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Workflow Best Practices - DeVry University
Workflow Best Practices - DeVry University
Workflow Best Practices - DeVry University
Workflow Best Practices - DeVry University
Workflow Best Practices - DeVry University
Workflow Best Practices - DeVry University
Workflow Best Practices - DeVry University
Workflow Best Practices - DeVry University
Workflow Best Practices - DeVry University
Workflow Best Practices - DeVry University
Workflow Best Practices - DeVry University
Workflow Best Practices - DeVry University
Workflow Best Practices - DeVry University
Workflow Best Practices - DeVry University
Workflow Best Practices - DeVry University
Workflow Best Practices - DeVry University
Workflow Best Practices - DeVry University
Workflow Best Practices - DeVry University
Workflow Best Practices - DeVry University
Workflow Best Practices - DeVry University
Workflow Best Practices - DeVry University
Workflow Best Practices - DeVry University
Workflow Best Practices - DeVry University
Workflow Best Practices - DeVry University
Workflow Best Practices - DeVry University
Workflow Best Practices - DeVry University
Workflow Best Practices - DeVry University
Workflow Best Practices - DeVry University
Workflow Best Practices - DeVry University
Workflow Best Practices - DeVry University
Workflow Best Practices - DeVry University
Workflow Best Practices - DeVry University
Workflow Best Practices - DeVry University
Workflow Best Practices - DeVry University
Workflow Best Practices - DeVry University
Workflow Best Practices - DeVry University
Workflow Best Practices - DeVry University
Workflow Best Practices - DeVry University
Workflow Best Practices - DeVry University
Workflow Best Practices - DeVry University
Workflow Best Practices - DeVry University
Workflow Best Practices - DeVry University
Workflow Best Practices - DeVry University
Workflow Best Practices - DeVry University
Workflow Best Practices - DeVry University
Workflow Best Practices - DeVry University
Workflow Best Practices - DeVry University
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Workflow Best Practices - DeVry University

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Andrea Passas with DeVry University presented Workflow Best Practices at the Aprimo Marketing Summit. For more information please visit www.Teradata.com

Andrea Passas with DeVry University presented Workflow Best Practices at the Aprimo Marketing Summit. For more information please visit www.Teradata.com

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  • Aprimo Master PowerPoint template instructions: When importing slides from other presentations, formatting issues such as font, text size or color discrepancies can occur.  Most of these problems can be fixed by updating the layout of the slide.  Click on the home tab> then select the layout dropdown menu> choose the updated title, text or content slide.  If there are graphic elements from previous presentations that are not selectable or erasable it’s likely that they are elements from a previous template.  To fix this, click view> Slide Master.  You should see template slides appear the left side of the screen.  In the slide master view, the undesired elements should be unlocked and editable.  Once you have the desired result, return to the presentation by clicking slide master> close master view.     To turn off page numbers go to slide 3> click the insert tab> header & footer> uncheck the ‘slide number’ box> click ‘apply to all’
  • Filter out, remove with criteria IMPLEMENTATION???
  • Task attributes on a DCT Explain what a DCT is!!
  • Show screenshot examples **This may not be applicable to everyone
  • Will the project still assign tasks to any user? What is the different after you apply as a test template?
  • Transcript

