Description
workflows can be used for business process automation. It compares Traditional versus Contemporary Approaches to Workflow Management.
Workflow & Business Process Automation
The Workflow Concept
• Workflow refers to the movement of documents and/or other work items through a series of value-adding operations, and to the flow of information and control in a business process. • It is concerned with the automation of procedures where documents, information or tasks are passed between participants according to a defined set of rules to achieve, or continue to, an overall business goal. • Whilst workflow may be manually organised, in practice most workflow is normally organised to provide automated support for the procedural automation.
Workflow & Business Process Automation 2
Workflow
• The automation of a business process, in whole or part, during which documents, information or workflow are passed from one participant to another for action, according to a set of procedural rules.
- Workflow Management Coalition (WFMC, 1996)
• With workflow technology it is possible to model the tasks carried out both by human agents and machines, together with all the intermediate stages of human-machine interaction.
Workflow & Business Process Automation
3
Workflow Definition
• The subset of a process definition that describes the activities, routes, roles, and rules that can be supported by automated computer and network tools.
Workflow & Business Process Automation
4
Structured Routing
• Structured routing is routing according to the fundamental controls that define the organisation?s structure, including the chain of command, policies, operating procedures, project plans, schedules, budgets, and standard practices.
Workflow & Business Process Automation
5
Workflow Management
• The ability of a system to support structured routing and tracking of documents, folders, and other information throughout a workgroup or enterprise. • The simplest workflow system is a sequence of operations carried out on a work item (document or material object). The workflow begins when the worker takes up the work item, and each operation begins when the previous operation has been completed.
Workflow & Business Process Automation
6
Task Definition
• Task definition is a matter of dividing work into units that make sense. • Example of a simple job with three tasks: Get the tools and materials ready. Do the work. Check the work before passing it on.
Workflow & Business Process Automation
7
Traditional versus Contemporary Approaches to Workflow Management
• Historical approach consisted of dividing the jobs into tasks that could be done repetitively by workers who almost needed no training and very little inflow of information because each job item was the same. Managers had most of the information. • Contemporary approach to workflow involves high level of skilled workers who have the ability and habit of anticipating what should come next. The skilled worker uses information to manage the details of the workflow. Waiting times are used to prepare for the future and to tidy up from the past. And the worker is not above telling management to order fresh stocks and tools in anticipation!
•
•
•
Workflow & Business Process Automation
8
Workflow Management Systems
(WFMS)
• A system that defines, creates, and manages the execution of workflows through the use of software, running on one or more workflow engines, which is able to interpret the process definition, interact with workflow participants and, where required, invoke the use of IT tools and applications.
- Workflow Management Coalition (WFMC, 1986)
Workflow & Business Process Automation
9
Collaborative Structure of Workflow
• The collaborative structure of workflow consists of the organisational apparatus and controls used to define, coordinate, and track workflow. • Workflow structural requirements are specified by the following control components: ?Routes ?Roles ?Rules
Workflow & Business Process Automation
10
Workflow Route
• The path that a workflow item takes through an organisation. Every organisation has a dominant routing path (hierarchical, peer-to-peer, or some creative blend). • Workflow management applications are predicated upon the notion of prespecified routing paths. • A document route may be specified on the fly by its originator. Alternately, the standard route for a work item may be defined within a visual process map such as a flowchart. • Typically, workflow participants have limited ability to stop workflow or modify routing paths.
Workflow & Business Process Automation 11
Workflow Roles
• Workflow structures are also characterised by participants? defined roles in the routing process, such as originator, reviewer, editor, and approval authority. • The role defines activities performed and privileges enjoyed by a specific workflow participant.
Workflow & Business Process Automation
12
Workflow Rules
• A statement of the conditions that will trigger automatic execution of one or more activities. • Document routing and handling procedures may be defined to any level of detail, depending on the business rules specified in the workflow process model. • Examples of rules:
• Limit the range of values that can be input into a particular document field. • Invoke a spreadsheet application to facilitate complex calculation within a particular document section. • Generate an e-mail notification to the document originator when all necessary management approvals have been secured.
