Charisma Workflow
 

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Charisma Workflow software enables organizations of any size to quickly build complex processes whether by accessing a Web browser interface or directly in the client system of the back-office user. At the same time, the solution enables defining and automating the business processes, reviewing the task flows and automating the tasks related to Charisma ERP 2011 modules.

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Charisma Workflow Document Transcript

  • 1. CHARISMA WORKFLOW 2011The lack of an efficient management of the organization workflows or the existence of delegation andexception risks occurring during the execution of these flows can disturb the business development. Theneed to extend the mechanism of managing each operational or business process has determined thedevelopment and integration of Charisma WorkFlow 2011 solution. For a functional added value inconfiguring the programming transactions based on decision hierarchy, Charisma Workflow 2011 is thestandalone solution that can be perfectly integrated with any enterprise resource planning (ERP) system.I. FINANCIAL AND OPERATIONAL BENEFITS............................................................................................. 2II. FEATURES .............................................................................................................................................. 2III. INTEGRATION WITH OTHER SYSTEMS .............................................................................................. 4IV. WORKFLOW TEMPLATES .................................................................................................................. 5V. WorkFlows Case Examples per business divisions ................................................................................ 6 A. Finance Division - Expense Forms ..................................................................................................... 6 B. Human Resources Division – Employee On-Off Boarding ................................................................ 7 C. IT and Engineering Division – Service Desk ....................................................................................... 9 D. Sales / Marketing Division – Marketing Plan Approval................................................................... 10 E. Compliance / Quality Assurance Division – Risk and Compliance Reporting ................................. 11 F. PR & Communication Division – Complain Management process ................................................. 12 G. Administration & Office Management – Company Directory fill-in process .................................. 13VI. Easy-to-use graphical interface and fast ROI .................................................................................. 14VII. Interfacing - SAP integration for Charisma WorkFlow 2011 ........................................................... 15VIII. Contact ............................................................................................................................................ 16 Global City Business Park, Str. Bucuresti - Nord, nr. 10, Cladirea O2, Etaj 8, 077190, Bucuresti-Ilfov, Romania Tel: +40-21-335.17.09; 335.17.10; Fax: 40-21-335.17.12 E-mail: office@totalsoft.ro; Web: www.totalsoft.ro; www.charisma.ro
  • 2. I. FINANCIAL AND OPERATIONAL BENEFITS  Reduces the operational costs by eliminating redundant or manual execution time;  Increases the efficiency of operations through an user-friendly and automated solution;  Minimizes the internal risk due to the increase of control and the introduction of operational automations. II. FEATURESCharisma Workflow 2011 enables organizations of any sizeto quickly build complex processes whether by accessing aWeb browser interface or directly in the client system ofthe back-office user. At the same time, the solutionenables defining and automating the business processes,reviewing the task flows and automating the tasks relatedto ERP solutions.  