    • 1. Workflow Best Practices Andrea Passas – DeVry University Jenna Frist - Aprimo Copyright © 2011 by Teradata Corporation
    • 2. Agenda • Planning • Design • Implementation • Testing • Maintenance • Close • Q&A2 Copyright © 2011 by Teradata Corporation
    • 3. Planning Copyright © 2011 by Teradata Corporation
    • 4. Planning - Discovery • Identify process need • Should they be automated • Identify current process • Different people different processes • Should they be the same • End user experience • Easy to understand • Different then they except4 Copyright © 2011 by Teradata Corporation
    • 5. Planning - Build outside of system • Build outside of system using Microsoft Visio • Benefits • A place to start conversation • Something for users to react to • Get feedback on process • Reference for future updates • Include in user manual/reference guide • Makes building in system quicker with less back and forth5 Copyright © 2011 by Teradata Corporation
    • 6. 6 Copyright © 2011 by Teradata Corporation
    • 7. 7 Copyright © 2011 by Teradata Corporation
    • 8. Planning - Team Approval • Show them what they asked for • Meet with all affected members • Make sure they understand the process • Make any modifications • Get buy in and approval then build in system8 Copyright © 2011 by Teradata Corporation
    • 9. Planning – Build in System • Great foundation started • Line of communication open with team • Willing to work with you as you build inside of the system • Easier to build in system • Reference • Less back in forth9 Copyright © 2011 by Teradata Corporation
    • 10. Design Copyright © 2011 by Teradata Corporation
    • 11. Design - Request Form • How many questions to ask • Required • Order • Hide or show • Verbiage • Words they are use to using • Descriptive • Attribute Type • Think through upfront • Reporting • Drive workflow activity with branch steps • Reports11 Copyright © 2011 by Teradata Corporation
    • 12. 12 Copyright © 2011 by Teradata Corporation
    • 13. 13 Copyright © 2011 by Teradata Corporation
    • 14. 14 Copyright © 2011 by Teradata Corporation
    • 15. 15 Copyright © 2011 by Teradata Corporation
    • 16. Design - Manual vs. Automatic • Approval • Request review action upon submission • Approval workflow assigned • Workflow • Manually applied by Project Owner • Automatically assigned upon submission • Activities can operate as different as you want them to • Mixture of both manual and automatic16 Copyright © 2011 by Teradata Corporation
    • 17. 17 Copyright © 2011 by Teradata Corporation
    • 18. 18 Copyright © 2011 by Teradata Corporation
    • 19. Design – Naming Workflow & Sub Workflow Templates • Workflow Template Names • Titles users see when selecting a template to apply to an activity • Sub Workflow Template Names • Titles workflow admins and system admins see when they are selecting a sub workflow in an iterative review or sub workflow step • Name Accordingly!19 Copyright © 2011 by Teradata Corporation
    • 20. Design – Naming Auto Close Steps • Auto Close steps: • No Assignees • Branch • Action • Milestone • When titling an auto close step, use a naming convention in order to easily remove from reports, task lists, etc..20 Copyright © 2011 by Teradata Corporation
    • 21. Design – Actions to be Performed • Action Steps are Powerful - Automatic • Multiple Actions on one Action Step • Commonly Used Actions: • Update Activity Status – throughout the process • Send Notifications • Promote an attachment to a Digital Asset • Update a field • Count Iterative Review iterations • Benefits: • Automatic • No forgetting • Saves time • System keeps a record21 Copyright © 2011 by Teradata Corporation
    • 22. Design – Utilizing Step Checklists • Multiple tasks in a row assigned to the same person: Could they be combined? • Utilize a Step Checklist to ensure the assignee completes each separate task • Extend Estimated Duration to account for extra work • Checklist Links • Give full users the ability to link directly to any part of the activity via a checklist link • Where? • Important Task Reminders • Utilize a Step Check List with Required Checkboxes to ensure task assignee completes work22 Copyright © 2011 by Teradata Corporation
    • 23. Design – Utilizing Data Collection Templates (DCT) • Sections on DCTs • Organize DCTs into sections for easy viewing • Display Important Activity/Project Data • Place important attributes on the DCT as Read- Only so users can immediately see key attributes when they view their task but cannot modify • Collect Important Activity/Project Data • Place attributes on the DCT for users to fill out in order to collect data with tasks • Collect data for an attribute that is key to a branch step rule later in the same workflow • Update Important Activity/Project Data23 Copyright © 2011 by Teradata Corporation
    • 24. Design – Data Collection Templates24 Copyright © 2011 by Teradata Corporation
