1. Process Management for the Enterprise
Lotus Workflow
Process Management for the Enterprise

2. Business Challenges How Do I…
Find and eliminate costly bottlenecks in business processes?
Reduce mistakes and missed opportunities caused by inflexible processes?
Automate business processes more quickly?

3. Collaborative Process Management Enables People To:
Monitor, improve and re-design processes in hours while avoiding business disruption
Centrally manage processes with secure access, version control and audit trails
Automate business processes more quickly by re-using existing processes
Process management components
Lotus Workflow
Optional: Lotus Sametime

4. Improve and Re-Design Processes In Hours, not Weeks
Dynamically change processes to quickly take advantage of changes in your business environment
Avoid “reinventing the wheel” – re-use workflow elements and entire subprocesses
Avoid business disruption while improving processes with seamless version control
Many organizations have mapped and automated several core business processes – Manufacturing companies, for example. What companies are coming to realize, however, that the savings and increased revenue experienced from making those processes more efficient can be realized in non-core processes as well, such as HR requests, legal processes, document review and approval processes, and more.
Bullet #2:
Re-using “chunks” of a process in other processes, and linking to other processes managed elsewhere in the company saves time and money.
Bullet #3:
Process designers can plug in the Who and What once they’ve mapped out the When. This enables the process designer to communicate more clearly with the application developer about what is required.
Bullet #4:
Processes should change to take advantage of the ever-changing business environment, without disrupting “jobs” in progress. The ability to maintain existing versions of a process while improving or re-designing a future version is key.

5. Measure and Audit Processes Consistently
Implement timing rules to enforce deadlines
Create an audit trail to promote accountability and compliance
Archive completed jobs for historical knowledge
Bullets #1 and #2:
One of the most important data sources for improving and re-designing business processes is the processes’ current performance. How long did a task take, where are the bottlenecks, which tasks have become unnecessary – all this information enables organizations to improve processes dynamically and respond to the business environment faster.
Bullet #3:
Sometimes, an organization needs to know what occurred in a process six months or a year earlier. Being able to search and retrieve that information quickly could mean significant savings in time and money.

6. Get Work Done Faster Inside and Outside Your Organization
Replace and standardize paper-based business processes
Instant-message with others to resolve bottlenecks on the fly
Include humans in automated business processes to handle exceptions
Include customers and suppliers in business processes
One of the first types of processes to review as targets for mapping are paper-based processes.
With e-Collaboration integration, a process application can become even more useful because participants can gain immediate access to others when they need them.

7. Manage Processes and Documents Properly and Easily with Document Management System Integration
Initiate business processes with the simple task of saving a document in a document management system or dragging an into a special folder
Manage documents properly within business processes for greater control and greater ease of doing business
Almost every document in an organization is somehow related to a process. Manage those documents properly within the context of its associated process for greater control and greater ease of doing business.
Users can, for example, drag a packaging specifications Word document to a special folder that initiates a process that moves the document through the appropriate channels for approval and publication.
EXPAND on WHY and shared folders are unacceptable management tools

8. Realize Significant Savings with Lotus Workflow
Customers have quoted reductions in workflow processing times from 50% to 75%
Some customers have quoted savings in the millions for particular business processes
Development cycle can be cut by up to 85%

9. Process and Document Management @ ABN Amro
ABN Amro’s portfolio of business lease contracts jumped 26% in a single year, with no plans to hire more bankers. And, the three-week, paper-based credit approval process could no longer handle demand.
Challenge
Solution
The new process management application cut the amount of time employees invest in non-sales activity by 50%. People used to devote all their time to handling credit proposals. Now they spend half their time helping the subsidiaries grow the business and improve the quality of its services.
It took ABN Amro Lease Holding about 100 working days to develop and deploy the application. According to Roy Whyte, local training on the application took no more than an hour and users were productive with the system from day one. He credits much of this success to the discipline Domino Workflow enforced on developers to design the application in a clear and structured manner.
"Thanks to [Lotus] Workflow, we've shortened the whole credit approval cycle from weeks to hours. It used to take up to three weeks from first contact to proposal submission and approval. Now we can do it all in a just a few hours."
Jaap Boer, Global Groupware Manager
ABN AMRO

10. Document and Process Management @ DaimlerChrysler
Debis Finanzdienstleistungen, a subsidiary of DaimlerChrysler, needed to streamline its credit approval process to meet ever-increasing demands, and at the same time set the course for optimum customer service and high levels of satisfaction.
Challenge
Solution
IBM Software Services for Lotus created a secure, fast and scalable process and document management system that also supports mobile users. Credit application status can be called up at any time, and completed applications are filed in an easily administered archive. Debis experienced reduced operating costs, faster and more lending approvals, and enhanced customer satisfaction.