Creates new flows only through visual configuration - while the effort of additional developments is removed and responds to a broad spectrum of business needs;  Completely manages all the elements included in the configuration process of the working process - actors, actor groups, entities (documents and tasks), inputs and outputs, interaction and control methods, etc.;  Efficiently sets up and manages ways of avoiding bottlenecks, including delegations and error handling, ensuring the continuity and proper system functioning;  Defines independent workflows specific to any task type within the organization; Generates workflows in hours and days;  Manages and tracks the evolution of To-Do lists by users (actors) or user groups; Includes a multi-user approval feature for various workflow tasks;  Provides decisional support by implementing execution stages, conditioning and time restrictions assigned to the execution;  Includes task management that helps users (actors) interact with the workflow at a certain moment, including the owner, generating flow, documents attached, actions and entities affected, priority and status (stand-by, working, finished, cancelled); the tracking of the actions performed by users is managed through checklists; Global City Business Park, Str. Bucuresti - Nord, nr. 10, Cladirea O2, Etaj 8, 077190, Bucuresti-Ilfov, Romania Tel: +40-21-335.17.09; 335.17.10; Fax: 40-21-335.17.12 E-mail: office@totalsoft.ro; Web: www.totalsoft.ro; www.charisma.ro
  • 3.  Automatically notifies each actor within the flow about the steps that were not performed or those that are to be performed; Automates the usual business processes and tasks related to the applications; Provides an updated, real-time image, of the tasks within the workflow, as well as the execution plan; Ensures user and security mechanism management; it also includes the delegation and the transfer of responsibilities and rights from the source users to the target users; Generates a detailed report at company level; Measures the performance of a flow or a certain task through expandable indicators, used in various statistics and reports: o Number of instances by period (e.g. month) of a workflow; o Minimum, average and maximum duration of the complete workflow execution; o Link between flow and task for the indicators: minimum, average and maximum duration of the execution, task number per user, period (e.g. month), etc. Global City Business Park, Str. Bucuresti - Nord, nr. 10, Cladirea O2, Etaj 8, 077190, Bucuresti-Ilfov, Romania Tel: +40-21-335.17.09; 335.17.10; Fax: 40-21-335.17.12 E-mail: office@totalsoft.ro; Web: www.totalsoft.ro; www.charisma.ro
  • 4. III. INTEGRATION WITH OTHER SYSTEMSImproves ERP processes by:  Connecting to external data via SQL, Web Services, LDAP, XML;  Creation and usage in specific Workflow Foundation operations;  Interaction via Web Service API;  Expanding and customizing, using the available SDK;  Integration with BizTalk;  Access to Active Directory  Using already existing connectors included within standard package, supporting development of interfaces with other systems without advanced integration know-how (Charisma, Microsoft Dynamics, Oracle Financials, SAP, etc). Intranet Expenses Control Leasing Front Office eProcurement ... Workflow Global City Business Park, Str. Bucuresti - Nord, nr. 10, Cladirea O2, Etaj 8, 077190, Bucuresti-Ilfov, Romania Tel: +40-21-335.17.09; 335.17.10; Fax: 40-21-335.17.12 E-mail: office@totalsoft.ro; Web: www.totalsoft.ro; www.charisma.ro
  • 5. IV. WORKFLOW TEMPLATESCharisma WorkFlow 2011 includes standard workflow templates that can be used out-of-the-box, assoon as the action of defining a new workflow is selected. The templates include business divisionsspecific workflows that could serve as the basis for the creation of the new workflows and reduce timein analysis and development of requests from business users. Global City Business Park, Str. Bucuresti - Nord, nr. 10, Cladirea O2, Etaj 8, 077190, Bucuresti-Ilfov, Romania Tel: +40-21-335.17.09; 335.17.10; Fax: 40-21-335.17.12 E-mail: office@totalsoft.ro; Web: www.totalsoft.ro; www.charisma.ro
