Business Process Automation at CERN with Activiti João SILVA GLOBAL ACTIVITI USER DAY 10th of June, 2015 e-Business Section BUSINESS PROCESS AUTOMATION AT CERN WITH ACTIVITI

Agenda 10th of June, 2015BUSINESS PROCESS AUTOMATION AT CERN WITH ACTIVITI

CERN Founded in Staff ~1600 other personnel visiting scientists 608 universities 127 nationalities Budget of ~ €944 million 10th of June, 2015BUSINESS PROCESS AUTOMATION AT CERN WITH ACTIVITI

The Large Hadron Collider 10th of June, 2015BUSINESS PROCESS AUTOMATION AT CERN WITH ACTIVITI 13 TeV

Agenda 10th of June, 2015BUSINESS PROCESS AUTOMATION AT CERN WITH ACTIVITI

Business Computing Support Human Resources Materials Infrastructure Finance Projects & Experiment Support User Support Logistics Purchasing Inventory CERN Hotel Leave Admin Support Claims & Payroll Records Career Contracts Services Recruitment Training Roles Buildings Mail Reporting Project Management Project Management Team Codes Budget Accounting Payments Treasury Stores Planning Suppliers Contracts Processes Safety Intervention Management Medical data EU Reporting Access Safety Roles Safety Roles Phonebook Public Outreach Safety Equip. Safety Equip. ePool 10th of June, 2015BUSINESS PROCESS AUTOMATION AT CERN WITH ACTIVITI

Electronic Document Handling 10th of June, 2015BUSINESS PROCESS AUTOMATION AT CERN WITH ACTIVITI

Electronic Document Handling Over 60 official procedures – Safety, procurement, finance, HR, etc. Over 360k documents per year Over 750k electronic signatures Developed in-house ( 1992 ) 10th of June, 2015BUSINESS PROCESS AUTOMATION AT CERN WITH ACTIVITI

From Purchase to Pay Some Case Studies 10th of June, 2015BUSINESS PROCESS AUTOMATION AT CERN WITH ACTIVITI

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Payment cXML EDH 10th of June, 2015BUSINESS PROCESS AUTOMATION AT CERN WITH ACTIVITI

EDH Architecture 10th of June, 2015BUSINESS PROCESS AUTOMATION AT CERN WITH ACTIVITI

Agenda 10th of June, 2015BUSINESS PROCESS AUTOMATION AT CERN WITH ACTIVITI

Workflow Core Concepts Human-centric BPM – Electronic Signature Collector Signature Process (~BPMN’s User Task) – Role-based – Non-blocking Integration with receiver systems via Transfer Processes 10th of June, 2015BUSINESS PROCESS AUTOMATION AT CERN WITH ACTIVITI

Workflow Core Concepts (cont.) Streamline processes – Don’t ask for signature if person has already signed – Don’t ask for signature if someone with sufficient rights has already signed before 10th of June, 2015BUSINESS PROCESS AUTOMATION AT CERN WITH ACTIVITI

Integration with EDH 10th of June, 2015BUSINESS PROCESS AUTOMATION AT CERN WITH ACTIVITI

User’s ‘In Tray’ 10th of June, 2015BUSINESS PROCESS AUTOMATION AT CERN WITH ACTIVITI

Example: Fire Permit 10th of June, 2015BUSINESS PROCESS AUTOMATION AT CERN WITH ACTIVITI

Example: Review of Appointment Expiration 10th of June, 2015BUSINESS PROCESS AUTOMATION AT CERN WITH ACTIVITI

Example: Material Request 10th of June, 2015BUSINESS PROCESS AUTOMATION AT CERN WITH ACTIVITI

Signature Process Role-based evaluation on signatories – GroupLeader(GS-AIS), SafetyOfficer(B4), Pool(FireBrigade), Right(MAG, 5K, CMS) Automatic escalation of signatures – If signatory is absent – If signature expires Adhoc workflow: Forwarding of signatures Conflict of interest: Exclusion lists 10th of June, 2015BUSINESS PROCESS AUTOMATION AT CERN WITH ACTIVITI

Roles Always assign to a Role, NEVER to a Person Hierarchical Maintained by departments Multiple levels of delegation Priorities 10th of June, 2015BUSINESS PROCESS AUTOMATION AT CERN WITH ACTIVITI

Pools A pool is a group of persons All pool members are notified Any member of the pool can take a document and act on it Dynamic Managed by users 10th of June, 2015BUSINESS PROCESS AUTOMATION AT CERN WITH ACTIVITI

Transfer Task Integration with other systems Typically done through PL/SQL – Distributed tx managed by the RDBMS Feedback from the receiver system EDH QUALIAC 10th of June, 2015BUSINESS PROCESS AUTOMATION AT CERN WITH ACTIVITI

