SunGard Workflow 4.3 Process Modeling
Introductions Your Name Title/Function Banner Experience Expectations
Course Goals The goal of this course is to provide you with the knowledge of Workflow basics and time to practice building workflow models so that you can begin to develop workflows that support the business processes of your institution.
Training Agenda – Day 1 SunGard Workflow Overview Defining the Users – ‘Who’ Workflow Work – ‘What’ Parts of a Workflow – ‘How’ Running a Workflow Hands On Exercises
Training Agenda – Day 2 Business Component Catalog Workflow Guidelines Custom Activities Business Rules Banner Integration Approvals in Workflow Hands-on Exercises
Training Agenda – Day 3 Attachments Shortcuts Documentation Planning for Consulting Visit Class project: Create workflow based on suggested business scenario Hands-on Exercise
SunGard Workflow Day 1
Session Objectives Demonstrate Workflow and discuss: What is Workflow Why use Workflow How does Workflow work
Workflow Demonstration Starting a workflow Responding to workflow activities Welcome demo
Workflow: Workflow Defined “…the automation of a business process, in whole or part, during which documents, information, or tasks are passed from one participant to another for action, according to a set of procedural rules.” the Workflow Management Coalition™
What is Workflow A toolkit that graphically depicts and automates a business process Automates the flow of work throughout the entire organization
Why Use Workflow SunGard Workflow is a solution that promotes: Efficiency Saves time by sending work automatically to users Consistency Adheres to defined procedures Communication Emails and notifications sent throughout your entire organization and beyond! Remove or revise
Workflow Features Provides seamless integration to SunGard Banner Provides seamless integration to third party applications Integrated with Luminis Provides ability to launch a desktop application or web application Spans the entire institution
Workflow Features (cont) Includes effective dating of workflows Accommodates confidential workflows Provides “Proxy” for work assigned Provides a clear visibility of work Can be deployed quickly
How Does Workflow Work Business Process Business Banner Goal Form Supports Trigger Banner Form Business Event Workflow model Value Creates Resources Requires
How Does Workflow Work Workflow user completes activity Work is passed automatically to next user Decisions are made based on data values Parallel as well as sequential processing is managed Automatic notifications can alert users when activities should be preformed Add quick flow comparison later (during analysis)
How does it work? Records Central Admin Parking Permit Email Admin Decision: Is person married? Records Add Emergency Info Central Admin Open SPAPERS and add marital code Parking Permit Complete Parking Form Email Admin Add e-mail address E-mail Sent!
Worklist and Status Search Workflow Searches Welcome demo
Workflow Development ANALYZE – Exploring, Understanding, Improving CREATE – Model, Components, Events TEST – Executing, Learning Create Test Analyze Change animation
Business Process Analysis Business process swim lane model Enrollment Management Registrar Facilities Academic Dept Completes CSA Forwards CSA to appropriate offices Continues enrollment Completes registration forms Approves enrollment plan Creates schedule and faculty listing Books rooms and orders books, etc Registers students Role Who How Activity What Model
Workflow Model Model Activity Role
How Who What When Basic Building Blocks Catalog Users Category Parameters What Category Components Catalog Who Users Roles Workflow Model How Events Business Process When
Session Objectives Define and create: Roles Users Link Users and Roles
Organizations Organizations allow Workflow to provide an ability to divide tasks and responsibilities between a consortium of schools, an institution, a department or a sub-department. An organization is where work is done. SGHE Salt Lake City Rochester Malvern
Roles Title given to a group of skills Role is not organization specific Roles are assigned to one or more users at an organization Examples: Email Administrator Registration Clerk Admissions Counselor
Users Person who uses the workflow system User account contains user email address, effective dates, password and other information specific to person Workflow user accounts can be synched with Banner user accounts Examples: admin snocella jdoe
User/Role/Organization Assignment Categorizes users who have similar skills and responsibilities at an organization Determines which users will see workitems on their worklist Types Primary – A role the user does every day Proxy – A role the user can be proxied to do work for a specified period of time Example: jdoe (user) is an Admissions Counselor (role)
User/Role/Organization Assignment Categorizes users who have similar skills and responsibilities at an organization Determines which users will see workitems on their worklist Type: Primary or Proxy determines if user always sees workitem or only sees workitem in another user’s absence. Example: user jdoe has the role of Admissions Counselor at SunGard University
Distribution of Work - Roles Roles are assigned to workflow activities All users assigned to the role see the activity in their worklists
Distribution of Work – Directed Activities Allows activities to be directed to a specific user within the role Purpose Send activity to specific user Send Confidential activity to specific user Set by the ‘Performer Rule’ on the activity property sheet in the modeler
User Management Name Email Address Password Effective Dates Authentication Automatic Notification Options Launch Preferences – client / INB Role Assignments Proxy Assignments
User and Role Management Demonstration User Management Role Management User/Role Association
Exercises 1. Log on to Workflow 2. Create a Role 3 Modify a User profile 4. Associate Users/Roles Central Admin E-Mail Admin Records Specialist Change some pics
Exercises Follow-up Errors encountered ? Questions or comments?
