Workflow Program Update February 8th, 2007

Cornell's Workflow Program Agenda Introductions and review Review of November expectations Accomplishments Pilot #1 A new platform independent “Service Layer” Pilot #2 Current Expectations Questions & Action Items A strategic mission and goals: Enable the entire Cornell Community to go to one place to complete their business oriented tasks. The process: Add, deliver, repeat Reduce risk Learn how to manage by delivering small pilots of increasing complexity Pick small, doable projects and partners to learn from Nurture a knowledge base prior to larger, broader efforts Measure results Working software that achieves functional results Use by developers on campus – not only CIT/IS Support for projects that will deliver web enabled integrated cross functional apps February 8, 2007 Cornell's Workflow Program

Design, Implement WEICFA* Recap from November What you want, from June 2006 Design, Implement WEICFA* Be ready for KFS and KRA. What you heard about in June 2006. KEW prototypes We showed this slide to show the gap from expectation s in June 06 and where we were. KEW environments KEW CU Investment KEW Product * WEICFA = Workflow Enabled, Integrated Cross Functional Apps February 8, 2007 Cornell's Workflow Program

Design, Implement WEICFA The building blocks Design, Implement WEICFA Planning & analysis for WEICFA Unit tech solutions KEW pilots; more integrated Support, partner w/units Central, reusable routing patterns and data Experienced core dev and support team Activities since November Activities since November KEW Pilots; nonintegrated at first Workflow CU Program KEW prototypes The light green shows the progress made. KEW environments KEW CU Investment KEW Product WEICFA = Workflow Enabled, Integrated Cross Functional Apps February 8, 2007 Cornell's Workflow Program

KEW; core CU investments CU Core contributions Local changes, not contributed to the core Filling the gap also means working on the foundation. Core: customizable email message added annotation support back to EDL fixed how instructions are included in EDL internally forwarding servlet for serving static wsdl isUserInRouteLog implementation Custom javaScript validation Local: Implemented Cornell specific institutional plugin, including LDAP-based user service and permit server based group service Developed build process and associated utilities for deploying to our Tomcat 5 shared environment Tested various adhoc routing scenarios and EDL configurations Developed our own service layer for usage by Cold Fusion Discoveries made while doing the pilots, discussed with IU February 8, 2007 Cornell's Workflow Program

Pilot #1; goals, status, slides HR Data Access authorization form Learn by deploying: KEW engine changes Cornell configuration and integration Procedures to take for deployment Code camp style approach Status Pre launch meeting on 2/6 determined minor changes were needed, release expected any day. Cornell configuration changes; email configuration, permits, links from the portal, help doc... Procedures: files, code from one environment to another for testing…. Code camp: imagine a group of developers blocking off time to work on it together, in the same room, no interruptions, no delays in hours, days and weeks by multitasking on other things – solving the problems, making the solutions. February 8, 2007 Cornell's Workflow Program

Pilot #1; Initiate the request Link to Pilot #1 form February 8, 2007 Cornell's Workflow Program

Cornell's Workflow Program Request status info Support for notes and attachments Business information drives routing rules Available actions: Approve, disapprove February 8, 2007 Cornell's Workflow Program

Pilot #1; integration with uPortal New “Workflow” uPortal tab provides access for workflow actors Access to: your Action List find a workflow request help documentation February 8, 2007 Cornell's Workflow Program

Cornell's Workflow Program Action List The Action List only contains items that require action February 8, 2007 Cornell's Workflow Program

Cornell's Workflow Program Route Log Provides detailed information about all completed and/or pending actions taken on requests. February 8, 2007 Cornell's Workflow Program

KEW Service Layer; and life without it Clients have to be Java, such as Kuali Finance KEW Client Application Or, solutions can be built completely un-integrated with any application via configuration files alone, as was done with Pilot #1. KEW, the product Sends emails, provides action list, changes status of documents based on user actions… February 8, 2007 Cornell's Workflow Program

KEW Service Layer KEW Client Application KEW Service layer Enables clients to be written in other languages, such as Cold Fusion KEW Client Application Enables clients to use other databases and services, as pilot #2 does with Fedora for document management. KEW Service layer KEW, the product Defined in a one day code camp style event. Developed in one week after that. Shared with IU. Example use: initiate document, route document… February 8, 2007 Cornell's Workflow Program

Pilot #2; goals, status, slides Deliver a solution to route any document to anyone, starting with needs from CIT’s DAF. Prove the Service Layer is working as expected in order to build other KEW client apps later. Learn more about deploying with something more complex than Pilot #1. Status Pilot built in a three day code camp last week is evaluated for delivery to CIT/DAF. February 8, 2007 Cornell's Workflow Program

Route to any person or persons affiliated with CU. As a KEW client it can easily take on CU styles and any navigation needs, unlike pilot #1. Route to any person or persons affiliated with CU. Select the document to route. It could be anything, but we are targeting CIT expense reports, time away requests and other DAF forms for the pilot. Initiates the routing, including email notifications. February 8, 2007 Cornell's Workflow Program

Pilot #2 KEW General Purpose App Fedora Service layer Client is written in Cold Fusion, a common language on campus, but it could be something else too.* KEW General Purpose App Used for routing the attachment. Used to hold the attachment. Fedora Service layer KEW Service layer Fedora, the product KEW, the product February 8, 2007 Cornell's Workflow Program

Target milestones shown in November, 2006 Defined and built Pilot #2 Techs will discuss at length on 2/15. Slides at least 2 months. Not shown, many technical internal milestones, project management/ process milestones. Release Pilot #1 Defined and built a ‘Service Layer’ February 8, 2007 Cornell's Workflow Program

Cornell's Workflow Program What’s next Routing Data technical and functional conversations Rollout of Pilot #2, and cloning Pilot #2 for similar solutions. Documentation of the Service Layer Do some deferred Program housekeeping Address list of open questions and issues. Clarify IT roles Clarify and document development and deployment procedures February 8, 2007 Cornell's Workflow Program

Single Biggest Issue (from November 2006) No central repositories to repeatedly draw on for routing data. Without which we have two options: Ad hoc routing, and / or (Pilot #2) Routing defined for point solutions with rules that are more expensive to set up, more difficult to maintain and impractical to share (Pilot #1) What can you help with? This. The alternative is ad hoc routing, or we get hung up on this and propose projects to create and maintain the data as we run across the need for one single workflow app. paths forward: Permits, Grouper, the Org project (follow on to Matier's effort) if implemented, Kuali, & the potential for harnessing other administered security stores like ADW, PS Roles, & Web Financials. February 8, 2007 Cornell's Workflow Program

Cornell's Workflow Program Next Questions and Action Items… What can you help with? This. The alternative is ad hoc routing, or we get hung up on this and propose projects to create and maintain the data as we run across the need for one single workflow app. paths forward: Permits, Grouper, the Org project (follow on to Matier's effort) if implemented, Kuali, & the potential for harnessing other administered security stores like ADW, PS Roles, & Web Financials. February 8, 2007 Cornell's Workflow Program