Primer Business Process Management


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  • Primer Business Process Management

    1. 1. ECM Tutorial Business Process Management Neil Wilson Technical Marketing Manager June 8, 2009
    2. 2. Introduction <ul><li>This series of short tutorials is intended to help you understand the basic technologies of the Open Text ECM Suite </li></ul><ul><li>Each session lasts only 15 minutes </li></ul><ul><li>Today’s session will cover Business Process Management and Workflow </li></ul>Copyright © Open Text Corporation. All rights reserved. Slide
    3. 3. Open Text ECM Suite Copyright © 2008 Open Text Corporation. All rights reserved. Slide Process
    4. 4. What is BPM? and What’s Workflow? <ul><li>“Workflow” is the technology that moves content around the enterprise. </li></ul><ul><li>Workflow technologies are used to capture and model complex processes that involve routing content and tasks to different users. </li></ul><ul><li>For example, a typical document management workflow would include steps to author, review, authorize and publish a specific document. </li></ul><ul><li>“BPM” extends workflow into a data integration tier. That is, BPM enables automation of processes that not only work on documents, but also data that exists in other business applications and databases. </li></ul>Copyright © 2008 Open Text Corporation. All rights reserved. Slide
    5. 5. Why Do Organizations Need BPM/Workflow? <ul><li>BPM/Workflow systems create efficiencies by ensuring processes are followed consistently and accurately. </li></ul><ul><li>BPM/Workflow tools provide auditing capabilities making them ideal for managing regulated processes. </li></ul><ul><li>For processes that involve hundreds or thousands of transactions/day, BPM can offer significant cost reductions/transaction. </li></ul><ul><li>Integrating electronic forms into BPM/workflow processes reduces errors and accelerates transaction processing. </li></ul>
    6. 6. Typical Applications <ul><li>Workflow : </li></ul><ul><ul><li>Staff Recruitment and Onboarding, Travel Request Approvals, Timesheet approvals, SOP Approvals, Feature Requests, Case Management, Complaint Handling, Bug Reporting, .. etc </li></ul></ul><ul><li>Business Process Management : </li></ul><ul><ul><li>Claims Processing, Loan Applications, Expense Claims, Purchasing Order Processing, Admission Forms (e.g. Students) </li></ul></ul>Copyright © 2008 Open Text Corporation. All rights reserved. Slide
    7. 7. Open Text ECM Suite Copyright © 2008 Open Text Corporation. All rights reserved. Slide Business Drivers Productivity Process Accountability Reduce Costs per Transaction Regulatory Compliance Reduce Risk Forms processing Improve efficiency Accelerate Approvals Escalation Management Reduce Paper Consumption ERP integration Process Electronic Signatures
    8. 8. Open Text BPM/Workflow Products <ul><li>Open Text has multiple product offerings. </li></ul><ul><li>Workflow capabilities built into our core document management system can be extended to include advanced e-forms and electronic signatures. </li></ul><ul><li>Open Text’s BPM server is sold separately – it integrates with business applications including ERP and legacy systems, such as SAP. </li></ul><ul><li>Integrating BPM/Workflow with email is a key to user adoption and a successful deployment. </li></ul>Process Management
    9. 9. Demonstration Copyright © 2008 Open Text Corporation. All rights reserved. Slide Let’s see some examples…
    10. 10. Workflow Manager Review Submit Draft Add Meta-Data Publisher Agent Notify Using the Workflow Painter, first map out the business process.
    11. 11. Initiation Submit Draft <ul><ul><li>You can initiate a workflow by sending an email to the workflow’s email address with the draft document attached – as shown. </li></ul></ul>
    12. 12. Approve Manager Approval <ul><ul><li>The workflow sends out an Action Request email to the person(s) required to approve the document. </li></ul></ul><ul><ul><li>The approver can simply click on a link in the email message to complete the task. </li></ul></ul>Submit Draft
    13. 13. Reviewer’s Comments <ul><ul><li>Each reviewer can add his/her comments to the step by simply adding a text message to the email before sending. </li></ul></ul>
    14. 14. Content Manager <ul><ul><li>Now that the document is approved it can be passed along to a content manager for publication. </li></ul></ul><ul><ul><li>In this example, the content manager checks his Livelink ECM workflow assignments by opening a browser window. </li></ul></ul><ul><ul><li>Clicking on the link provided opens up a page of detailed instructions to complete the task. </li></ul></ul>
    15. 15. Complete Meta-data Form <ul><ul><li>The content manager completes all of the required meta-data attributes in the workflow form before sending the document to the next step in the process. </li></ul></ul>Manager Review Add Meta-Data
    16. 16. Publish <ul><ul><li>The final two steps are performed automatically by the Livelink ECM Workflow Agent. </li></ul></ul><ul><ul><li>In this simple example, the agent moves the new document into an Enterprise Library folder and sets permissions for public access. </li></ul></ul><ul><ul><li>The final step of the workflow triggers the agent to send out an email alert to notify users of the newly published IT policy. </li></ul></ul>Publisher Agent Notify
    17. 17. Audit <ul><ul><li>A complete audit of the workflow process is captured automatically by Livelink ECM providing proof that the process was carried out according to corporate policy. </li></ul></ul>
    18. 18. Notification <ul><ul><li>Users receive an automatic email alert to inform them of the new policy and the initiator also receives a message to confirm that their document is approved and published. </li></ul></ul>
    19. 19. Manage/Review - Workflow Review Collaborative Review Edit Draft Render PDF Approve Approval Signature Publish In this example, we’ll use eSign workflow features to add an electronic signature step to a review/approval workflow
    20. 20. Manage/Review - Workflow Review Approve Collaborative Review Edit Draft Render PDF Approval Signature Publish
    21. 21. Manage/Review - Workflow Review Approve Collaborative Review Edit Draft Render PDF Approval Signature Publish
    22. 22. Manage/Review - Workflow Approve Render PDF Approval Signature Publish
    23. 23. Workflow and Forms Workflows can also include electronic forms to accelerate internal business processes
    24. 24. Thank You Copyright © Open Text Corporation. All rights reserved. Slide