  • 6. V. WorkFlows Case Examples per business divisionsA. Finance Division - Expense FormsCharisma WorkFlow 2011 can be used to automate their expenditure approvals process.When an employee needs approval for an expenditure of any type, they add an item to a simple list intheir SharePoint portal. Charisma Workflow 2011 then automatically finds the cost centre and approverappropriate to the expenditure, taking into consideration that approvers maximum approval limit andremaining budget.Approval is then given or denied by the approver by responding in plain English to an automated email.Remaining budget is adjusted, notifications are sent to the relevant parties and, if the purchase involvesother departments, they are contacted as well.In some cases, the approval of an expenditure kicks of another automated business process. An exampleof this would be when the expense of hiring a new employee is approved and the Charisma Workflow2011 responsible for recruitment is started. Another example would be when a large piece of equipmentis approved and the purchasing and acquisitions workflow launches to handle supplier choice, stocklevels and the like.RESULTSBefore the solution was in place, expense requests involved a deceptively large amount ofadministrative overhead. Between the initial request, identifying the available approver and their limit,ensuring the cost centre had budget left and the correspondence and follow-ups between all parties,each expenditure request was incurring a significant amount of administrative overhead.In addition, budgets were often over- or under-spent as a result of inconsistent information. In somecases unneeded purchases were made due to a failure in the approval process.After the solution was put in place, administrative overhead for the process was reduced by 90% andbudget expenditures were in-line with what was predicted. Most importantly, nothing was everpurchased that wasnt fully justified by a business stakeholder.BENEFIT TO THE BUSINESS:Smarter, more accurate spending for lower costs.90% reduction in time spent on expense requests.OTHER POTENTIAL WORKFLOWS WITHIN FINANCE: Hire Expenditure Process, Procurement andPayment Management, Disputed Invoice Process, Financial Compliance Approval, Travel Request, etc. Global City Business Park, Str. Bucuresti - Nord, nr. 10, Cladirea O2, Etaj 8, 077190, Bucuresti-Ilfov, Romania Tel: +40-21-335.17.09; 335.17.10; Fax: 40-21-335.17.12 E-mail: office@totalsoft.ro; Web: www.totalsoft.ro; www.charisma.ro
  • 7. B. Human Resources Division – Employee On-Off BoardingA large company could adopt an automated workflow solution for managing the processes incurredwhen an employee joins or leaves their company.Now, when a new employee joins their business, information is gathered from an electronic form thatHuman Resources fill out. A workflow then notifies multiples branches of the company requestingrelated work to be complete. Examples include requisitioning a new laptop, entering the employee onthe payroll and ordering the necessary uniform.When the employee leaves, the process is essentially run in reverse.Additionally, this solution passes information to other workflow solutions such as the companysautomated employee directory and their expenditure requests system.RESULTSThe employee onboarding/off boarding solution showed a major financial benefit. It now costs thecompany far less when they bring on a new employee or see one leave.Before the workflow solution was used, all of the information regarding employees was stored indisparate systems: some was held in the payroll system, some in network user accounts and some waseven in paper-based formats. The administrative overhead involved in making sure all of this criticalinformation was consistent was significant. The IT department also had to be involved to setup networkassets like hardware and login accounts. Complexity of the process could sometimes result in significantdelays within the employee onboarding process.When an employee left, this whole process had to be carried out again in reverse.Now, all of the relevant information is stored in a central location and then populates the disparatesystems automatically. Someone in the Human Resources department fills out one form, and the rest isautomated: the relevant company departments receive the notifications they require, the networkaccount is created automatically and the financial datas accuracy is assured.BENEFIT TO THE BUSINESS90% reduction of administrative effort and cost for all internal hires and departures, internationally.OTHER POTENTIAL WORKFLOWS WITHIN HUMAN RESOURCES: Recruitment Process, Employee Review/ Feedback, Leave Requests, Absence Manager Approval, Job Requisition, etc. Global City Business Park, Str. Bucuresti - Nord, nr. 10, Cladirea O2, Etaj 8, 077190, Bucuresti-Ilfov, Romania Tel: +40-21-335.17.09; 335.17.10; Fax: 40-21-335.17.12 E-mail: office@totalsoft.ro; Web: www.totalsoft.ro; www.charisma.ro