Workflow & Business Process Automation
13
Information Systems & Workflow Systems
Information Systems
• Database Management System (DBMS) + • Information processing + • Information flows
Workflow Systems
• Workflow Management System (WfMS) + • Workflow administration + • Workflows
Workflow & Business Process Automation
14
WFMS Reference Model
Computer with invoked application Workflow Information System
Specification & Reengineering Workflow Tools
Workflow Engine
Workflow Monitoring Simulation
Workflow Administration Intelligent Task Assignment
15
Workflow & Business Process Automation
WFMS Modules
• Process modelling, definition, and analysis tools in terms of workflow • Workflow management module • Workflow monitoring module (for monitoring the state of workflow execution at every moment) • Workflow simulation module • Workflow reengineering module • Workflow engine (incharge of the workflow model execution and
API that makes integration with other systems and modules possible)
• Task assignment module • Analysis module for analysing workflow specification
Workflow & Business Process Automation
16
Workflow System Applications
• Workflow management functionality has been embedded in many other contemporary systems, such as ERP, CRM, and call-centre software. • Reasons for popularity of workflow technology:
– – – – Coordination of work becomes easier. Higher quality of service can be delivered. Work is executed more efficiently. Process becomes more flexible.
Workflow & Business Process Automation
17
Evolution of ERP Systems
ERP
Process Generator
Workflow Manager
Process Designer/ Simulator
Workflow & Business Process Automation
18
Why workflow systems?
• A workflow system could evenly distribute work among all the available resources, or follow a simple algorithm for optimising work assignment. • Can process work in an „assembly line?. • Can wait for a supporting document to arrive for task execution. • Can support a variety of methods to distribute the work to participants. • Workflow can support both „horizontal? workflow as well as „vertical? workflow • Workflow can signal completion of work. • Could provide logging and tracking.
Workflow & Business Process Automation 19
Why workflow systems? (contd.)
• Can search for work in process. • Controls the workflow process and maintains security. • Monitors the workflow and produces analysis reports.
Workflow & Business Process Automation
20
Categories of Workflow Systems
• Production workflow systems (document-image
processing systems)
• Messaging-based workflow systems (administrative
workflow systems; consist of e-messaging, forms management, and data base management)
• Web-based workflow systems (web clients and server
based systems)
• Suite-based workflow systems (suite of integrated office
applications)
Workflow & Business Process Automation
21
Production Workflow Systems
• Traditional high-end products; also called filestore-based systems. Designed primarily to route electronic folders consisting of one or more forms or documents. • These systems support complex process models and are built around the concept of a shared electronic filing cabinet, relying on network services -- including database file, directory, and security management -- to ensure efficient task and document routing over the LANs and WANs. • Examples: IBM?s ImagePlus and FlowMark
Workflow & Business Process Automation
22
Message-based Workflow Systems
• WFMS that support definition and execution of simple process models, primarily provide an electronic form interface, and route documents as file attachments over users? existing e-mail systems. • Support rapid definition and activation of simple business processes, usually of a sequential or parallel nature. • Designed to be used with minimal training and customisation by non-technical persons. Often used to automate routine office procedures. • Examples: Lotus Forms, IBM?s FormTalk
Workflow & Business Process Automation
23
Web-based Workflow Systems
• Combine features of production and messaging based solutions with some features of their own. • Similar to messaging-based WFE in its orientation to electronic forms. • Similar to production WFE in the skill level required to develop and deploy the application.
Workflow & Business Process Automation
24
XML
• XML (eXtended Markup Language) is a file format. • Each XML file contains data, and at the same time, it provides a way for users to include definitions of terms and processing rules with the same file. • However, for using XML in business, companies need to define XML languages for agreeing how they will format or process certain types of data. • An XML-based process definition language (XPDL) could be used to link two workflow systems through Internet.
Workflow & Business Process Automation
25
XML Process Definition Language (XPDL)
• XPDL is a workflow definition language defined by WFMC. • Each workflow system can define its internal concepts and constructs in terms of the XPDL common vocabulary. • Two workflow systems can be connected through Internet and pass information from each other using XPDL.
? ??
A
Internet
?? ?
XPDL Translator B
26
XPDL Translator
Workflow & Business Process Automation
Web services
• Web services are processes residing at a web site which can be invoked from another web site. • A business process language will provide a formal way to describe processes, activities, relationships, and rules for the control of the flow of information and materials in code. • ebXML, a leading consortium, has created an architecture to support Web services using XML for process definitions.