Session Objectives Discuss and create: Workflow Models Workflow and Activity Definitions
How Who What When Basic Building Blocks Catalog Users Category Parameters What Category Components Catalog Who Users Roles Workflow Model How Events Business Process When
Start Indicates the beginning of a workflow Every workflow must begin with a Start Appears automatically in the modeler when creating a new workflow
Activities Step in a workflow Types - component, email, manual, approval, custom Activity details such as activity name and role are defined in the property sheet
Transitions Represent the flow of work All Objects must transition to and/or from a start, another activity, parallel, branch, stop Self connectors can be used to repeat activities
Branching The flow of work is based on business rules Business rules must use data from the workflow to determine flow of work Guard conditions are the statements attached to each path that determine which path the workflow will take
Parallel Activities Activities that occur simultaneously Begins and ends with parallel bars
Parallel Activities Activities in parallel paths are independent of other parallel paths
Stop All workflows must have at least one stop to indicate the work is complete Workflows can have more than one stop
Workflow Definition Definition: Management: Supplemental: Tracking Organization, Name, Description, Version Management: Administrator and Owner Supplemental: Context Parameters, Document Tags, Confidential, Status, Best Practice, Attribute Mappings Tracking Metrics Tracking, Work Calendar, Estimated Time and Lagging Percentage
Workflow Activities Steps within a workflow Five different activity types: Component Manual Approval E-Mail Custom
Component Activity Component is defined in the Business Component Catalog (discussed on day 2) Examples: Open Banner form Run sql Query Open desktop application Properties default from BCC Notification of work item can be emailed to users in role
Manual Activity Used to give message or instructions to user Message can include context parameters Notification of work item can be emailed to users in role
Approval Activity User can review activity before approving Notification of work item can be emailed to users in role
Email Activity Email specifics are defined within activity Can use context parameters in any email field Can provide e-mail error detection and alerts
Custom Activity Define Custom Form (more on Day 2) Used to enter additional information into workflow Data fields Text Radio Buttons Lists & Drop-downs Comments Attachments
Exercises 5. Enter Workflow Definition 6. Create the diagram Central Admin E-Mail Admin Records Specialist Change some pics
Exercises Follow-up Errors encountered ? Questions or comments?
Session Objectives Define and discuss: Parameters Parameter Mappings
Parameters Parameters are the data used in a workflow Parameters are passed to the workflow when starting a workflow and by completing activities There are three types of Workflow parameters Context parameters Component parameters Attributes
Context Parameters Context parameters define all of the data fields used at any time in the workflow Context Parameters are defined in the Workflow Model
Component Parameters Component parameters define data fields used in a particular activity Component parameters are defined in the business component used by the activity Component Parameters will be discussed again on Day 2
Attributes Attributes are internal data that can be used in a workflow instance Attributes are derived from the workflow, rather than from the external source Examples: Originator, Originator Email, Workflow instance name, Start date/time, Performer logon, Performer Email
Parameter Mapping Component parameters and attributes must be mapped to context parameters Since each component may use different information (component parameters), the information used must be linked to the “pool” of information used by the overall process (context parameters) in order to pass them from activity to activity. This link must indicate if the parameter is used as input (information required by the component) or output (information provided by the component)
Parameter Mapping Context Parameters Activity Activity Activity Component Parameters Component Parameters Component Parameters Component Parameters Guard Condition
Context Parameters – ID, MaritalStatus, LNAME ID = ID LAST_NAME= LNAME MaritalStatus = Mrtl_Status ID = ID Activity Activity Business Component ID, LAST_NAME Business Component ID, MrtlStatus
Parameter Mapping Parameter is mapped FROM context TO component if data value is passed to the component Parameter is mapped FROM component TO context if data value is set or updated in the component
Required and Guaranteed Parameters Context Parameters are Required if they must have a value at the start of the workflow Component Parameters are Required if they must have a value when the activity starts Component Parameters are Guaranteed if a value is expected at conclusion of the activity “RINGO” – Required IN, Guaranteed Out
Workflow Modeler Demonstration Creating a workflow model Validating a workflow model Workflow model status
Exercises 7-10. Define Properties for Activities 11. Validate the model Central Admin E-Mail Admin Records Specialist Change some pics
Exercises Follow-up Errors encountered ? Questions or comments?
