1. Workflow: Update and program proposal
The Workflow Steering Committee
November 1st, 2006
Steve Lutter, Assistant Director CIT/IS

2. Cornell's Workflow Program
Agenda
What we heard from you last time
Recap of progress to date
The big picture: a proposal for the Workflow Program
Doing planning for the big cross ocean trips, designing the boat, building it, doing some sea trials, getting the crew ready, but not doing the big crossings.
Will point out what the crew can do, what the boat can do, prove that the boat can do it, make sure the crew knows their roles and can man the boat. But you will still have to pay for the crossing and support the development of the crew and some sea trials. And we want to have other crew members sign up so they can do smaller crossings on similarly equipped boats with their trained crews.
From now on try not to speak in metaphors and generalities and will try to be specific.
November 1, 2006
Cornell's Workflow Program

3. Cornell's Workflow Program
What we heard last time
‘Workflow’ is something that is fully integrated with cross functional business processes or it isn’t worth much.
For example:
Show departments from the data of record
Route documents/ transactions automatically
Update a financial record in the financial system
In other words…
Show us something that integrates with the finance system or integrates with PeopleSoft HR, or Research Administration / EZRA, etc.
Software installed in prod environments, program defined, draft PIPs, draft charter, protos by an intern, code camps for EDLS…
November 1, 2006
Cornell's Workflow Program

4. The Program is about filling the Gap
What you want.
Design, Implement WEICFA*
What you heard about last time.
KEW prototypes
Software installed in prod environments, program defined, draft PIPs, draft charter, protos by an intern, code camps for EDLS…
KEW environments
KEW CU Investment
KEW Product
* WEICFA = Workflow Enabled, Integrated Cross Functional Apps
November 1, 2006
Cornell's Workflow Program

5. Cornell's Workflow Program
Activities since June 2006
Discovery project completed
KEW, the product, will work with a supportive program
Infrastructure proposal
Infrastructure project started and completed – required technical environments are setup!
Designed the Proposed Program
Identified pilots and started pursuing them
Held conversations with CU partners
Kept up conversations with IU
Software installed in prod environments, program defined, draft PIPs, draft charter, protos by an intern, code camps for EDLS…
November 1, 2006
Cornell's Workflow Program

6. Cornell's Workflow Program
To be covered today…
Filling the gap
Making a mission and a program to meet it
Differentiating the product, the program and workflow enabled applications
The biggest issues
Targeted milestones, including the Era of KEW
The team
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.
November 1, 2006
Cornell's Workflow Program

7. Proposed Program Outline
A strategic mission and goals
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
Why a program? A) handling workflow solutions efficiently will be especially challenging because doing them will cross many CIT units, b) we expect to have dozens of workflow projects going & specialized/narrowed focus is required, c) the KEW product is rapidly improving and change control management will require specialized focus, d) "speed to market" will be better fostered, e) "speed to market" for the big projects, etc, etc. Workflow has many definitions – the product, the projects, the individual solutions that use it, the business processes that have it (with or without technology), and the overall program to make an enterprise solution.
Approach is akin to big efforts that require gradual, calculated steps to prepare for …
Pick any major accomplishment and you’ll see a series of steps to reduce risk and learn as you go.
It’s about continuous improvement by being responsive to what we learn – much of it planned, some of it opportunistic
It’s about keeping in mind the mission, the goals, and the measurements of success as we go
November 1, 2006
Cornell's Workflow Program

8. Proposed Mission Statement
Enable the Cornell Community to go to one place to respond to requests, and enable the delivery of such solutions throughout the Cornell technical community.
November 1, 2006
Cornell's Workflow Program

9. Cornell's Workflow Program
Adding it up
KEW Product
+ Continued KEW investments
+ Supportive routing data
+ Practical experience delivering solutions
= Workflow Program
Application development projects
+ Support from the Workflow Program
= Workflow enabled applications
Add adjectives …
CURRENT supporting routing data
November 1, 2006
Cornell's Workflow Program

