Workshop (JAD) Approach• Identify task objectives– What is to be accomplished?– Why is the task being done?– What happens ...
Workflow Definition – [Process Name / Workflowname]May 8, 2013 2 of 10Process -> Workflow -> Activity• Process – a series ...
Workflow Definition – [Process Name / Workflowname]May 8, 2013 3 of 10Client NameProject NameProcess Name – Workflow NameW...
Workflow Definition – [Process Name / Workflowname]May 8, 2013 4 of 10Document ControlVersion Date Author Comments1.0Appro...
Workflow Definition – [Process Name / Workflowname]May 8, 2013 5 of 10Workflow IdentificationWorkflow IDWorkflow TitleWork...
Workflow Definition – [Process Name / Workflowname]May 8, 2013 6 of 10End point(s): List the possible end points of this w...
Workflow Definition – [Process Name / Workflowname]May 8, 2013 7 of 10Workflow DiagramsFigure 1 Sample Workflow Diagram
Workflow Definition – [Process Name / Workflowname]May 8, 2013 8 of 10Figure 2 Sample Workflow Diagram 2
Workflow Definition – [Process Name / Workflowname]May 8, 2013 9 of 10Activity DefinitionsMake a copy of this table for ea...
Workflow Definition – [Process Name / Workflowname]May 8, 2013 10 of 10Executed By Indicate the user role/group that execu...
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Jad approach and workflow definition template

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Here's something I use to get through process & workflow definitions. Addresses information requirements, too.

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Jad approach and workflow definition template

  1. 1. Workshop (JAD) Approach• Identify task objectives– What is to be accomplished?– Why is the task being done?– What happens if the task does not getdone?• Identify inputs to the task– What has to happen before this task?– What information is needed?– What business rules need to befollowed?• Identify task steps– What needs to be done?• Identify task outputs– What are the task deliverables?– What information is produced / updated?– What happens next?• Identify task Key Performance Indicators(KPI’s)– How do you know if the right task wasdone right?• Identify task roles– Who provides the inputs?– Who executes the steps?– Who gets the outputs?– Who has or provides authority• Identify decision support requirements– What information is needed to makedecisions about this task?– What subsequent decisions will bemade based on the results of this task?– What authorizations are needed fordecisions?• Information / Records Mgt Focus– Metadata requirements– Legislation & privacy (Who has accessto info? How long to retain info?)Joint Application Design
  2. 2. Workflow Definition – [Process Name / Workflowname]May 8, 2013 2 of 10Process -> Workflow -> Activity• Process – a series of related workflows that producevalue for an organization– Typically involves multiple roles & multiple business units– E.g.: Corporate Procurement• Workflow – a series of related tasks required to completea portion of a process– May involve multiple roles & multiple business units– E.g.: Process Purchase Request• Activity – a single piece of work that must be completedin order to allow a workflow to progress– Involves single role & single business unit– E.g.: Initiate Purchase Request
  3. 3. Workflow Definition – [Process Name / Workflowname]May 8, 2013 3 of 10Client NameProject NameProcess Name – Workflow NameWorkflow Definition Specification
  4. 4. Workflow Definition – [Process Name / Workflowname]May 8, 2013 4 of 10Document ControlVersion Date Author Comments1.0ApprovalApproved By (name / title / Org) Signature Date
  5. 5. Workflow Definition – [Process Name / Workflowname]May 8, 2013 5 of 10Workflow IdentificationWorkflow IDWorkflow TitleWorkflow Owner1Parent Process IDParent Process TitleParent Process OwnerWorkflow SummaryProvide a summarized description of the workflow. Include any relevant assumptions, business rules, constraints, andbusiness drivers.[Summary description]Workflow OverviewThis section can be started prior to starting the Activity Definitions, but it is recommended to complete the ActivityDefinitions prior to completing this section.Business Rules: List the business rules that affect this workflow.1.Stakeholder Org Units: List the Org Units that are affected by this workflow.Org Unit Name Affected How? S or P2Starting point(s): List the starting points / conditions / triggers that initiate this workflow.1.Inputs: List the inputs to this workflow (details will be provided with the Activity profiles).1.Activities: List (in order) the activities that occur as part of this workflow.1.Outputs: List the outputs of this workflow (details will be provided with the Activity profiles).1.1Owner refers to the Business Unit that has overall responsibility for the Process or Workflow2S or P = Stakeholder, Participant
  6. 6. Workflow Definition – [Process Name / Workflowname]May 8, 2013 6 of 10End point(s): List the possible end points of this workflow, including conditions.1.Forms: List the forms used in this workflowForm Name Form Description Paper orOnlineReports: List the reports produced by or required for this workflow.Report Name Report Description ReportFormatReportFrequencyRoles & Groups: List the User Roles & Groups that participate in this workflow.Role Group Access(CRUD3)Interfaces: List interfaces that are relevant to this workflow.SystemNameSystem Description I/O/B4Data or ContentTransferredKPI’s: List performance indicators measured for this workflow.KPI Name KPI Description KPI Target Value3CRUD = Create, Read, Update, Delete4I/O/B = Inbound / Outbound / Bi-Directional
  7. 7. Workflow Definition – [Process Name / Workflowname]May 8, 2013 7 of 10Workflow DiagramsFigure 1 Sample Workflow Diagram
  8. 8. Workflow Definition – [Process Name / Workflowname]May 8, 2013 8 of 10Figure 2 Sample Workflow Diagram 2
  9. 9. Workflow Definition – [Process Name / Workflowname]May 8, 2013 9 of 10Activity DefinitionsMake a copy of this table for each activity in this workflow.Activity IDActivity TitleActivity Description Provide a description of the activity, including its justification (why it occurs).Parent Workflow IDStarting point(s): List the starting points / conditions / triggers that initiate this activity.1.Inputs: List the inputs to this activity.Input Name Description Source FormatOutputs: List the outputs of this activity.Output Name Description Destination FormatEnd point(s): List the possible end points of this activity, including conditions.1.Business Rules: List the business rules & exception handling options that affect this activity.Business Rule Description Exception Handling
  10. 10. Workflow Definition – [Process Name / Workflowname]May 8, 2013 10 of 10Executed By Indicate the user role/group that executes this activity.Execution Mode Indicate who executes the activity and how it is executed.Execution Type(Manual, Automated,External System)Execution Actor(User Role & Group or System Name)KPI’s List the performance indicators measured for this activity.KPI Name KPI Description KPI Target ValueForms List the forms used in this activity.Form Name Form Description Paper orOnlineReports List the reports produced by or required for this activity.Report Name Report Description ReportFormatReportFrequencyData Inputs List the data fields used as inputs for this activity.Field Name Description SourceData Outputs List the data fields populated or updated by this activity.Field Name Description Target ValueContent Created List content created by this activity.Name /DescriptionType(E/P)FileFormatClassification, FileplanDetailsRecord(Y/N)Storage Location

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