Session Objectives Run a workflow: Manually initiate a workflow via the modeler Review the Workflow worklist Perform work activities
Review of the Workflow Workspace Users receive activities in their worklist according to their roles Launch items from worklist View status
Welcome Workflow Demonstration Worklist Work Item Details Workflow Status Banner
Workflow Submit and Release Icons Banner Data Entry Workflow Submit and Release Icons
Exercises 12. Start the workflow from the modeler 13. Respond to work 14. Review Workflow Status
Exercises Follow-up Problems encountered ? Questions or comments?
Session Objectives Define and discuss: Business Process
Business Process Business Processes define what work should be done Workflows are associated to business processes Effective dates control when a workflow starts Only one workflow can be effective at a time Guard conditions control whether or not to starting workflow
My Processes Start a Business Process manually Business Processes appear on user’s list depending on the Authorized Initiator role
Business Process Demonstration Create Business Process Associate workflow Add Authorized Initiators
Exercise 15. Create Business Process 16. Start My Process
Exercise Follow-up Errors encountered ? Questions or comments?
Workflow Metrics Work Calendar Metrics Tracking Estimated Time Lagging Percentage
Metrics Demonstration Workflow with Metrics enabled Overdue workflow Visual notification on Worklist Email notification
Questions
Sneak Preview of Day 2 Re-evaluate the business process defined by the exercises and add the following Automated Activities Custom Activities Decisions (Business Rules) Parallel Activities Automated Workflow Starts (Business Events)
Questions Questions on Day 1
SunGard Workflow Day 2
Review of Day 1 SunGard Workflow Overview User/Role Management Workflow Model Manually start a workflow
Training Agenda – Day 2 Business Component Catalog Modeling Guidelines Custom Activities Banner Integration Approvals in Workflow Hands-on Exercises
Session Objectives Define and discuss: Business Component Catalog Structure (BCC) Business Components Delivered BCC When to Add or Modify Components
How Who What When Basic Building Blocks Catalog Users Category Parameters What Category Components Catalog Who Users Roles Workflow Model How Events Business Process When
Business Component Catalog Repository for Business Components Allow for logical organization of Business Categories Category – Used to logically organize Business Components Name Description List of Business Components Naming Convention will help search Category 1 Component 1 Component 2 Category 2 Component 1 Component 2 CATALOG
Business Components A unit of work Work that gets done in a workflow activity launch a Banner form perform a sql query or procedure launch a desktop application Reusable in workflow activities
Business Components Contain properties about what will be launched Contain parameters that will later be mapped to workflow activities Display any Workflows using the component
Business Component Catalog Demonstration Elements of a Component Categories Usage Launch a Banner Form Run a SQL Query Run a Stored Procedure
Interactive Components Require a user to perform activity Typically opens a Banner form and populates key block information Must have a role assigned Examples of when to use an interactive activity: Entering new data on a Banner form Updating information on a Banner form
Internal Components Activities that occur without any user intervention Typically run SQL queries and stored procedures created by a technical resource No associated role Examples of when to use an internal activity: Extract additional data Calculate values Update a record in the database
Delivered BCC Workflow delivered with a component to launch each Banner form Added during install Approximately 1200 components Components are categorized by product and module
Retrieving Banner Data Single occurrence data fields can be returned from a Banner form to Workflow Parameter name is blockname.fieldname Example: Form: SPAIDEN Field: Last Name Parameter: SPRIDEN_CURRENT.PERS_LAST_NAME
Banner Form SPAIDEN Last Name occurs once on SPAIDEN
Retrieving Banner Data Multiple occurrences of data fields can NOT be returned from a Banner form to Workflow Look for scroll bar or fields with same underlying field names Use a sql statement or procedure to return data Example: Form: GOAEMAL Field: Email Name Multiple Email data fields are displayed on form
Banner Form GOAEMAL Email Address fields occur three times on GOAEMAL
When to Modify Components Add parameters to a component to return additional data from a Banner form Revise sql or stored procedures Before modifying a delivered component, copy it to a institution specific category
When to Add Components Run new SQL queries or stored procedures Run desktop applications Launch a local custom Banner forms Note: Custom Banner forms must be Workflow-enabled Refer to the Workflow Technical Integration Guide
Questions
Modeler Demonstration Copying a workflow model Creating Parallel lines Bending a transition line
Exercises 17. Copy and modify the existing workflow 18. Update context parameters
Session Objectives Discuss Modeling Considerations: Activity inputs Parallel path transitions Distinct parallel paths Stops for alternate paths
Activity Inputs Input into each activity, decision, and stop may have one or more sources.