Workflow & Business Process Automation 27
Business Process Integration
Workflow & Business Process Automation
28
Issues with Multiple Vendor Information Systems for Process Support
• How to integrate information systems from different vendors for integrating business processes supported by these systems? • How to manage and avoid replication of data required by various information systems? • Third-party information systems that support the core business processes also maintain valuable core information. In case of switching to another vendor, how to recover this core information and how to merge it into the new system?
Workflow & Business Process Automation
29
Process Integration at Bhilai Steel Plant
• ERP to be used for Sales and Distribution, Materials Management, Finance and Control, Production Planning, and Maintenance Management. • Legacy systems are to be used for Human Resource Management and three production shop systems. • Manufacturing Execution System (MES) to be used for production at three shops. • Project Management System (PMS) to be used for project management.
What would be the process integration architecture?
Workflow & Business Process Automation
30
Enterprise Application Integration at Bhilai Steel Plant
ERP
Legacy Systems
PMS
EAI Bus
MES
Customer Portal
(in future)
Workflow & Business Process Automation
31
Enterprise Application Integration
SAP SCM & FI Peoplesoft HR Oracle Datawarehouse EAI Bus Siebel CRM Customar Portal
ERP systems support back office functions, CRM and SCM are more concerned with collaborative links to partner organisation up and down the supply chain.
Workflow & Business Process Automation 32
Future Enterprise System Hub & Exchange Architecture
Enterprise Application Integration Business Unit Hub Enterprise Hub
Dataware house
Exchange Infrastructure Public Marketplace Private Exchange Internet Sales SCM PLM
E-commerce Services
Collaborative Services
ERP
Local Services
Shared Services
Legacy
CRM
Business Units
Business Units
Firewall
Trading Partners
33
Workflow & Business Process Automation
Public and Private Processes
• A public process is a common process which interfaces with the private processes of two companies. • Required in complex systems that integrate the processes at two or more companies.
Workflow & Business Process Automation
34
Web Services and Enterprise Applications Integration
• Web services represent the latest approach to integrate enterprise applications. • This technology helps streamline business process management by creating an open, distributed system environment and promises to reduce the cost of business process management because it enables dynamic process integration without “hardwiring” the programs. • Process-driven application integration involves a workflow engine utilised as a hub or echange and a process model is used to drive the flow of applications.
Workflow & Business Process Automation
35
doc_371463462.pptx
workflows can be used for business process automation. It compares Traditional versus Contemporary Approaches to Workflow Management.
Workflow & Business Process Automation
The Workflow Concept
• Workflow refers to the movement of documents and/or other work items through a series of value-adding operations, and to the flow of information and control in a business process. • It is concerned with the automation of procedures where documents, information or tasks are passed between participants according to a defined set of rules to achieve, or continue to, an overall business goal. • Whilst workflow may be manually organised, in practice most workflow is normally organised to provide automated support for the procedural automation.
Workflow & Business Process Automation 2
Workflow
• The automation of a business process, in whole or part, during which documents, information or workflow are passed from one participant to another for action, according to a set of procedural rules.
- Workflow Management Coalition (WFMC, 1996)
• With workflow technology it is possible to model the tasks carried out both by human agents and machines, together with all the intermediate stages of human-machine interaction.
Workflow & Business Process Automation
3
Workflow Definition
• The subset of a process definition that describes the activities, routes, roles, and rules that can be supported by automated computer and network tools.
Workflow & Business Process Automation
4
Structured Routing
• Structured routing is routing according to the fundamental controls that define the organisation?s structure, including the chain of command, policies, operating procedures, project plans, schedules, budgets, and standard practices.
Workflow & Business Process Automation
5
Workflow Management
• The ability of a system to support structured routing and tracking of documents, folders, and other information throughout a workgroup or enterprise. • The simplest workflow system is a sequence of operations carried out on a work item (document or material object). The workflow begins when the worker takes up the work item, and each operation begins when the previous operation has been completed.
Workflow & Business Process Automation
6
Task Definition
• Task definition is a matter of dividing work into units that make sense. • Example of a simple job with three tasks: Get the tools and materials ready. Do the work. Check the work before passing it on.
Workflow & Business Process Automation
7
Traditional versus Contemporary Approaches to Workflow Management
• Historical approach consisted of dividing the jobs into tasks that could be done repetitively by workers who almost needed no training and very little inflow of information because each job item was the same. Managers had most of the information. • Contemporary approach to workflow involves high level of skilled workers who have the ability and habit of anticipating what should come next. The skilled worker uses information to manage the details of the workflow. Waiting times are used to prepare for the future and to tidy up from the past. And the worker is not above telling management to order fresh stocks and tools in anticipation!