  • 8. ONBOARDING WORKFLOW DESIGN (EXAMPLE) Global City Business Park, Str. Bucuresti - Nord, nr. 10, Cladirea O2, Etaj 8, 077190, Bucuresti-Ilfov, Romania Tel: +40-21-335.17.09; 335.17.10; Fax: 40-21-335.17.12 E-mail: office@totalsoft.ro; Web: www.totalsoft.ro; www.charisma.ro
  • 9. C. IT and Engineering Division – Service DeskCharisma WorkFlow 2011 solution can be easily used to build an easy-to-use service desk solution forany company’s IT department.Employees log their support requests in a simple form, specifying details such as severity, departmentand nature of the problem. When IT staff takes ownership of an incident, workflows are triggered thatstart a sequence of reminders and notifications based on the severity of the issue.Service Level Agreement metrics can be used to establish a baseline for the incident close-rate and aworkflow can automatically populate a report for managers to view performance ratings.RESULTSThe Charisma Workflow 2011 solution is in the end not only simple and cost-effective, but can useexisting SharePoint technology and can happily live on the company’s Intranet.BENEFIT TO THE BUSINESS  Higher business efficiency through timely, reliable end-user support.  Formal SLAs tracked with managerial reporting.OTHER POTENTIAL WORKFLOWS WITHIN IT / ENGINEERING DIVISION: Project Budget Approval, ProjectIssue Escalation, Project Team Site, Asset Tracking and Management, Create and AD Security User /Group, Mail Enable Account, etc. Global City Business Park, Str. Bucuresti - Nord, nr. 10, Cladirea O2, Etaj 8, 077190, Bucuresti-Ilfov, Romania Tel: +40-21-335.17.09; 335.17.10; Fax: 40-21-335.17.12 E-mail: office@totalsoft.ro; Web: www.totalsoft.ro; www.charisma.ro
  • 10. D. Sales / Marketing Division – Marketing Plan ApprovalCharisma WorkFlow 2011 solution can be easily used to automate the marketing plan creation andapproval process.The process could start manually upon manager decision or could automatically start based on apredefined schedule (quarterly, yearly, etc.). The initiator fills in the generated form and, following hisinput, a list of automated tasks is generated for each business owner that needs to interact with thesystem (budget owners, product managers, product marketing managers, sourcing, etc.).The system automatically notifies each user towards expected action and tracks process evolutionversus predefined deadlines. It also generates notifications to users / managers, should any of thedeadlines be broken (or near to be broken).Once the users deliver their input, the system can automatically assemble the final document and startthe approval submission process, by also generating the list of tasks for each responsible, should theplan be approved.RESULTSCreation and submission of Marketing Plan duration could easily decrease significantly by also keepingtrack of each deadline and required action within the process. It also ensures smooth process executionand log of each required action and result.BENEFIT TO THE BUSINESS  Better transparency in the marketing plan submission process  Avoiding delays and miscommunications within involved partiesOTHER POTENTIAL WORKFLOWS WITHIN SALES / MARKETING DIVISION: Vendor Creation Process,Marketing Literature Creation and Publication Approval, Marketing Plan Execution, Lead ActivityProcess, Special Offers / Campaigns Approval, Customer Credit Approval, Lead Management, etc. Global City Business Park, Str. Bucuresti - Nord, nr. 10, Cladirea O2, Etaj 8, 077190, Bucuresti-Ilfov, Romania Tel: +40-21-335.17.09; 335.17.10; Fax: 40-21-335.17.12 E-mail: office@totalsoft.ro; Web: www.totalsoft.ro; www.charisma.ro
  • 11. E. Compliance / Quality Assurance Division – Risk and Compliance ReportingAn international company implemented Workflow solution to ensure they met their risk and compliancyrequirements.This risk & compliance solution is a combination of InfoPath forms and Charisma Workflow 2011. Eachmonth senior members of the management Team are required to submit a Compliance Report and/orRisk Change Report to ensure the company meets their legal obligations. They submit the reports usingthe forms and Charisma Workflow 2011 actions the data.In the case of a breach of compliance or a change in the risk status a workflow process is kicked off andthe Compliance Manager is notified of a potential problem. SharePoint and InfoPath are used to meetthe UI and security requirements of the solution, while Charisma provides the workflow. The workflowincludes an approval process and updates the security settings of each item to maintain privacy.RESULTSNow that the solution is in place, the company is meeting their compliance and risk requirements muchmore easily. Since all of their related processes are now managed automatically, every output meetstheir standards.This means that, in addition to saving time and money, their end product is of higher quality.BENEFIT TO THE BUSINESS  Less financial and legal risk to the company.  