Workflow Kevin Anderson QUT

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WorkflowKevin Anderson QUT
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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

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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

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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.

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Workflow

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

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Workflow

• According to Eder and Liebhart, 1995,
• a workflow transaction should ensure
  consistency from the business process point of
  view

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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?

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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

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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

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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

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Workflow Functionality

• What types of transactions should
• be workflowed?
• Electronic forms
• Application for admission
• Waiver
• Etc
• Alerts/Email

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Workflow

• 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

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Workflow
Task
Action
Task
Task
Workflow Definition e.g. application for
admission
Workflow Definition
Decision e.g. accept
Task
Task
Decision e.g. reject
Action
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Example Unit Approval Process
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Workflow

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

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Workflow

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

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Workflow

• What transactions should be workflowed?

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Workflow

• FINI