Automated workflow and document management use cases

CAREWAY INFORMATICS | 40 HINES ROAD, SUITE 160, KANATA, K2K 2M5
Automated Workflow Business Process
Management and Document Management
- Use Case Examples

Automated Workflow Business Process Management and Document Management
Contents
1 Introduction ..........................................................................................................................................2
2 Hip and Knee Patient Pathway..............................................................................................................3
3 Health Records Processing..................................................................................................................18
4 Employee On-boarding.......................................................................................................................22
5 Accounts Payable Workflow ...............................................................................................................34
6 Attestation Workflow .........................................................................................................................40
7. Additional Features and Added Value……..…………………………………………………………………………………….49
8 Fixed Period Optimization...................................................................................................................61
Note: Organization names in these use cases are for example only. They are used as resprentative
names only and do not in any way represent actual business processes.

1 Introduction
This document describes a number of business processes in terms of the automated workflow engine.
Each business processes is described utilizing the e5 workflow tool.
Sample Use Cases
► Hip and Knee Patient Pathway: This describes an example of the management of process for a
QBP based on a hip or knee replacement. It follows the patient from the creation of the surgical
until the post-patientfolow-up
► Health Records Processing: Daily process performed by an employee to retrieve the charts of all
the discharged patients and return them to Health Records.
► Employee On-boarding: The process for bringing an a new employee into the organization
► Accounts Payable: The process for procesimng the approvals to pay an invoice.
► Attestation Workflow: The process for completing the attestation process in an
organization.
The last section presents an overview of the additional in e5 including the design studio,
workflow monitoring and overall process management.
Benefits Realization
1. Increasing operational efficiency and effectiveness through automated business process
management and case handling and enabling deep integration with existing assets such
as email, Document Management Systems, HR, Financial, HIS and other clinical and office
productivity suites and solutions.
2. Bring clarity and efficiency to the authentic record for both business decision making and
legal accountability with an end-to-end workflow solution that can encompass and
automate the policies and procedures across an organizations’s clinical and administration
portfolios.
3. Leverage existing investment by complimenting and augmenting existing systems and
processes not replacing them.
4. Provide an ongoing platform for RVH’s to automate business processes, policies and
procedures across all its business and clinical functions.

2 Hip and Knee Patient Pathway
In this scenario the initial user is going to create a Quality Based Procedure record and then various
tasks will be used to control the path through the workflow.
The first thing that needs to be done is to create the record itself. In this example we create the record
manually but equally this could be a trigger from an external system to create this new QBP record.
We firstly need to navigate to the ‘Hospital’ home page in SharePoint. Once arrived a landing page is
shown containing a search. This will show existing QBP records and the status that they are in and the
next task that is due to be done if the record is active. Other fields are shown to and this screen is flexible
in the sense that fields added to e5 can generally (there are a couple of exclusions) be added to both the
search criteria panel and the search results panel.

The next step here is to click the ‘Launch Work’ button as shown above, this will start the creation of a
new record. As stated before we are doing this manually however equally this could be automated.
We then use the Launch button to actually save the newly create work item.
Note: that we get a role of Admissions at this point, as it would likely be a user from the Admissions team
that would be doing this.

At this point in the workflow there are several things that happen, all these things are contained with the
workflow in e5 Studio. Firstly we initiate the H&N Order Set, this has been built as a custom activity in e5
Studio. This is effectively a building block that can be re-used and dragged onto the workflow designer
when required.
An email is sent containing the order set to the admitting physician. Emails in e5 are based on templates
so it is possible to put data from e5 into the email as well as attach files etc.

We also set a start date on the record at this point, this is a ‘Set’ method on the workflow which is achieved
by dragging the field onto the workflow designer in e5 Studio. It is also possible to go a ‘Get’ and a ‘Switch’
on the value simply by dragging the field onto the design interface.
The workflow is then configured to do the ELOS calculation. Again we have built a custom activity that can
be re-used here. The custom activity takes parameters of age, gender and diagnosis and then would call
an external service or database to return the ELOS value.
In the next step we assign the work, the record is assigned to the nursing manager so that they can then
carry out their steps. We then diarise the work which in e5 is effectively putting it on hold, the reason we
do this is that we do not want anything further to happen until Day 2, so the diarise period here is only
set to one day.

