1. 2004 Adobe Systems Incorporated. All Rights Reserved. Case Study Webinar: BPM Best Practices Beth Gold-Bernstein, VP ebizQ Alan Tam,Product Marketing Manager, Adobe Cindy Wade, Infrastructure Solutions Manager, Kansas Department of Transportation

2. Choosing the Right BPM Solution Beth Gold-Bernstein, VP ebizQ

3. Why BPM? Automate business processes Reduce errors Reduce costs Reduce business cycle times Orchestrate application processes across Web services Optimize business processes

4. Types of Processes Automated system to system processes Automated processes with human interaction Processes with both automated and manual tasks Document driven processes

5. Automated Processes Objective: take the human out of the middle – save time and cost, reduce errors

6. Automated System Processes Technology requirements: Integration platform with process modeling and automation Objective: take the human out of the middle – save time and cost, reduce errors

7. Automated Processes With Human Interaction Approvals Exception handling

8. Automated Processes With Human Interaction Approvals Exception handling Technology requirements: Integration platform with process modeling and automation, plus alerts (email, dashboards)

9. Combination Processes Processes that include both automated and manual tasks

10. Combination Process Requirements System integration Process modeling Process automation Process simulation Workflow management Role based routing Interface for receiving task assignment Interface for task/employee management Automated workload balancing Integrating manual task events with rest of automated process

11. Document Driven Processes Working online Working offline People Documents Process

12. Requirements for Document Driven Processes Comprehensive security Back end integration On-line processing with integration to back end systems Off-line processing with security and integrity

13. Choosing the Right BPM Solution Understand the type of processes you need to support in the organization Match the right technology to the type of process initiative

14. 2004 Adobe Systems Incorporated. All Rights Reserved. Beyond the Boundaries Leveraging Intelligent Documents for Managing Processes at the Edge-Points Alan Tam Product Marketing Manager, Enterprise and Development Business Unit, Adobe Systems

15. 2004 Adobe Systems Incorporated. All Rights Reserved.15 Adobe Differentiation  Intelligent Documents  1.2 Billion Desktop Clients  Intelligent Document Platform Off-Line Outside the Firewall Across any platform Secure Re-defines how people interact with information

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28. BPM Best Practices: Process Management Lessons Learned Cindy Wade Kansas Department of Transportation Infrastructure Solutions Manager

29. Project Purpose “To architect and implement an integrated enterprise-wide Records and Workflow Management (RWM) solution framework to meet the current and future business needs and opportunities of KDOT.”

30. System Components  Document Management  Electronic Forms  Electronic Signatures  Workflow Management  Imaging  System Integration

31. Philosophy To enable a paperless environment

32. Philosophy “Build it and they will come!”

33. Approach  Identified and Built 4 prototype projects  Gathered Agency needs and prioritized work  Used consultant resources to assist on large efforts with in-house oversight  Used in-house resources to turn-around smaller projects quickly  Added additional projects for new processes  Moved into event-based workflows

34. Approach Workflow Process Create pdf Document Management Form & Data pdf & Attach Acrobat Distiller FileNet API

35. Integration

36. Results  Implemented approximately 40 workflows and 300 electronic forms  Line-of-Business Workflows (6)  Highway Access Permits  Reduced processing times from approximately 2 months to 3 weeks  Construction Project Authorization  Includes FHWA concurrence  Eliminated duplicate data entry  Allowed for easy access to approved authorizations  Comprehensive Transportation Program Report  Consolidated all Information into a single executive report  Allowed for consolidation of comments and final copy

37. Results  Administrative/Support Workflows (34)  Personnel Related  Accident and Loss Reporting  Terminations Process  Employee Data Changes (Name, Address, Withholding)  Leadership Review  Holiday Overtime Reporting  Request to Fill Vacant Position  Accounting Related  Request for Out-of-State Travel  Travel Payment Voucher  Purchase Authority/Requisition  Miscellaneous  Security Related (User ID’s, Secure Key Card, Security/Firewall Request)  Multi-media, Print, Photo Lab Services

38. Results  Implemented approximately 40 workflows and 300 electronic forms  Reduction in floor space and filing cabinets  Average 60% reduction in turnaround time on automated WF  Estimated an average savings of 15 minutes per day per employee resulting in soft savings of $4.3 Million/year  Eliminated faxing of Holiday/OT Reports  Eliminated data entry into back-end systems  Added over 60,000 documents to date from workflow to document management  Back-file conversion of paper documents approaching 1.3 million documents

39.  Automate the forms before the process  Review the Entire Business Process  Determine how the information will be input and output  Eliminate non-value added tasks  Determine how External Involvement will be handled  Determine how signatures and approvals will be handled  Determine what will be done with the final document  Strive for Consistency from Business Users  Implement the process quickly  Don’t touch the process for 6 months Lessons Learned

40. 2004 Adobe Systems Incorporated. All Rights Reserved. Questions ??? Better By Adobe ®