Parallel Path Transitions The number of paths leading from the first parallel bar must equal the number going into an ending parallel bar.
Distinct Parallel Paths Activities within a parallel path cannot cross into other parallel paths.
Distinct Parallel Paths - Data Workflow Context Parameters which are output from an Activity on a parallel path can not be mapped for input or output to an activity or guard condition on another parallel path.
Stops for Alternate Paths Alternate paths do not have to be joined prior to a Stop…
Stops for Alternate Paths …except when part of a parallel path.
Questions
Session Objectives Define and discuss: Custom Activity
Define a Custom Activity Custom activity object on the modeler tool bar User defined custom form User defined radio group options User defined drop down list values Text boxes Data fields Display information
Define a Custom Activity Requires a role Parameters Each custom field is associated with a parameter Custom activity parameters must be mapped to context parameters Purpose Provide user the capability to capture data Add attachments during the execution of a workflow
Custom Activity Demonstration Create form Add fields Text Radio group Drop down list Add instructions Re-position objects
Exercises 19. Define Parking Request activity
Session Objectives Define and discuss: Guard Conditions Using a Guard Condition Examples
Guard Condition Usage Guard conditions determine the appropriate path to take in a workflow model Guard condition is placed on transition between activities Guard conditions determine if a workflow should be started when an event is processed Guard condition is placed on Business Process Associated Event
Define a Guard Condition Statement that is either true or false Statement contains: Context parameter or Event parameter Operator (=, <>, <, >, etc) Hard coded value or comparison to other parameter One and only one guard condition must be true when the workflow runs Only guaranteed parameters can be used in a guard condition
Guard Condition Statements Examples: Admit_Decision = “A” Where Admit_Decision is a context parameter Term = “Spring 2003” Where Term is an event parameter Amount <= Balance and Balance > 0 Where Amount and Balance are context parameters
Guard Conditions There can be multiple transitions from a decision
Guard Conditions One and only one condition must be true at run time Assume: StuLevel = “CE” StuLevel = “UG” StuLevel = “GR” StuLevel = “UG” StuLevel <> “UG”
Questions
Exercises 20. Define guard conditions 21. Define Emergency Contact activity.
Session Objectives Define and discuss: Email Activity
Define a Email Activity Email activity object on the modeler tool bar Email can be sent to any email address Context parameter Role Subject and Body of email can include context parameters HTML can be used to provide additional formatting
Exercises 22. Define automated activity. 23. Define Email activity. 24. Validate model.
Exercises Follow-up Errors encountered ? Questions or comments?
Session Objectives Define and discuss: External Events Workflow Events
How Who What When Basic Building Blocks Catalog Users Category Parameters What Category Components Catalog Who Users Roles Workflow Model How Events Business Process When
Business Events Overview Banner DB trigger Pow Event Dispatcher Database change Fires DB Trigger Writes the Event data Picked up by Event Dispatcher Starts a workflow Workflow
Business Events Data Flow Start WF Banner Event Tables WF Event Definition DB Trigger WF Context Component Parameters 1. Data from application loaded into the event tables using the Banner Event Definition 1 2. Banner Event data passed to Workflow as defined by the WF Event definition 2 3. WF Event data passed into workflow context 3 When the WF starts, data is passed between WF and Banner as defined by the model
Database Triggers & Scripts Define criteria for creating event Capture data to be passed to Workflow Write the event/parameters values to the event tables in Banner Triggers fire in real-time Scripts are usually run on a schedule Note: Database triggers are discussed in technical training sessions
Business Events Business Events are used to automatically start a Business Process Pass data from Banner into Workflow Steps to making process work: Create Event Definition in Banner Create Event Definition in Workflow Create Business Process in Workflow NOTE: Banner Events are discussed in Workflow Technical Training. For more information refer to Banner Bookshelf.