Notification Service Asynchronous delivery Single or digest s Internationalization Mail templates w/ expressions Dear ${$personName}, You are requested to approve the document ${$docId} " ${title} " (expiry date ${$expiryDate} ) for the following reason(s): ${$reasons} Please access this document on the Web at: ${$docId} Dear ${$personName}, You are requested to approve the document ${$docId} " ${title} " (expiry date ${$expiryDate} ) for the following reason(s): ${$reasons} Please access this document on the Web at: ${$docId} 10th of June, 2015BUSINESS PROCESS AUTOMATION AT CERN WITH ACTIVITI

Monitoring and Debugging Tools Stuck Documents – Nobody to sign – Routing is incorrect – Data problems Data extraction problems – People attached to wrong units Transfer problems – e.g. Wrong parameters, invalid data, already transferred 10th of June, 2015BUSINESS PROCESS AUTOMATION AT CERN WITH ACTIVITI

Workflow History Self-made Oracle Workflow 2006 ActiveVOS 2013 ??? 10th of June, 2015BUSINESS PROCESS AUTOMATION AT CERN WITH ACTIVITI

BPMSs evaluated in 2013 Informatica ActiveVOS Oracle Business Process Management Activiti 10th of June, 2015BUSINESS PROCESS AUTOMATION AT CERN WITH ACTIVITI

Workflow History Self-made Oracle Workflow 2006 ActiveVOS th of June, 2015BUSINESS PROCESS AUTOMATION AT CERN WITH ACTIVITI

Agenda 10th of June, 2015BUSINESS PROCESS AUTOMATION AT CERN WITH ACTIVITI

Why Activiti? Open-source Lightweight BPMN 2.0 Written in Java Spring integration Unit tests 10th of June, 2015BUSINESS PROCESS AUTOMATION AT CERN WITH ACTIVITI

Migration Status ActiveVOS and Activiti running in parallel Re-engineering of processes and architecture 46 documents migrated 14 documents to be migrated 5 external documents (e.g. FirePermit) 775 unit tests 10th of June, 2015BUSINESS PROCESS AUTOMATION AT CERN WITH ACTIVITI

Workflow Architecture 10th of June, 2015BUSINESS PROCESS AUTOMATION AT CERN WITH ACTIVITI

Root Process 10th of June, 2015BUSINESS PROCESS AUTOMATION AT CERN WITH ACTIVITI

Document Process 10th of June, 2015BUSINESS PROCESS AUTOMATION AT CERN WITH ACTIVITI

Signature Process 1) Evaluate Expression 2) Waiting for action 3) Process user action 4) Approve or Reject 10th of June, 2015BUSINESS PROCESS AUTOMATION AT CERN WITH ACTIVITI FGSO(GS) ANTLR v3 Parser

Integration with EDH Dynamic sub-processes (one per budget code and purchased item) CERN Signature Function (a subprocess with a Java backend) Transfer to a corporate ERP system (Java call) 10th of June, 2015BUSINESS PROCESS AUTOMATION AT CERN WITH ACTIVITI

Signature Parameters ParameterDescriptionExample documentIdDocument in questionNOTIFICATION signatureExpression that determines the persons/groups that need to sign GroupLeader(GS) signatureTypeDetermines if someone is required to sign or just needs to be informed NOTIFICATION/INFORMATION replacementsExpression that determines the persons/groups that should sign in case the original signatory can’t forceResignForces someone to re-signfalse checkLeaveCheck if person is absenttrue delayDue date = Current date + delay (days)3 exclusionsConflicts of interest th of June, 2015BUSINESS PROCESS AUTOMATION AT CERN WITH ACTIVITI

Accessing Document Data 10th of June, 2015BUSINESS PROCESS AUTOMATION AT CERN WITH ACTIVITI

EdhProcessEngineConfiguration

Agenda 10th of June, 2015BUSINESS PROCESS AUTOMATION AT CERN WITH ACTIVITI

Tooling and Monitoring Requirements Restart workflows Go to certain steps (PC) Edit variables Visualization of a process – Variables – Result of evaluated expression (signatory) – Executed steps List of stuck documents 10th of June, 2015BUSINESS PROCESS AUTOMATION AT CERN WITH ACTIVITI

Oracle Workflow Admin Console 10th of June, 2015BUSINESS PROCESS AUTOMATION AT CERN WITH ACTIVITI

ActiveVOS Admin Console 10th of June, 2015BUSINESS PROCESS AUTOMATION AT CERN WITH ACTIVITI

Activiti Admin Console 10th of June, 2015BUSINESS PROCESS AUTOMATION AT CERN WITH ACTIVITI

Stuck Document List 10th of June, 2015BUSINESS PROCESS AUTOMATION AT CERN WITH ACTIVITI

10th of June, 2015BUSINESS PROCESS AUTOMATION AT CERN WITH ACTIVITI Appl. Perf. Mgmt. w/ Introscope

Agenda 10th of June, 2015BUSINESS PROCESS AUTOMATION AT CERN WITH ACTIVITI

Thank 10th of June, 2015BUSINESS PROCESS AUTOMATION AT CERN WITH ACTIVITI