•
•
•
Workflow & Business Process Automation
8
Workflow Management Systems
(WFMS)
• A system that defines, creates, and manages the execution of workflows through the use of software, running on one or more workflow engines, which is able to interpret the process definition, interact with workflow participants and, where required, invoke the use of IT tools and applications.
- Workflow Management Coalition (WFMC, 1986)
Workflow & Business Process Automation
9
Collaborative Structure of Workflow
• The collaborative structure of workflow consists of the organisational apparatus and controls used to define, coordinate, and track workflow. • Workflow structural requirements are specified by the following control components: ?Routes ?Roles ?Rules
Workflow & Business Process Automation
10
Workflow Route
• The path that a workflow item takes through an organisation. Every organisation has a dominant routing path (hierarchical, peer-to-peer, or some creative blend). • Workflow management applications are predicated upon the notion of prespecified routing paths. • A document route may be specified on the fly by its originator. Alternately, the standard route for a work item may be defined within a visual process map such as a flowchart. • Typically, workflow participants have limited ability to stop workflow or modify routing paths.
Workflow & Business Process Automation 11
Workflow Roles
• Workflow structures are also characterised by participants? defined roles in the routing process, such as originator, reviewer, editor, and approval authority. • The role defines activities performed and privileges enjoyed by a specific workflow participant.
Workflow & Business Process Automation
12
Workflow Rules
• A statement of the conditions that will trigger automatic execution of one or more activities. • Document routing and handling procedures may be defined to any level of detail, depending on the business rules specified in the workflow process model. • Examples of rules:
• Limit the range of values that can be input into a particular document field. • Invoke a spreadsheet application to facilitate complex calculation within a particular document section. • Generate an e-mail notification to the document originator when all necessary management approvals have been secured.
Workflow & Business Process Automation
13
Information Systems & Workflow Systems
Information Systems
• Database Management System (DBMS) + • Information processing + • Information flows
Workflow Systems
• Workflow Management System (WfMS) + • Workflow administration + • Workflows
Workflow & Business Process Automation
14
WFMS Reference Model
Computer with invoked application Workflow Information System
Specification & Reengineering Workflow Tools
Workflow Engine
Workflow Monitoring Simulation
Workflow Administration Intelligent Task Assignment
15
Workflow & Business Process Automation
WFMS Modules
• Process modelling, definition, and analysis tools in terms of workflow • Workflow management module • Workflow monitoring module (for monitoring the state of workflow execution at every moment) • Workflow simulation module • Workflow reengineering module • Workflow engine (incharge of the workflow model execution and
API that makes integration with other systems and modules possible)
• Task assignment module • Analysis module for analysing workflow specification
Workflow & Business Process Automation
16
Workflow System Applications
• Workflow management functionality has been embedded in many other contemporary systems, such as ERP, CRM, and call-centre software. • Reasons for popularity of workflow technology:
– – – – Coordination of work becomes easier. Higher quality of service can be delivered. Work is executed more efficiently. Process becomes more flexible.
Workflow & Business Process Automation
17
Evolution of ERP Systems
ERP
Process Generator
Workflow Manager
Process Designer/ Simulator
Workflow & Business Process Automation
18
Why workflow systems?
• A workflow system could evenly distribute work among all the available resources, or follow a simple algorithm for optimising work assignment. • Can process work in an „assembly line?. • Can wait for a supporting document to arrive for task execution. • Can support a variety of methods to distribute the work to participants. • Workflow can support both „horizontal? workflow as well as „vertical? workflow • Workflow can signal completion of work. • Could provide logging and tracking.
Workflow & Business Process Automation 19
Why workflow systems? (contd.)
• Can search for work in process. • Controls the workflow process and maintains security. • Monitors the workflow and produces analysis reports.
