of Basic Conditions. Specifying and Adding an Advanced Condition 1. On the Exit Condition screen, click the Advanced Condition radio button under the appropriate step. 2. Click the Configure button. A new window will appear where you can add multiple conditions. (The default conditions displayed may be different based on what step you are editing.) 14

15 3. Click the Add button. A new condition will be added specifying Always. 4. Change the condition from Always to your preference by select a different condition in the column on the right side of the window. As with Basic Conditions, depending on the condition you choose, you may have to specify additional parameters. The area to specify additional parameters is immediately below the list of conditions. 5. Click the OK button to apply the changes, close the window and return to the Exit Condition Screen for the particular step of the workflow. Deleting an Advanced Condition 1. On the Exit Condition screen, click the Advanced Condition radio button under the appropriate step. 2. Click the Configure button. A new window will appear where you can add multiple conditions. Note: The default conditions displayed may be different based on what step you are editing. 15

16 3. Select the condition you d like to delete. 4. Click the Delete button. 5. A window will appear asking Are you sure you want to delete this item? 6. Click the Yes button. 7. Click the OK button to apply the changes, close the window and return to the Exit Condition Screen for the particular step of the workflow. Changing AND or OR Logic for Advanced Conditions Workflow conditions are based entirely off logic. If you are struggling with Qualification logic, please contact your Strata Decision Technology Consultant for further assistance. 1. On the Qualification screen, click the Advanced Condition radio button under the appropriate step. 2. Click the Configure button. A new window will appear. 16

17 3. From the Advance Condition window, click the Group button. A new window will appear. 4. Multi-select conditions by holding the CTRL key and clicking the desired conditions. The following buttons are available for changing workflow qualification logic: Group Ungroup And Or Not 17

18 5. Once you have finished grouping, click the Close button. 6. Click the OK button to apply the changes, close the window and return to the Qualification screen for the particular step of the workflow. 18

19 Events Events are automatic actions triggered by a project entering or exiting a step in the workflow. Basic Events are used for triggering only one event. Advanced Events are used to trigger multiple events. Editing the Events Component Click on Events under the appropriate step (left column of the screen shot below). The right column on the screen shot below is referred to as the Events Screen in this document. Configuring a Basic Event (on either Entrance or Exit) 1. On the Events Screen, click the Basic Event radio button under either What should happen when something enters this step? or What should happen when something leaves this step?. 2. Click the Change button. A new window will appear. Note: The default Basic Event on entrance in this step is sending a notification to the reviewer that a new project is ready for review. For all other action types, it is recommended that you work with your Strata Decision consultant. The default action may vary depending on the step. 19

20 3. You can change the Basic Event by selecting a different type of event in the left hand column of the window. The selected event may need additional configuration, which you will be able to do in the right hand column of the window. For example, to send a notification, complete the following steps: a. Enter a subject for the notification. b. Select a message type from the drop-down list. c. Add or remove users to receive the notification. d. Type the message in the Message Text area. 4. After you have configured the Basic Event, click the OK button. Adding an Advanced Event (either on Entrance or Exit) 1. On the Events Screen, click the Advanced Event radio button under either What should happen when something enters this step? or What should happen when something leaves this step?. 2. Click the Change button. A new window will appear. Note: The default events on entrance in this step are sending a notification and changing the CAP Budget Status. For all action types other than sending a notification, it is recommended that you work with your Strata Decision consultant. 20

21 3. To add an additional action under a given condition (in this case, the Qualified condition), select the condition and click the Add Action button. A new action will be added called Do Nothing under the previously indicated condition. 4. To configure the Do Nothing action, select Do Nothing and click the Configure button. A new window will appear. 21

22 5. You can change the Do Nothing action by selecting a different type of event in the left hand column of the window. The selected event may need additional configuration, which you will be able to do in the right hand column of the window. 6. After you have configured the Event, click the OK button. Configuring an Advance Event 1. On the Events Screen, click the Advanced Event radio button under either What should happen when something enters this step? or What should happen when something leaves this step?. 2. Click the Change button. A new window will appear. Note: The default events on entrance in this step are sending a notification and changing the CAP Budget Status. 3. Select the step you d like to configure and click the Configure button. A new window will appear. 22

23 4. You may change the action by selecting a different type of event in the left hand column of the window. The selected event may need additional configuration, which you will be able to do in the right hand column of the window. 5. Once you have configured the Event, click the OK button. Deleting an Advanced Event 1. On the Events Screen, click the Advanced Event radio button under either What should happen when something enters this step? or What should happen when something leaves this step?. 2. Click the Change button. A new window will appear. Note: The default events on entrance in this step are sending a notification and changing the CAP Budget Status. 3. Select the step you d like to remove and click the Delete button. A window will appear asking Are you sure you want to delete this item? 4. Click the Yes button. 5. Click the OK button to apply the changes, close the window and return to the Events Screen for the particular step of the workflow. Adding a Condition for Advanced Events 1. On the Events Screen, click the Advanced Event radio button under either What should happen when something enters this step? or What should happen when something leaves this step?. 2. Click the Change button. A new window will appear. Note: The default events on entrance in this step are sending a notification and changing the CAP Budget Status. 23

24 3. Click the Add Condition button. A new condition will be added to the window specifying Always. 4. To configure the Always condition, click the Configure button. A new window will appear. 5. Change the condition from Always to your preference by select a different condition in the column on the right side of the window. Depending on the condition you choose, you may have to specify additional parameters. The area to specify additional parameters is immediately below the list of conditions. 6. Click the OK button to apply the changes, close the window and return to the Advanced Events window for the particular step of the workflow. 7. To add events to the new condition, follow the steps in the Adding an Advanced Event (either on Entrance or Exit) section of this document. 24

25 Deleting a Condition for Advanced Events 1. On the Events Screen, click the Advanced Event radio button under either What should happen when something enters this step? or What should happen when something leaves this step?. 2. Click the Change button. A new screen will appear. Note: The default events on entrance in this step are sending a notification and changing the CAP Budget Status. 3. Select the condition you d like to delete and click the Delete button. A window will appear asking Are you sure you want to delete this item? 4. Click the Yes button. Note: Deleting a Condition will delete all Events configured under that Condition. 5. Click the OK button to apply the changes, close the window and return to the Advanced Events Screen for the particular step of the workflow. Saving Changes to the Workflow At any time while you are configuring the workflow, you may save your changes. To save changes 1. Click the Save button at the top of the screen. 2. A window will appear notifying you that your changes have saved successfully. You will be routed to a different screen showing the entirety of the workflow. You may navigate back to any section by selecting any component under any step in the left pane. 25

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