Workflow Kevin Anderson QUT

QUT priorities Student full self service supported by workflow – where appropriate All business processes supported by workflow – where appropriate Automagic not manual Pro-active (w/flow, alerts) rather than reactive reports Reduced paper flow

Workflow What is workflow The automation of a business process, in whole or part, during which documents, information or tasks are passed (electronically) from one participant to another for action, according to a set of procedural rules. PennState

Workflow What is workflow Workflow is a term used to describe the tasks, procedural steps, organizations or people involved, required input and output information, and tools needed for each step in a business process. A workflow approach to analyzing and managing a business process can be combined with an object-oriented programming approach, which tends to focus on documents and data.object-oriented programmingdata

Key high-level drivers: Improve business/academic process effectiveness and efficiency Improve customer service Reduce costs Workflow

According to [Eder and Liebhart, 1995], “a workflow transaction should ensure consistency from the business process point of view” Workflow

Opportunities Business Process opportunities –Putting processes into electronic workflow allows for process streamlining, and evolution Process Tracking –Have you ever wondered where in the process one of your transactions was?

Workflow Opportunities For Administrators –Single system for notification of official university business transactions For clients (students) –Single system to track transactions and their progression through the University

Workflow Functionality What types of transactions should be workflowed? Transactions with multiple interactions with users over their lifetime e.g. application for admission Transactions that have only one interaction with users e.g. requisite waiver

Workflow Functionality What types of transactions should be workflowed? Any transaction where you want to keep a record of its progression thru the University –Not forgotten –Escalations

Workflow Functionality What types of transactions should be workflowed? Electronic forms –Application for admission –Waiver –Etc Alerts/

Document Management Scanned and accepted electronically –Authorised by JP/Agent Snail mail with cover sheet Automatic/electronic link to RMS (TRIM) Electronic documents must travel with workflow Workflow

Workflow Definition e.g. application for admission Task Decision e.g. accept Action Decision e.g. reject Workflow Definition Task Action Workflow

Example Unit Approval Process

Workflow Workflow capabilities need to be available in e-Student, e-Academic and e-Agent.

Workflow Display the workflow in a graphical (flowchart) manner Security Issues Escalations/alerts/reports/monitoring

Workflow What transactions should be workflowed?

Workflow FINI