Workflow & Business Process Automation
20
Categories of Workflow Systems
• Production workflow systems (document-image
processing systems)
• Messaging-based workflow systems (administrative
workflow systems; consist of e-messaging, forms management, and data base management)
• Web-based workflow systems (web clients and server
based systems)
• Suite-based workflow systems (suite of integrated office
applications)
Workflow & Business Process Automation
21
Production Workflow Systems
• Traditional high-end products; also called filestore-based systems. Designed primarily to route electronic folders consisting of one or more forms or documents. • These systems support complex process models and are built around the concept of a shared electronic filing cabinet, relying on network services -- including database file, directory, and security management -- to ensure efficient task and document routing over the LANs and WANs. • Examples: IBM?s ImagePlus and FlowMark
Workflow & Business Process Automation
22
Message-based Workflow Systems
• WFMS that support definition and execution of simple process models, primarily provide an electronic form interface, and route documents as file attachments over users? existing e-mail systems. • Support rapid definition and activation of simple business processes, usually of a sequential or parallel nature. • Designed to be used with minimal training and customisation by non-technical persons. Often used to automate routine office procedures. • Examples: Lotus Forms, IBM?s FormTalk
Workflow & Business Process Automation
23
Web-based Workflow Systems
• Combine features of production and messaging based solutions with some features of their own. • Similar to messaging-based WFE in its orientation to electronic forms. • Similar to production WFE in the skill level required to develop and deploy the application.
Workflow & Business Process Automation
24
XML
• XML (eXtended Markup Language) is a file format. • Each XML file contains data, and at the same time, it provides a way for users to include definitions of terms and processing rules with the same file. • However, for using XML in business, companies need to define XML languages for agreeing how they will format or process certain types of data. • An XML-based process definition language (XPDL) could be used to link two workflow systems through Internet.
Workflow & Business Process Automation
25
XML Process Definition Language (XPDL)
• XPDL is a workflow definition language defined by WFMC. • Each workflow system can define its internal concepts and constructs in terms of the XPDL common vocabulary. • Two workflow systems can be connected through Internet and pass information from each other using XPDL.
? ??
A
Internet
?? ?
XPDL Translator B
26
XPDL Translator
Workflow & Business Process Automation
Web services
• Web services are processes residing at a web site which can be invoked from another web site. • A business process language will provide a formal way to describe processes, activities, relationships, and rules for the control of the flow of information and materials in code. • ebXML, a leading consortium, has created an architecture to support Web services using XML for process definitions.
Workflow & Business Process Automation 27
Business Process Integration
Workflow & Business Process Automation
28
Issues with Multiple Vendor Information Systems for Process Support
• How to integrate information systems from different vendors for integrating business processes supported by these systems? • How to manage and avoid replication of data required by various information systems? • Third-party information systems that support the core business processes also maintain valuable core information. In case of switching to another vendor, how to recover this core information and how to merge it into the new system?
Workflow & Business Process Automation
29
Process Integration at Bhilai Steel Plant
• ERP to be used for Sales and Distribution, Materials Management, Finance and Control, Production Planning, and Maintenance Management. • Legacy systems are to be used for Human Resource Management and three production shop systems. • Manufacturing Execution System (MES) to be used for production at three shops. • Project Management System (PMS) to be used for project management.
What would be the process integration architecture?
Workflow & Business Process Automation
30
Enterprise Application Integration at Bhilai Steel Plant
ERP
Legacy Systems
PMS
EAI Bus
MES
Customer Portal
(in future)
Workflow & Business Process Automation
31
Enterprise Application Integration
SAP SCM & FI Peoplesoft HR Oracle Datawarehouse EAI Bus Siebel CRM Customar Portal
ERP systems support back office functions, CRM and SCM are more concerned with collaborative links to partner organisation up and down the supply chain.
Workflow & Business Process Automation 32
Future Enterprise System Hub & Exchange Architecture
Enterprise Application Integration Business Unit Hub Enterprise Hub
Dataware house
Exchange Infrastructure Public Marketplace Private Exchange Internet Sales SCM PLM
E-commerce Services
Collaborative Services
ERP
Local Services
Shared Services
Legacy
CRM
Business Units
Business Units
Firewall
Trading Partners
33
Workflow & Business Process Automation
Public and Private Processes
• A public process is a common process which interfaces with the private processes of two companies. • Required in complex systems that integrate the processes at two or more companies.
Workflow & Business Process Automation
34
Web Services and Enterprise Applications Integration
• Web services represent the latest approach to integrate enterprise applications. • This technology helps streamline business process management by creating an open, distributed system environment and promises to reduce the cost of business process management because it enables dynamic process integration without “hardwiring” the programs. • Process-driven application integration involves a workflow engine utilised as a hub or echange and a process model is used to drive the flow of applications.
Workflow & Business Process Automation
35
doc_371463462.pptx