10. Proposed Goals in 8 months
Continue the KEW partnership investment
Set the Foundation
Learn while quickly delivering solutions to problems of increasing complexity
Lead and Collaborate
Resolve the big issues
Plan to meet the large cross unit process needs
Set the Foundation: Provide reliable, high performing infrastructure and build a core knowledge base.
hard/software: server software, integrated with CU software – kerberos, portal, directory
dev support: development environment, test environment, production environment; docs for developers on how to use the services
user tutorials: tutorials for users on generic parts (buttons, route log…)
clarity on who is supporting what parts
performing infrastructure – which will require performance testing
Learn while delivering, keeping risk to a minimum
Build and deliver EDocLites of increasing complexity, and then embed in applications, and hone the development processes and dependent components.
Lead and Collaborate:
Share and encourage use of toolset with technical colleagues on campus so they can build their own for their own users.
Ensure they are successful.
Plan to meet the large cross unit process needs:
Initiate large cross functional, integrated applications using KEW.
November 1, 2006
Cornell's Workflow Program

11. 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
KEW Pilots; nonintegrated at first
Workflow CU Program
KEW prototypes
Software installed in prod environments, program defined, draft PIPs, draft charter, protos by an intern, code camps for EDLS…
KEW environments
KEW CU Investment
KEW Product
WEICFA = Workflow Enabled, Integrated Cross Functional Apps
November 1, 2006
Cornell's Workflow Program

12. Phased growth of central services
A growing set of services are becoming available as callable infrastructure components.
Workflow is the new member – to be available for integration with new and existing applications.
Authen.
Workflow
Author.
Directory
DocMgmt HR
Notif.
November 1, 2006
Cornell's Workflow Program

13. Small steps reduce risk
First generation solutions are simple and use few services. They should be able to be done QUICKLY once we’ve done a few. All solutions should be useful – not throwaway prototypes.
1st generation workflow solutions
Authen.
Workflow
Author.
Directory
DocMgmt HR
Notif.
November 1, 2006
Cornell's Workflow Program

14. Cornell's Workflow Program
Example of
Pilot #1 for
1st generation
workflow in its current form.
November 1, 2006
Cornell's Workflow Program

15. Cornell's Workflow Program
Example of
Pilot #1 for
1st generation
Workflow
November 1, 2006
Cornell's Workflow Program

16. KEW app candidates (integrated or not)
Account Distribution and Adjustment
Agency account request / approval forms
Approval for temporary employment
APPS authorization
Capital asset new, transfer, and scrap forms
Certificate of Insurance
CIT HR Action forms
Collections placement
Confidentiality agreement forms
Conflict of Interest form
Consolidated bursar billing
Direct deposit non payroll
Employer provided vehicle certification
Establish & charge a petty cash fund forms
Facilities Inventory coding form
Facilities Inventory research space form
Facilities Inventory room transfer
Finance charge waiver
Foreign visitors honoraria attestation
Grad School thesis submitter
HR Online forms
HR Performance Dialogue forms
Independent contractor agreement and questionnaire
Independent service provider agreement
Meal for business purposes
New Account request for Research
OSP request to engage a consultant
Payroll and time collection authorization
Payroll deduction
Pre travel approval forms
PS Authorization
Purchasing auth request
Refund SS Taxes directly
Request for solicitation form
Research Admin Form 10
Stop / delete account request
Student refund deposit form
Subcode request form
Time away request forms
Transfer petty cash fund accountability
Vendor information request
W-9 substitute / Vendor request
Most require more research and some may prove not be good candidates. The intent is to show the breadth of possibilities. Most were taken from the CU policies collection of forms as of September The list doesn’t include any ideas from directly from colleges and units outside of CIT, HR and DFA.
Some may exist as electronic solutions now in some form, other may not.
Intent of list: To give ideas. Some of those listed may not be worthy.
Source: Policy site, DFA forms, identified projects, common existing forms.
Not included: all college and unit ideas for forms, KFS and KRA documents.
November 1, 2006
Cornell's Workflow Program