As shown below if you return to the main search page the e5 Status has been set to ‘Diarised’ and
therefore that record would not normally be presented to the nursing manager who would be looking for
‘Active’ items to process.
What would usually happen next is that e5 has a monitoring process known as the ‘e5 Event Service’ which
looks for work where the current date has gone past the ‘Diarised To’ date. If this happens the service re-
activates the record and sets the status ‘Active’ so that it comes back into the queue for processing. In our
example we don’t want to wait for this to happen so we click the ‘Activate’ button which carries out the
same function as the system only manually.

The system now prescribes the tasks that the nursing manager needs to do and these are shown on the
‘Tasks’ tab in e5.

In this case we are looking at the checklist of tasks for the nursing manager to complete. We have defined
these as being in parallel which means that they do not have to be ‘Completed’ in order but all need to
be ‘Completed’ before the next task will be prescribed in the workflow.
If we want to on tasks we can add extra fields to collect data as part of that task. Checklist Task 2 above is
just a ‘Complete’ tasks, i.e. clicking the button is all that needs to happen to indicate the task has been
done. Checklist Task 1, as shown below, has examples of extra fields that might be captured if required as
part of the checklist task.

NOTE: the small icon shown next to checklist task 1 allows a link to an intranet or web page that may
provide useful information to aid in the completion of the task. These are optional and can be defined on
each task.
Once all three checklist tasks have been completed the workflow prescribes the next task which is
Determine Discharge Destination. This task would typically carried out by the Discharge Team so at this
point we log into the workflow as ‘Gary Bennett’, to illustrate this. As shown below the user is presented
with a choice between Inpatient Rehab and Home and depending on what is selected will send the user
on a different path in the workflow.

If ‘Home’ was selected then the next step is to prescribe another task to facilitate the setup of a discharge
physio appointment. The system adds the new task and as shown below on the right hand side is a link to
the e-Referral system and this equally be another web form for outpatient rehab.
In this example we have simply popped up a new page with basic text to illustrate how the e-Referral
system could be shown. The user would carry out their tasks and then close the page to return to e5
where they would complete the task as normal.

The next task that is prescribed here is Create Discharge Package. In this case we will browse on the file
system to find the documents to upload but it might also be the case that these documents can be
generated by the system from templates.
Using the ‘Attachments’ tab the user can Add one or more documents by browsing on the file system to
find each document and then using ‘Upload and Attach’ to upload the document to e5 and to attach it to
the record. Once attached the documents can then be emailed using e5’s Send Email facility which works
via Microsoft Exchange and Outlook.

Once done the Create Discharge Package task needs to be completed. The following screen will be shown
with the Discharge Patient task. Complete this tasks and the workflow will set the QBP End Date on the
record and Diarise the record for a given period. This period is the time to wait until a Post Discharge Call
needs to be made and at this date the system will make the record Active again.

Here back on the search results our record has been set to Diarised and the End Date has also been set.
To simulate the system re-activation we need to open the work item and use the “Activate’ button.
Once we do this a new task will be prescribed for the Post Discharge Phone Call and a comments field is
available to type in any notes. Further fields and data could be collected at this point if required.
We then use the Complete button to finalise this task and this will actually complete the workflow. E5 will
change the status of the work to ‘Complete’ to indicate that there is nothing further to do with this.

If you go back to the search results you can see that the e5 Status has been set to ‘Complete’
We are now going to follow the other route for choosing Inpatient Rehab as the discharge destination.
A new task has been created for ‘Create Transfer Form’ and on the right hand side there is a ‘Create
Document’ menu that we can use to generate a new Word document from a template. Click the Create
Document link to begin the process.

The following dialog appears which allows use to choose a Word template from which the new Word
document is going to be generated. In the Word template you can use merge fields to pull data from the
e5 record and populate the data in the new Word Document.
Select the desired template and click OK to continue.
Here the new Word document has been generated and some of the data populated from the e5 record
into the new document.

