Workflow Overview And Approach. Steve Hughes Changqing Zhen Natasha Globus

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1 Workflow Overview And Approach Steve Hughes Changqing Zhen Natasha Globus

2 Agenda What Is Workflow? Why Implement Workflow System? Workflow Architecture Technical Requirements for Workflow System Approach to Workflow Work

3 What Is Workflow? Workflow is computerized facilitation or automation of a business process, in whole or part. A workflow management system defines, manages, and executes workflows.

4 Sample era Business Process

5 What does workflow do? Dispatch work and send notifications based on the pre-defined process. Manage the business process based on the organizational model support for approval authority, delegation, and substitution. Manage deadlines and priorities. Support the reporting on workflow status.

Manage the business process based on the organizational model support

6 Why Implement Workflow? Business process varies within a large organization. Business process changes over time. Treat each functional component as a building block and workflow as a connector/broker. Create a flexible and agile system by extracting process logic from applications.

7 Workflow Architecture Functional View

8 Workflow Architecture Component View Definition Tool Generates May reference Process Definition References Interpreted by Organization/ Role Model Data Workflow Enactment Service May refer to WFM Engine(s) use Mantain Workflow Control Data Invokes Application(s) Manipulate Work List Workflow Relevant Data Update Workflow Application Data Administration & Control Interacts via (Supervisor) Worklist Handler Invokes Application(s) User Interface Software component External product/data Personnel System control data

Application(s) Manipulate Work List Workflow Relevant Data Update Workflow Application Data Administration & Control Interacts

9 Technical Requirements for Workflow System Workflow process definition Dispatching/Work activity management Event mechanism Support for organizational model Notification Reporting on the workflow status Performance and scalability

Event mechanism Support for organizational model

10 Approach to the Workflow Work Joint efforts between business and requirements analysts, architects, and developers. Step-by-step approach as workflow will have widespread impact to the era system Activities include: * Business process modeling * Identification of prototyping scenarios * Workflow product evaluation * Functional prototyping * Determination of migration strategies * Pilot implementation with selected process and user group * Expanded production implementation

modeling * Identification of prototyping scenarios * Workflow product evaluation * Functional prototyping *

11 Approach to Workflow Work Business Process Modeling and Reengineering Now to? The implementation of the workflow framework often goes hand-in-hand with the business process reengineering to gain the maximum benefit to an organization. Business process modeling is under way with Grants Management.

with the business process reengineering to gain the maximum benefit to an

12 Approach to Workflow Work Identification of prototyping scenarios April to June 2004 Identify one to two scenarios for the prototyping. The scenarios should be able to reflect major business requirements for a workflow product. The scenarios should help define the migration strategies for the workflow implementation.

The scenarios should be able to reflect major business requirements for a

13 Approach to Workflow Work Workflow product evaluation April to June 2004 The product comparison study from the trade group used as the starting point. The information and recommendation from NIH enterprise architecture group to be incorporated. Oracle product included as the technology on the stack. Products used by other NIH organizations such as Bizflow from Handysoft to be considered.

The information and recommendation from NIH enterprise architecture group to be incorporated.

14 Approach to Workflow Work Functional Prototyping August to December 2004 A couple of scenarios for prototyping One or two products to be evaluated.

15 Approach to Workflow Work Determination of migration strategies July to December 2004 Find the ways to incorporate the existing era applications into the selected workflow framework. Define the path for pilot and expanded production implementation

the existing era applications into the selected workflow

16 Approach to Workflow Work Pilot implementation with selected user group 2005 A business process within the grants management process to be used for the pilot implementation. A selected group of user to be asked to try the implemented workflow applications.

process to be used for the pilot implementation.

17 Approach to Workflow Work Expanded production implementation 2005 to 2006 The expanded production implementation will integrate additional business processes into the workflow framework. The expanded implementation will also be planned in coordination with the business process reengineering.

business processes into the workflow framework.

18 Questions?

The Workflow Management Coalition Specification Workflow Management Coalition Terminology & Glossary

The Workflow Management Coalition Specification Workflow Management Coalition Terminology & Glossary Workflow The automation of a business process, in whole or part, during which documents, information