Workflow optimization - Why
Primary goal of workflow management implementation is optimization and efficiency of business processes.
Investment is always paid back in working hours.
It is achieved in terms of reduced workload to complete the existing tasks, or simply keeping the business done with existing working force, but in new conditions with significantly increased workload
Services offered to client
Workflow optimization is offered as a group of services and products.Depending on client's request and type of project, in coordination with client, corresponding services and products are used for optimization.Workflow optimization is implemented in existing environments, where changing business rules is too slow or too expensive.
- Gap Analysis - assessment of process current state (AS-IS), defining future process flow (TO-BE) and defining steps to achieve target process flow
- Customization to client’s demands – custom forms are developed and integrated into workflow concept., (design and customization of forms, user interface, basic system parameters configuration, Users and roles configuration)
- Implementation of process workflow (process variables definition and implementation, process state definition and configuration, connection configuration, process administration module implementation, WFE configuration
- Existing systems integrations
- System maintenance
Where does it fit?
Workflow optimization and management is used in business environments as middleware. On our past projects, primary goal was to introduce and manage new processes into existing environment, which consisted of several information systems.
Workflow management implementation uses some of the following features (but not limited to),
- Forms are integrated with DMS (document management system)
- Web services integration
- Existing systems integration
- User activity is logged and used in reporting and analysis
- Timestamps and duration of each activity or process step is recorded
- Processes can be redirected and routed or sent back
- Custom Forms integration
- KPI parameters definition and reporting
- Process monitoring
- Alerts in processes (time tracking of process deadlines, reminders and alarms)
- Users rights, groups, roles and responsibilities defined in the system
- Document Management System
- Document editor
- Business Intelligence – collected data about processes can be used for further analysis
- In terms of integration with existing systems and business applications (ERP), BPM must be integrated via the application interface (API).
- Central management of tasks and steps
- For each step of the business rules can be defined separately.
- each step is controlled using standard control instructions: (assignment, redirection, call forwarding, return)
- for each step or activity, business rule is defined and dedicated to a person by function (role, group or person)
- The process flow is seen in the Task distribution list, a special purpose interface that is usually used by entitled executives
- The process can by conditionally routed.