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BUSINESS PROCESS MANAGEMENT (WORKFLOW)
BUSINESS PROCESS MANAGEMENT
TSI's
Business Process Management (BPM) is the utilization of computer software to design,
execute, track, and archive business processes that require manual interaction by
employees or vendors/partners.
By digitizing a process, a company can easily document steps in a process, specify
one or more employees to handle each task, track due dates, and ensure a timely
completion of a process.
The TSI Process Automation Suite allows a company's process users to easily design
and implement an enterprise-wide solution without knowing how to write computer
code and without having to have software custom developed. This results in more
accurate process documentation, cost savings, quicker changes and updates, and a
much shorter development cycle.
PROCESS AUTOMATION BENEFITS
Many companies recognized the benefits of automating the internal processes. In
many cases, the development time and costs usually out-weigh the benefits. Using
the TSI BPM system, business managers can automate processes in a matter of hours
instead of weeks by using an intuitive, graphical process design tool. All of the
back-end database, load-balancing, multi-threading, and security details are already
taken care of.
Web Interface
The Web Interface is where most users spend time when using the TSI BPM Suite. The
Web Interface is accessed by most standard Internet web browsers such as Microsoft
Internet Explorer and Netscape Navigator.
The Web Interface has two main components, the task list (image right),
and the task detail page.
The task list
shows a list of the current available tasks in progress. Tasks can
be filtered and sorted in various ways to help organize a user's workflow.
Once a task is selected, the task detail page (image right) shows the appropriate information
for a task. The user can update and add new information as applicable. The task
owner can then choose the disposition of the task by clicking on an action button,
or reassign the task to another user or group.
Sample Task Detail screen
TSI Designer
The TSI Designer application enables business process owners to graphically design
a process. By dragging action icons to the process window, setting the action properties,
and connecting the actions to designate workflow, a process owner can easily design
a process without having to write a single line of code.
Processes can be simulated on a "staging" server prior to deploying an automated
process into production. This allows the designer to test the process and see tasks
assignments from the point of view of the process participants.
Server
The Server runs behind the scenes and coordinates running processes, assigning tasks,
keeping track of progress, starting automated processes, and various other activities.
The Server is responsible for tracking users and security and also interfaces with
the database.
Database
All information used by the TSI Suite is stored in a SQL database. The database layer
is usually separate from the user application. User and role information, process
definitions, process instance data, and log data are all stored in the database.
Concepts and Processes
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Workflow: A process can be procedures such as a "New Hire", a "Purchase Order",
or a "Product Return". Processes are made up of three main elements. First, processes
contain data elements, which Processes are well-defined sets of actions, data, participants,
and make up the information necessary to implement and complete the process. Second,
a process defines the users and roles necessary to perform and complete a process.
Third, actions define what actually happens in a process.
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Processes can be initiated manually from the Web Interface, can recur on a defined
schedule, can be started by receiving an email, or started via company's external
web server.
- Data Elements
Data elements can be items such as an address, phone number, purchase cost, office
number, appraisal amount, etc. Data elements are made up of text, numbers, dates,
documents, and logs.
Process data is supplied by process participants through the web interface using
"task" actions.
- Participants
A process defines which users and roles are responsible for different tasks in the
process. A specific person or a group of people making up a role can be assigned
to various aspects of a process.
- Roles
Roles are made up of one or more people, and/or one or more groups or other roles.
A role can consist of "Customer Service" personnel, managers, safety coordinators,
hourly employees, customer support, or others.
- Tasks
Tasks are actions that require manual user intervention to complete. Tasks are show
in the Task List in the Web Interface. Each task allows a user to view and/or update
its data, as well as designate its disposition from the Task Detail page. Tasks
can have priorities and due dates, and some may be re-assigned by managers.
- Assignment
Tasks are either assigned to an individual, or a group of people. Once a user decides
to work on a task, the user owns the task until it is completed, reassigned, or
returned to its original group. Tasks are generally available to any member of a
group until one person assumes ownership. Tasks can be reassigned by the task owner,
or by the task owner's supervisor.
Group Tasks can be assigned to each member of a group in instances where every member
of the group must complete an assigned task. This is useful for items such as time
sheets and status reports.
- Working Calendars
Recurring processes and task due dates are calculated by a concept known as "Working
Calendars". A main company calendar is defined with days defined as working and
non-working days along with the standard company hours for each day. Departments
and other groups and users can override any or all of the days from the company
calendar as appropriate. The TSI Server then uses this information to calculate
the best appropriate date.
- Other Actions
Besides Tasks, processes can be made up of other actions to help automate a business
process. Some of these actions include branching based on process data, updating
databases, sending email notifications, calculating data, allowing actions to run
simultaneously, and waiting a specific amount of time. Other actions can be custom
developed to interface to a company's existing data and systems.
- Advantages
Automatic Process Documentation: All of the steps, information, and people involved
are listed about a process. This information can be shared and survive employee
turnover.
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Process Tracking: Every action in a process is monitored and can be viewed by managers.
Every action taken by every user is logged into a database and can be viewed at
a later date if needed. Task due dates and schedules are tracked and monitored.
Overdue tasks can be escalated.
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Less Paper/Lost Information: Many manual processes are currently done using paper
forms and documents. Information on paper can be easily lost or hard to track when
necessary.
Sample flow document
General description of the job
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INVOICES WORKFLOW
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1.
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RECEIVE INVOICE IN MAIL
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2.
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DECIDE IF PO OR NON-PO INVOICE
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If PO invoice do the following:
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1. Post invoice in the system, by doing the following:
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Purchasing Batch Entry: Batch Id is the year/month/day and person initials.
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Origin: Purchasing Invoice Entry
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Click on Transactions
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Enter Vendor Number for your Vendor ID
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Click on Auto Invoice and highlight/select PO
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Find the part and check part number and quantity check box and click on invoice.
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Review extended price in Great Plains to invoice price, if different change to invoice price.
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Click on Landed Cost box, and then click the
magnifying glass after item. Highlight
line, click select, write down the
receipt number in the matched to shipment column RCT___.
The quantity on will be in black then click on the arrow next to match to
shipment. Check the box under match column on right side with the corresponding
RCT___. Then press OK.
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Enter Invoice number as Vendor Doc. Number.
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Enter Invoice date as Invoice Date
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Press Save
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If NON-PO invoice do the following:
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1. List invoice on spreadsheet for tracking purpose
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2. Send invoice to appropriate person for signature and coding
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3. Approver signs and codes the invoice
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4. Invoice is returned to Accounts Payable Inbox
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5. Post invoice in the system, by doing the following:
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Payables Batch Entry: Batch Id is the year/month/day and person initials
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Origin: Payables Trx Entry
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Click on Transactions
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Enter Doc Date, Description, Vendor ID, Document Number, Purchases
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Click on Distributions
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Enter Distribution Reference number(s)
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Click on OK
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Then Save
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6. Remove invoice from spreadsheet for tracking purpose
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3.
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INVOICE IS FILED UNTIL CHECKS ARE PRINTED
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4.
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CHECKS ARE PRINTED
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5.
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INVOICES MATCHED TO CHECKS
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Sample task flow using the sample flow document:
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