The Create Transfer Form task can now be completed and the next tasks are another parallel set of tasks
for the Transfer Checklist. These do not have to be completed in order but all of them need to be
completed to move onto the final step in the workflow.
Once all three Transfer Checklist tasks are done this workflow ends, the QBP end date is set on the record
and the e5 Status is changed to ‘Complete’
See the search results below showing the completed work item with the QBP End Date also set.

3 Health Records Processing
Daily process performed by a Chart Management Employee (CME). Process is triggered by time.
Employee receives via email a list of discharges (identified by account#) by location of the previous day.
The list is generated by a database query. CME picks up charts from each location and uses a mobile
form to enter the account #’s of retrieved charts. Behind the scenes, the retrieved chart is matched with
the “to-pickup” list, and its database status is changed to “retrieved”. At the end of the units rounding,
the CME enters ‘rounds compete’ using her mobile form. Behind the scene, a reconciliation process
determines if all charts on the list were retrieved. If yes, the workflow ends. If no, the list on un-
accounted charts is emailed to a designated email account, and the process ends.
The scenario starts with a list of patient discharges (list of account numbers) created. This list will be sent
to the e5 Launch Service which will pick up the list file and create a Discharge List item in e5 which will
contain a grid with all of the account numbers in it. It will also have another field to indicate whether the
chart with that account number has been retrieved or not.
In the example below the list of account numbers has been added to the grid. Note that initially all the
Chart Status fields are set to ‘Not Retrieved’ as the charts have not been collected yet.

In addition for each account number that exists in the list a ‘child’ work item will be created to represent
each discharge item. In the ‘Related’ tab in the example above you can see a Discharge List Item has been
created for each existing account number. The e5 workflow system would have created these
automatically when picking up and creating the ‘parent’ record derived from the Excel/CSV file.
The CME then enters the account number into the search box. ‘Discharge List Item’ should be selected for
the Category and the date of the list on which the item was included can be selected too. Underneath the
result will appear meaning a chart exists with that number. The CME clicks on the folder to open the item
to action it.

All the CME need then do is click the Complete button as shown below to indicate that this chart
number has been retrieved.
Once we return to the ‘Parent’ list we can see that the chart has been marked as Retrieved. The above
process would be repeated for any charts retrieved. When the round of chart collection is complete the
CME clicks the ‘Complete’ button and this attempts to finalise the Discharge List work item.

If all the Chart Statuses in the grid are set to ‘Retrieved’ then no further action is required. If there are
some grid items that say ‘Not Retrieved’ then an email will be sent to an account to indicate this is the
case and then the process ends.

4 Employee On-boarding
Employee on-boarding: This process is triggered when a new employee sends in the sign acceptance
letter. The steps of the process include: HR enters employee demographics and job title in the system
through a web form. The department manager is emailed. The department manager specifies the access
that the employee needs using a web-based form. Based on the selected items, the access order is sent
to IT, telecom, etc. The mandatory training checklist is created and emailed to the employee’s newly
created account.
In this scenario an acceptance letter will be sent from a new employee, HR will need to record the
demographic details for the employee. The various access orders will be issued, for example to IT or for
Telecoms. These will be sent to the various department for the data to be input. Once all completed a
training checklist will be sent to the email address of the new employee.
In the first instance an email is created, the new employee would then attach the acceptance letter to the
email and send it in to HR.
At this point we then login to e5, in this case we are logging is as ‘William Smith’ who is a member of the
Human Resources department.
Here we can see the On Boarding Request has arrived, there are two attachments one for the email and
one for the attached Word letter.

When we open the work item and are logged in as ‘William Smith’ then we can see that the role given to
the work is ‘Human Resources’. On the right hand side we can see the email that has been converted to a
pdf and stored against the work item as well.
We can also browse to see the acceptance letter that was sent in, because this was a document Word
itself will open to show the letter.