Higher quality products produced.OTHER POTENTIAL WORKFLOWS WITHIN COMPLIANCE / QUALITY ASSURANCE DIVISION: DocumentArchival, Document Approval, Quality Management Compliance, Safety and Control Audit, etc. Global City Business Park, Str. Bucuresti - Nord, nr. 10, Cladirea O2, Etaj 8, 077190, Bucuresti-Ilfov, Romania Tel: +40-21-335.17.09; 335.17.10; Fax: 40-21-335.17.12 E-mail: office@totalsoft.ro; Web: www.totalsoft.ro; www.charisma.ro
  • 12. F. PR & Communication Division – Complain Management processOne large customer used a Charisma Workflow 2011 solution to streamline their tracking system forcomplaints. The system is based around official complaints which would flow through various channelsof authorisation, throughout different levels of the organisation, whilst including any notes or changerequests for modifications.The workflow could require different parallel input and authorisation actions from various respondentswithin a specified deadline. Once the deadline is reached, inputs and authorisations would be collatedinto a single notification to the Author. The key to this was that if not all respondents replied by thedeadline, the workflow needed to continue without stalling waiting for a response.By using Charisma Workflow 2011, this complex SharePoint workflow task was recast and solved by avery simple solution. Charisma Workflow 2011 provided an effective way to leverage the corefunctionality of Workflows in SharePoint by using a simple yet extensive GUI to complete complexrequirements.RESULTSBefore the company automated this business process, the government office suffered delays waiting forauthorisations and follow-ups. In addition, more man hours than they liked were spent onadministration and document management. Of course, customer satisfaction was a KPI that requiredfast improvement. Now that the solution is in place, the company tracks its complaints and executes their responses in farless time.NET GAIN TO THE BUSINESS:  faster authorizations, quicker business processes  man-hours reinvested in key business activities  significantly increased customer satisfactionOTHER POTENTIAL WORKFLOWS WITHIN PR & COMMUNICATIONS DIVISION: Event management &execution, Legal Papers tracking, Newsletter creation & dissemination, Internal CommunicationsApproval, etc. Global City Business Park, Str. Bucuresti - Nord, nr. 10, Cladirea O2, Etaj 8, 077190, Bucuresti-Ilfov, Romania Tel: +40-21-335.17.09; 335.17.10; Fax: 40-21-335.17.12 E-mail: office@totalsoft.ro; Web: www.totalsoft.ro; www.charisma.ro
  • 13. G. Administration & Office Management – Company Directory fill-in processA large company used Charisma Workflow 2011 to populate their company directory and employeedetails.When an employee is first hired, an electronic form must be filled out by the human resourcesdepartment. Charisma Workflow 2011 pulls the pertinent information from the form and automaticallypopulates Active Directory with it, recording employee address, role, geographical location, phonenumbers and other fields.This detailed, standardized information is then automatically synchronized with Outlook. In addition,certain events within the company trigger prompts to employees to update their personal informationusing the same automated process.The company-wide address book within Outlook has since become the company directory - available toevery employee, whether offline or online - and maintaining an unbeatable accuracy rate.RESULTSAlthough it was helpful to be able to find everyones contact details at a moments notice, the realbenefit was having up-to-date employee records.Because Active Directory becomes the "single truth" for staff information, more than one criticalbusiness application benefitted from having improved