    • 25. Design - Link to Digital Asset Library • Upload asset via promote task • Pro’s • Anyone can do it, no one forgets • No additional full user seats • Con’s • Permissions and folder links need updated • Key word limitation • Upload via an assigned task • Pro’s • Can assign permissions & folder links • Can tag with appropriate keywords • Con’s • Must be a full user to upload • Could hold up the entire workflow25 Copyright © 2011 by Teradata Corporation
    • 26. Implementation Copyright © 2011 by Teradata Corporation
    • 27. Implementation – Build In System • What branch steps do you need? • Where should they go • What do you need them to do • For each step think through • Forms needed • Checklist • Data Collection Templates • Description • For review steps • Number of reviewers • Voting Style • Status changes • Notifications27 Copyright © 2011 by Teradata Corporation
    • 28. Implementation – Shortcuts in Workflow Designer • Fit All • Zoom Out • Zoom In • Highlight a group of tasks and move together! • Ctrl & click • Saves so many clicks! • Comment Box • Organizes the Workflow Designer28 Copyright © 2011 by Teradata Corporation
    • 29. Implementation – Using an Action Step as a Path “Catcher” • A blank Action Step works perfectly as a path catcher • Direct the workflow • Allow the workflow to wait29 Copyright © 2011 by Teradata Corporation
    • 30. Implementation – Effectively Using Branch Steps • Trickle Down vs. Blast30 Copyright © 2011 by Teradata Corporation
    • 31. Implementation – Utilizing Milestones • Auto close step – No Assignees • Purpose: record a date • Best for use in the Marketing Calendar • Reportable – use naming convention • Milestone Examples: • Webinars • Events • Conferences31 Copyright © 2011 by Teradata Corporation
    • 32. Implementation – Confer with Team • Building outside of system only shows so much • Limited in showing system functionality • Show them how things will be working in the system • Walk through everything • May change their mind • Get final approval by team32 Copyright © 2011 by Teradata Corporation
    • 33. Implementation – Finalize • Update • In • Out • Validate • Promote • Test • Use33 Copyright © 2011 by Teradata Corporation
    • 34. Testing Copyright © 2011 by Teradata Corporation
    • 35. Testing – Utilize a Testing Activity &/or Testing Activity Type • Create an Activity Type called Test Activity • Use a single testing activity to perform workflow tests • Call it Workflow Testing Area – easy to find • When specifying a specific activity type on any extended attributes, also include the Test Activity Type so all attributes will be displayed on the testing activity • Easily remove testing activity type from reports, activity list, etc. • Less activities in the system to manage35 Copyright © 2011 by Teradata Corporation
    • 36. Testing – Utilizing a Test Template • A Workflow that has been validated successfully can be applied to an activity as a test template • Avoid mistakes and mishaps that are risks of untested workflows by utilizing a test template36 Copyright © 2011 by Teradata Corporation
    • 37. Testing – Work out Kinks • Order of tasks • Document Uploads • Data Collection • Branch Rules • Task Activations: Any Path or All Paths Required • Action Step Actions Performed • If Discovery & Design go well, there will be less kinks!37 Copyright © 2011 by Teradata Corporation
    • 38. Testing – Validate & Promote • Make any changes needed to the template • Validate – test again as a test template • Promote makes it live to your users who apply workflows to activities • Workflow Templates cannot be added to Activity System Type Actions until promoted38 Copyright © 2011 by Teradata Corporation
    • 39. Maintenance Copyright © 2011 by Teradata Corporation
    • 40. Maintenance – Open Houses • Hold monthly • Show enhancements • Show new or updates to request forms or processes • Address issues or challenges • Listen to feedback on the system or processes • Keep lines of communication open • Follow up with highlights/notes40 Copyright © 2011 by Teradata Corporation
    • 41. 41 Copyright © 2011 by Teradata Corporation
    • 42. 42 Copyright © 2011 by Teradata Corporation
    • 43. Maintenance – Semi Annual Review • Clean up request forms • Clean up processes • Streamline where possible • Keep lines of communication open • Keep team engaged43 Copyright © 2011 by Teradata Corporation
    • 44. Close Copyright © 2011 by Teradata Corporation
    • 45. Close – Extended Services • Analytics • Training & Enablement • Strategic / Planning / Execution • Project Management & Workflow • Digital Asset Management • User Adoption • Questions about system capabilities • Best practice advisement45 Copyright © 2011 by Teradata Corporation
    • 46. Close – Closing thoughts • What works for us may not work for everyone • Always keep your end user in mind • Think everything through • Keep an open mind to feedback • Keep your team engaged • Learn all you can • From users • From Aprimo46 Copyright © 2011 by Teradata Corporation
    • 47. 47 Copyright © 2011 by Teradata Corporation

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