The HR user will then fill in the employee demographics on the left hand side and then complete the task
(using the ‘Complete’ button) to indicate this has been done. An audit trail of task completion will be kept
under the history tab.
The work item is then allocated to the Department Manager to specify the access orders that are required.
We now need to login to e5 as the Department Manager, in this example below this is ‘Jon Bolwell’

The next task to be prescribed and carried out is Select Access. As the detail text states before using the
‘Complete button’ the Department Manager should navigate to the ‘Related’ tab so that Access Orders
can be added.

Use the ‘Add’ button to add instances of any Access Orders that are required. In the example we have two
order types but it is possible in e5 to create as many of these as required. These access orders are created
as child work items of the parent OnBoard request, this means they can have their own workflow and be
routed to whichever department or users where the work will be carried out.

A new work item is created by clicking the Launch button as shown below. This new work item is for an IT
Access Order and would be routed to the necessary member of IT to be filled in.

A user from IT would then fill in the details, for example the new email address and account name.
We can then repeat the same process for the Telecom access order, launch and then the work would have
the details entered in the relevant department or by the appropriate user.
If we then go back to our related tab, we can see that the two new ‘child’ access order items have been
added under the original request.
We can then go back to the Tasks tab on the main OnBoard request and complete it using the button as
shown below. This will ‘diarise’ or put on hold the work item for a period of time until all the child access
orders have been completed.

If we return to the search results we can now see there are three work items, one for the main request
which is ‘diarised’ and then the two access order items that have been created.
The IT user opens the work item and fills in the necessary IT related details, once done the ‘Enter Access
Details’ task is finished with and the ‘Complete’ button should be used. The work item will then be
‘Completed’ in e5 and no further processing will be required.

The Telecom access order is completed in the same way by the appropriate user.

Both the access order items will then be marked as e5 status of ‘Completed’ which means there is no
more processing required.
If all the access order items are complete then the On Boarding request will also get completed.

Finally once all is completed an email containing the Mandatory Training checklist is sent out to the new
employee.

E5 Studio - On Board Request Workflow

5 Accounts Payable Workflow
The following shows some of the Accounts Payable functionality that the e5 Workflow solution is able to
offer. The image below shows an SLA Monitor which is a graphical representation of the work that is in
the system. In the example below the graph shows Invoice With PO and Invoices Without PO and the bars
are both green indicating the work is within SLA levels.
Underneath the SLA Monitor are the results grid, each row representing an invoice in the system. It is
possible to filter the work by clicking on the graph, for example if you clicked on the With PO bar in the
graph only that type of work (Invoices with PO) would be shown below. This represents another method
to find work in addition to the usual search criteria page that drives the search results.
To open an invoice we click on the small folder on the side of the results grid, this will open the invoice
Meta data and the accompanying invoice image as shown below.
In this example we want to look up a supplier from the lines of business finance system. The user is able
to choose the small lookup icon as shown in the red box on the image below.

This will then open the search dialog, text for searching can be entered into the fields and then the search
button used to lookup into the finance system and retrieve the suppliers. From the grid the supplier can
be selected and this will pull the supplier back into e5 and populate the data on the work item.

Another key function of Accounts Payable is GL Coding of the line item on the invoice. To carry this out
the user navigates to the GL Coding tab on the work item in e5. As shown below a grid is displayed into
which one or more coding lines can be entered.

The user will click the pencil icon in the grid to edit the record and the first stage is to enter the GL Coding.
The amounts can also be entered, if there is more than one line required the ‘Add Line’ button can be
used to insert a new line.

In this example below the field Natural Account has been entered and when the user clicks the tick button
to save the line the validation runs. In the example shown the Natural Account is only four characters and
six have been entered resulting in a validation message being displayed.
NOTE The GL Coding fields shown below are just an example and the GL Coding fields would be
determined based on the requirements.
Here the validation message is shown indicating that the value entered is not of the right length.

In this example the GL Code has been entered however a check is being run against the financial system
and it has been determined that it is not a valid GL Code.
Once the code has been entered correctly the Approve button is selected and further validations run, for
example checking that the totals on the invoice lines add up to the total amounts from the invoice. If all
the validations are successful then the invoice data is exported to the financial system. This export might
occur via a web service, a text export or direct database access either to the financial system or to a staging
database.