employee records.Having more complete, searchable information stored in the Active Directory user accounts also made itpossible to deploy other powerful workflows. An example of this is a workflow looking up anemployees manager in order to direct their expense request to the appropriate approver.BENEFIT TO THE BUSINESS:  More effective internal communication  More efficient business applications  Significantly higher accuracy rate of directory dataOTHER POTENTIAL WORKFLOWS WITHIN ADMINISTRATION & OFFICE MANAGEMENT: office suppliesrequest, documents registration desk & submission process, office relocation request & approval, faxsending automation, etc. Global City Business Park, Str. Bucuresti - Nord, nr. 10, Cladirea O2, Etaj 8, 077190, Bucuresti-Ilfov, Romania Tel: +40-21-335.17.09; 335.17.10; Fax: 40-21-335.17.12 E-mail: office@totalsoft.ro; Web: www.totalsoft.ro; www.charisma.ro
  • 14. VI. Easy-to-use graphical interface and fast ROICharisma Workflow 2011 adds a drag-and-drop workflow designer, connectivity and advanced workflowfeatures to the Microsoft SharePoint 2010 platform. Business users and IT Professionals alike will beempowered to quickly and easily automate business processes; from a simple leave approval request, tocomplex integration across external applications and data sources.Draw it, not code it:  Intuitive easy to use, browser based drag and drop workflow designer  Empower all SharePoint users to automate their own processes in minutesMeasure and manage:  See real-time status of workflows  Measure and improve business performanceDesign once, use many:  Reusable templates and modules  Share and align business practices across teamsBuilt on SharePoint for SharePoint:  Simple deployment and management, no client software required  Protect your SharePoint investment  No additional infrastructure costsRapid ROI:  Efficiency gains and reduced processing costs  Reduced IT burden Global City Business Park, Str. Bucuresti - Nord, nr. 10, Cladirea O2, Etaj 8, 077190, Bucuresti-Ilfov, Romania Tel: +40-21-335.17.09; 335.17.10; Fax: 40-21-335.17.12 E-mail: office@totalsoft.ro; Web: www.totalsoft.ro; www.charisma.ro
  • 15. VII. Interfacing - SAP integration for Charisma WorkFlow 2011TotalSoft recognized many businesses face challenges integrating their Line of Business applicationsacross their enterprise. TotalSoft partner’s connectors combine Charisma Workflow 2011, SharePointand specific web parts to make automating business processes across SAP and other data silos easy andcost-effective. The connectors allow solution architects, developers and even power users to combineand reuse SAP business entities with user friendly workflows to quickly build and enhance SharePointbased solutions.RESULTSMany customers were spending a lot of time and money trying to get SharePoint and SAP to talk to eachother. Some had even given up entirely and leaving the two systems completely isolated from oneanother. This meant their business processes were often disjointed and one system could not leveragethe data from the other.Now, connectors have cured the pain. Business processes can be managed in SharePoint with CharismaWorkflow 2011 and can use data held in SAP. Now, SAP can kick off business processes that are pushedthrough to the user in SharePoint.BUSINESS BENEFITS  Lower cost of managing data between SAP and SharePoint  Business processes fully streamlined across the enterprise: higher efficiency  Better Quality Assurance through automated risk management Global City Business Park, Str. Bucuresti - Nord, nr. 10, Cladirea O2, Etaj 8, 077190, Bucuresti-Ilfov, Romania Tel: +40-21-335.17.09; 335.17.10; Fax: 40-21-335.17.12 E-mail: office@totalsoft.ro; Web: www.totalsoft.ro; www.charisma.ro
  • 16. VIII. Contact Please feel free to contact us for any further additional information: Bogdan Ionuţ Popescu Andreia Stavarache Sales Manager - BizApp Sales Manager – Business Applications E: bpopescu@totalsoft.ro E: astavarache@totalsoft.ro M: +40 745 183 506 M: +40 720 999 278 P: +40 213 351 709 P: +40 213 351 709 F: +40 213 351 712 F: +40 213 351 712 W: www.totalsoft.ro W: www.totalsoft.ro Global City Business Park, Str. Bucuresti - Nord, nr. 10, Cladirea O2, Etaj 8, 077190, Bucuresti-Ilfov, Romania Tel: +40-21-335.17.09; 335.17.10; Fax: 40-21-335.17.12 E-mail: office@totalsoft.ro; Web: www.totalsoft.ro; www.charisma.ro