PCS WorkFlow Solutions June 2018

Goals of Session Overview of Workflow Management Systems (WFMS) and how they function. Discuss Business Process Management (BPM) and how to analyze business processes. Discuss Workflow terms and capabilities Demonstrate PCS workflow in Purchase Requisitions Discuss current and future workflow develop Close the session by identifying future workflow possibilities

Smart Utility Enterprise PCS User Meeting - Main Event Smart Utility Enterprise 06/06/2018 All Major Interfaces Completed Outage Call Handling Recently Released Working with several Outage (OMS) solutions Presented by Kim Ingerslev

What is a Workflow? Workflow is the definition, execution and automation of business processes where tasks, information or documents are passed from one participant to another for action, according to a set of procedural rules.

Benefits for the Utility Organizations use workflows to coordinate tasks between people and synchronize data between systems, with the ultimate goal of improving organizational efficiency, responsiveness and profitability. ✓  Improved productivity ✓  Process transparency ✓  Faster business reaction time ✓  Improved accountability See video https://youtu.be/04hnuyZWhAA

Different Types of Workflows: Sequential Workflow (Typically Flow Chart based, progresses from one stage to the next stage and does not step back) State Machine Workflow (Progress from ‘State’ to ‘State’, these workflows are similar to running jobs in a machine-run batch processor. They are capable of stopping the process, typically do not branch backwards to rerun a process.) Ad hoc Workflow (Workflow is dictated by a manual selection of who is the next person to act on the workflow. The workflow may dictate who is possible to take the next step in the workflow, but the user/actor manually determines who the next person will be) Rules-driven Workflow (Workflow driven by a predetermined set of rules. The rules dictate the progress of the workflow)

Benefits of Using Workflows Improves productivity Visibility Faster business reaction to change. Improves Accountability Reduce Paper Higher Level of Security

Workflow Examples Employee Time Off, Sick or Vacation leave Purchase Request HR: Workflows such as Onboarding, Leaving, Annual Review. AP invoice approval Time Entry Employee Record Changes Employee Time Off, Sick or Vacation leave Work Order - Service Order Customer Service Work New ConstructionOrders Travel Expenses

Branching Workflow

Launching

Initial Entry Screen

Detailed Entry

My Work and Workflow History

Ad Hoc Workflows Like General Service Orders, Ad Hoc Workflows allows the utility to generate many types of workflows, add properties, notes, attachments, then submit into workflow.

Rules Driven Workflow

Purchase Requisition

Simple Workflow Start a process First Person Action Second Person Action Third Person Action Last Person & Finish Simple Workflow

Vision of Solution Workflows would be accessed by: Traditional Desktop Web CS Possible Mobile

How will this Benefit the Utility? For the Staff For Management What flows are waiting on my action What flows have I completed What flows am I associated with, but have not received yet Who is doing what Are there delays Scheduling Work Efficiency

Uses in PCS Applications Service Orders Work Order Time Entry Employee Request Purchase Request AP Approval HR Process Inventory Receipts Payroll Changes Delinquency Agreements Billing Adjustments Any Approval Process

Challenges Tie the data process (ex: AP Invoice) to the workflow Adding scanned documents to the workflow process Timely notifications of a flow, actions (completed or forward), monitoring Identifying the Business Process (BPM) Cost

Vision of Cost Like the Batch Processor, there probably will not be license for Workflow; unless PCS licenses a product to deliver There will be a maintenance and support component Estimate Labor to Setup (remote) Training will be remote unless requested by client BPM can be setup by utility, if requested PCS can provide resources

Fill out the reply document and forward back to PCS.