6 Attestation Workflow
The following describes an example of how the Attestation Process Flow might be modelled within the e5 automated workflow solution:
Work Queue and Search: The screen below is a ‘home’ page or Search screen which the users would arrive at in order to be able to look for work. The user
can insert search criteria in the top area and the search results are displayed beneath. The majority of fields that are created in the e5 Workflow product can
be added to the search criteria and indeed to the search results grid as well.

Create Work Item: In this particular flow we will need to create a new work item to represent an
Attestation Document that needs to be signed and approved. In the following example we are going to
do a manual creation of this work item but equally e5 can ingest and create work from the file system or
from email. On the Search Criteria ribbon bar as shown above we select the ‘Find Options’ tab and then
select ‘Launch Work’ to create a new Attestation Document work item signing request.
Launch Work: Choosing `Launch Work’ creates a new instance of our Attestation item and we then choose
‘Launch’ as shown below to permanently save the new work item and start the workflow.
Attach Attestation Document: We now have our Attestation work item and at the bottom in the Work
Tabs section there is a tab for Tasks. Tasks are prescribed by the workflow behind e5 and indicate to the

user the action or tasks that they need to perform. In the example below the user is being asked to upload
the Attestation Document that needs to be signed into e5.
The next step therefore is to perform a manual upload of the document and to that we navigate to the
Attachments tab at the bottom of the work item as shown below. Once there we select the ‘Add’ button
to launch the dialog to be able to browse for the Attestation document.

The Upload Attachments dialog is displayed and therefore we need to browse to the folder on the
computer where we have our document. In this case there is a document called ‘test.pdf’. This document
has been prepared with a digital signature field on it ready for signing.

We select the ‘Browse’ button, navigate to the folder, select the document and choose open to indicate
to e5 this is the one that we want. Finally we choose the ‘Upload and Attach’ button to actually attach
the document to the e5 Attestation work item. The document itself is actually stored in a SharePoint
document library.

e-sign document: e5 Workflow will then display the Work Attachment Viewer window alongside the already existing work item and will show the
pdf document that has been uploaded. On the right hand side in the image below you can see the signature field in the pdf ready for signing. We
can now select the ‘Complete’ button on the task as shown below to indicate this task has been completed and we want to move on in the
workflow.
Assign Cost Centre: The next task that has been prescribed is one where we need to select the Cost Centre. This is important in the process as
this determines the hierarchy of approval that is required and which user the Attestation Document is going to be routed to for signing.
NOTE: The Cost Centre is coloured red because it is mandatory, it is possible to configure mandatory fields throughout the e5 workflow solution.

Once a Cost Centre has been selected the workflow check the hierarchy to determine the next
approver/signer that the work item needs to be routed to. In this case it will be the first signer and the
work is allocated within the workflow to that user. In addition the workflow sends a notification email to
the user to indicate there is an Attestation that needs to be signed. Emails are driven by templates in e5
and the content can be totally customised and can also include data fields from the e5 workflow system.
The image below shows an email and also in the red box the small icon is a link which the signer can click
and it will take them directly to the Attestation work item in e5.
The user clicks on the link and the Attestation work item is shown as below.
On the work item below we can now see that the Task show ‘Sign and Approve Attestation’, the Sign
Document option on the right is then selected and the system applies a digital signature to the pdf
document.

CareWay Informatics Inc.—CONFIDENTIAL/PROPRIETARY 48
In this image the pdf document has now been digitally signed and the document itself saved back to
the SharePoint document library. The user would then use the ‘Complete’ option on the task and the
workflow would continue. The approval hierarchy would then be rechecked as part of the workflow, if
another level of signing is required the work item would be assigned to that user, an email sent to
indicate the document needs to be signed and a new task prescribed for the user to complete. If no
further signing is required the work item would be marked as in ‘Complete’ status.