11. Process Management for the Enterprise Technical Information
Lotus Workflow
Process Management for the Enterprise
Technical Information

12. Doesn’t Domino Already Have Workflow?
With Domino, any distribution of workflow is hard-coded which makes version control of an application expensive. Lotus Workflow makes it easier to touch and refine company's processes that reflect changing business needs.
People
Information
Business Rules
Lotus Workflow
separates workflow elements - change in one element doesn't affect others
provides a visual interface for designing workflows
enables users to view status of jobs

13. Developers No Longer Need to Maintain Entire Application
Organizational managers maintain people component (Who)
Process designers create and maintain the flow of work (When)
Developers create and maintain application logic and user interface (What)
Consulting Company based in UK
Deployed across sales division
Key issue: get bids to prospects faster
Created an application that quickly routes, tracks and escalates sales lead information
able to make better decisions
involve the right people
Domino Workflow separates key workflow elements – the who, what, and when – so that changes in one element do not affect changes in the others.
Key elements include:
the people, their roles and organizational context - Who
applications, forms and documents that are being worked on and routed during a workflow process - What
work routing rules – When

14. Lotus Workflow Terms
Process: a set of rules that are followed to complete a business action (e.g., Hardware Procurement)
Job: an instance that uses a process (e.g., Purchase Domino Server)
Activity: a "node" of action within a process (e.g., Approve Purchase)
Binder: a container that is routed through the activities of a job
Document: an object contained in a binder with which users interact (e.g., Notes form, web page)
Initiator: a user or automated action that begins a job
Owner: a user who is responsible for the completion of a job or activity within a job
Claim: the action a user performs to obtain ownership of an activity or job

15. Lotus Workflow Components
Architect
Engine
Viewer

16. Lotus Workflow Components - Architect
Dynamically change graphical flowcharts by dragging and dropping workflow elements
Re-use workflow elements and embed subprocesses via the Business Object Library
Assign elements directly in the flowchart
People
Business rules
User interface
Application logic
Maintain jobs in existing versions while activating newer versions

17. Lotus Workflow Components - Engine
Organization Directory
definition, grouping and assignment of workflow participants and resources
Application
workflow application based on templates and predefined application building blocks
Process Definition
definition of process steps, their sequence and routing rules
Design Repository
storage of Architect data during design time
Optional Elements
Audit Trail
Archive

18. Lotus Workflow Components - Viewer
Pared-down version of Architect accessible from the workflow application
Users can see their activity within the context of the entire process
Useful for complex processes that involve several people or teams of people
Available to both Notes and browser clients
Integrated with Lotus Sametime for real-time collaboration

19. Organization Database
Lotus Workflow Model
Workflow Architect
Workflow Engine
Workflow Viewer
Organization Database
(NSF)
read
Application
(NSF)
read
read
write & read
write
(activate)
read
write
read
write
(archive)
Audit Trail
(NSF)
Design Repository
(NSF)
Process Definition
(NSF)
Archive
(NSF)

20. Lotus Workflow Builds on Domino Application Services
Workflow Architect and Workflow Viewer
Visual Process Design and Management
Domino Workflow Engine
Automated Document Routing
Binder Management
Surrogate Management
Time Management
Managing Access Rights
Organization Modeling
Workflow Engine
Monitoring of Jobs
Ad hoc Exception Handling
Support of Distributed Processes
Domino Server
Messaging and Replication
Shared Document Databases
Security and
Directory Services
Programmability

21. N-Tier Architecture Integrates with WebSphere
DMZ
Tier 1 - Presentation
Tier 2 - Application Logic & Workflow Data
Layer
IBM HTTP Server
Domino HTTP Server
Apache MS
IIS
Lotus
Workflow
Engine
Process
Definition
Firewall
Firewall
Java Beans
Servlets
Process
State
Lotus
Workflow
API
JSPs
Domino
Java API
Domino
EJBs
Tier 3 - Customer's Data
NSF
DB2
WebSphere Application Server

22. Lotus Workflow Customization
Lotus Workflow Developer Toolkit
Events Library
Java API
Organization Access Manager
XML interface
Lotus Workflow Building Blocks
Sync Tool
Organization Unit Update Utility
Building Block Library
Activity Autoclaim
Create QuickPlace Dialog
Sametime Community Services for Notes-based applications
Lotus Domino.Doc integration
Within a workflow process:
Search
Check in/Check out
Archive
From Domino.doc:
Initiate a workflow process at document check in
Lotus Sametime integration
Web Viewer
Architect

23. More Information… Lotus Workflow Home Page Lotus Workflow Developers
Lotus Workflow Developers
then click Developers
Lotus Workflow Customer References
then click Customer References