Workflow Event Definition Event is first defined in Banner Workflow Event Wizard retrieves event definition from Banner Event parameters define data passed from the external event into Workflow
Workflow Model Association Associate Workflow model to business event Map event parameters to workflow context parameters One event can start one or more workflows
Event Parameters Event parameters are mapped to workflow context parameters Event Workflow
Event and Business Process Relationship What to start Start/Do not start Pass Data into Workflow Business Event Workflow
Exercises 25. Business Event set up 26. Modify Business Process
Testing Business Events Use Simulate Event option to test Workflow Business Event Not necessary to fire trigger or execute script Enter a Workflow Specific Name and required parameters
Exercises 27. Test the improved workflow 28. Respond to work items on worklist 29. Start the workflow via an event
Exercises Follow-up Errors encountered ? Questions or comments?
Replaying Events Review status of external event If event failed Make corrections Replay event
Session Objectives Discuss: Approval Activity
Purpose Activity used to approve a prior activity Typically a directed activity
Usage Contains a built-in component parameter called ‘ApprovalChoice’ Approve Reject Return for Work ‘ApprovalChoice’ must be mapped to context parameter All three result options must be accounted for in guard conditions
Approval Activity Demonstration Building an approval activity Responding to an approval activity
Sneak Preview of Day 3 Attachments Shortcuts Documentation Planning for WPA or Consulting visit Hands-on Exercises
Questions
SunGard Workflow Day 3
Training Agenda – Day 3 Proxies Attachments Documentation Planning for WPA or Consulting visit Hands-on Exercises
Session Objectives Discuss and demonstrate Proxies Proxy Role Assignments Add Proxy to User Display work on Proxy’s worklist
Proxy Forwards work to another user on a temporary basis Users can proxy other users IF: User has role assignment and the type is Proxy Proxy assignment must have begin and end dates Can send confidential and/or non-confidential work
Proxies User brown must have role assigned as a “Proxy”
Proxies User adams adds user brown as proxy
Proxies User brown is proxy for User adams
Proxies User brown is proxy for User adams
Proxies Demonstration Assigning Proxy role type to user Designating Proxy
Session Objectives Discuss and demonstrate Attachments Global Attachments Document Tags
Attachments Append supplemental documents to a workflow Attach documents to notifications and emails Attachment types Global attachments Document tags
Global Attachments Static documents uploaded to Workflow Can be selected and attached to any workflow model Distributed via notifications or email activities at runtime Created in the Modeler
Attachments Demonstration Global Attachments
Exercises 30. Disassociate Workflow from Event and Business Process 31. Create Global Attachment 32. Add Attachment to Email
Exercises Follow-up Errors encountered ? Questions or comments?
Document Tags Placeholders for documents Specific to workflow model Attached at runtime
Attachments Demonstration Document Tags
Exercises 33. Create and Use a Document Tag 34. Re-associate Workflow with Business Process and Event 35. Run Improved Workflow
Exercises Follow-up Errors encountered ? Questions or comments?
Documenting a Workflow Workflow models can be documented using the Modeler Print option. Documentation includes: Model Property details Parameters Component details Custom form details
Exercise 36. Document a workflow
Workflow Technical Sessions Workflow Server Administration One day session System administrators, DBAs Workflow Technical Training Two day session Programmers, Analysts, other technical staff SQL for Workflow Three day session Third Party Integration with Workflow
Workflow Process Analysis and Consulting Techniques for gathering and analyzing information about a business process to develop workflow model and business event Consulting Continue Workflow development for institution specific business processes Target Audience Business Process owners Functional participants Technical staff
Workflow Documentation Analyst / Administrator Handbook “Functional” workflow information for users and developers Functional Integration Guide Banner Events Examples Luminis Channels Technical Integration Guide Installation Administration Release Guide What’s New
Additional Support Workflow Implementation Questions WORKFLOW listserv Product Issues Contact Customer Support 1-800-522-4827 http://www.sungardhe.com Client Support Center Consulting Issues Contact Project Manager or Account Manager WORKFLOW listserv
Thank you for attending! Wrap Up Outstanding Questions???? Thank you for attending!