17. Small steps let us learn
An example of added complexity; filling names and contact info from the directory on any workflow form needing it.
2nd generation workflow solutions
Authen.
Workflow
Author.
Directory
DocMgmt HR
Notif.
November 1, 2006
Cornell's Workflow Program

18. Small steps manage growth
An example of added complexity; Workflow enabled apps make use of document management and a database for field lookups.
A database
for field lookups
3rd generation workflow solutions
Authen.
Workflow
Author.
Directory
DocMgmt HR
Notif.
November 1, 2006
Cornell's Workflow Program

19. Small steps deliver as we go
Final examples of added complexity (WEICFA):
A. The solutions make use of supervisor data for routing;
B. The solutions update transaction systems
Some
CU DB
4th generation
workflow solutions
Authen.
Workflow
Author.
Directory
DocMgmt HR
Notif.
November 1, 2006
Cornell's Workflow Program

20. Cornell's Workflow Program
Single Biggest Issue
No central repositories to repeatedly draw on for routing data
Users in each service center? Nope
Employee supervisor data? Not yet
PIs to department chairs? Nyet
Users as members of a workgroup? Yes, but it’s in various forms in various places.
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.
November 1, 2006
Cornell's Workflow Program

21. Cornell's Workflow Program
Implications
Without that data we have two options:
Add hoc routing, and / or
Routing defined for point solutions with rules that are more expensive to set up, more difficult to maintain and impractical to share.
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.
November 1, 2006
Cornell's Workflow Program

22. Cornell's Workflow Program
Supervisor Data; scenario for enabling org hierarchy routing universally
November 1, 2006
Cornell's Workflow Program

23. Service Center Data; scenario for enabling routing to service centers1 2
November 1, 2006
Cornell's Workflow Program

24. Service Center Data; scenario for enabling routing to service centers
November 1, 2006
Cornell's Workflow Program

25. Cornell's Workflow Program
Era of KEW at CU
Time
Milestones illustrate the KEW related sequence of events. Relative timing is not to scale.
November 1, 2006
Cornell's Workflow Program

26. Cornell's Workflow Program
Target milestones
Not shown, many technical internal milestones, project management/ process milestones.
November 1, 2006
Cornell's Workflow Program

27. Cornell's Workflow Program
Target milestones
Not shown, many technical internal milestones, project management/ process milestones.
November 1, 2006
Cornell's Workflow Program

28. Cornell's Workflow Program
Target milestones
Not shown, many technical internal milestones, project management/ process milestones.
November 1, 2006
Cornell's Workflow Program

29. Teamwork Unit Business Experts; requirements, rules, policies, testing
IS; Leadership, Collaboration
Infrastructure,
Analysis, Development
and Support,
Project Management
Unit Techs;
local development
OIT/IWS: possibly for QA expertise
CIT/ATSUS: probably for web tutorials and tech docs
CIT/IS
for business analysis
for service / product management
for overall coordination
for application development and technical leadership
CIT/ ATA: for partnership driven improvements, CU specific add ons, and KEN
Campus tech colleagues
for local knowledge and use
feedback on services, support and coaching
Unit leaders and users: As business experts for functional requirements, testing, improvement ideas
IWS; QA
ATSUS; tutorials, tech docs
ATA; KEW core investments
November 1, 2006
Cornell's Workflow Program

30. Cornell's Workflow Program
Covered so far…
The gap and how to fill it
How KEW is an enabling Product that needs a Program to support workflow enabled applications
The biggest issues
The timeline
The team
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.
November 1, 2006
Cornell's Workflow Program

31. Cornell's Workflow Program
Credits!
Aaron Hamid
Butch Labrecque
Bryan Hutchinson
Chad Dumont
Jeff Hanavan
Lyman Flahive
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.
November 1, 2006
Cornell's Workflow Program

32. Cornell's Workflow Program
The Last Slide!
Recap of all decisions
Is there something specific you want to steer us to for next time?
When would that be?
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.
November 1, 2006
Cornell's Workflow Program