7. Additional Features and Added Value
Graphical Process Flows
Business process mapping allows an organization to exactly define a process – who has responsibility,
what steps will be performed, what standards of completion are required, and how success is defined.
The result of process mapping is a workflow illustration that visually represents all activities including the
handling of exceptions.
The business analyst uses a simple drag and drop interface to define processes.
Components of the process can be easily dragged and dropped into the graphical representation of the
workflow.
The diagram on the next page is the QBP Hip and Knee workflow in e5 Studio. The e5 Studio is used to
build the workflow using a visual toolkit.

Microsoft SharePoint Integration
Microsoft SharePoint has become a popular technology for sharing, storing and managing documents,
images and other structured and unstructured content.
The e5 Workflow solution uses SharePoint libraries for storing documents. It also uses SharePoint web
sites for displaying and sharing information as well as SharePoint groups for security and authorisation.
Combining SharePoint with the e5 Workflow Platform lets you seamlessly present the correct content to
participants in a process at the correct point in a process, without requiring them to search for documents
or be aware where the content is physically stored.
Reporting & Dashboards
Graphical dashboards and reports provide real-time visibility of workload, productivity and compliance
with SLA’s.
e5 Workflow reporting allows RVHS to predict the optimum workflow. e5 Workflow Insight provides the
business analysis tools you need to measure productivity improvements in real-time using monitors and
reports.
Real time displays show the service levels at any given moment.
Breaches and potential breaches can be managed as soon as they are seen. Drill down from the monitors
to individual tasks. Authorized users may also:
 Monitor changes in individual productivity.
 Monitor ‘face-time’ to process a work item.
 Monitor volumes of work in each area of the business.
Communication with Other Systems
The e5 Workflow solution wraps around and interacts in both directions with existing Line of Business
systems. The solution can use numerous integration approaches from exposing or consuming web
services through to direct access at the database table level.
Merging and Cloning
The e5 Workflow solution allows authorised RVHS users to clone or merge work items. Merging is
especially useful in those situations where a Supplier issues a replacement invoice and the properties and
audit trails of the separate work items needs to be combined.
Cloning is performed where a single work item needs to be divided into two separate, parallel processes.

Integrated Outgoing E-mails and E-mail Listeners
Incoming e-mails can create new work items automatically and require no additional effort from the user.
 Outbound documents and e-mails can be generated automatically using standard templates.
 e5 Workflow Exchange Listeners generate and classify work items from incoming e-mails. Selected
data can be entered on the work item automatically.
 e5 Workflow Exchange Listeners monitor selected mailboxes and simple parameters control how
the e-mails are classified and processed when they enter the mailbox.
Any number of Listeners can be created, each taking different actions depending on the mailbox
monitored. Listeners monitor inboxes or sent items and attach e-mails (the email body is rendered as a
PDF image) to the work items as documents stored securely within SharePoint libraries.
Diarising Work Items
A frequent requirement in any processing scenario is the ability to put a work item “on hold” until another
event has occurred.
The process may need to wait for:
 Receipts to be received and recorded;
 A response to be received from a Supplier or other involved party; or
 A system condition (e.g. a purchase order update) to be completed.
The e5 Workflow solution allows any work item to be placed into a “diarised” state until a selected, future
date and time. The work item remains in this “diarised” state until the specified date, unless another
event occurs (e.g. an e-mail response related to the work item is received).
Automated Workflow Management
The e5 Workflow component of the solution provides immediate process visibility to authorized
individuals within the organization while maintaining a comprehensive audit trail of all actions taken and
each user’s interactions. e5 Workflow supports the entire lifecycle of business process management and
supports process modelling, process automation and workflow, process monitoring and process
optimisation. The highly configurable nature of e5 Workflow, allows organizations to create any number
of process management applications, from simple operational workflows through to complex workflows
such as Accounts Payable.
It also provides a predictive capability to provide an alarm if the job is likely to overrun, alerting staff to
the most urgent items in their work queue. Work can be allocated to individuals, roles, or groups. Users
can reallocate work for example if they are on holiday.

Document and Quality Control
Document and quality management is a critical aspect of many industries, specifically the healthcare
industry where delivering high quality patient care is dependent on following the appropriate policies and
procedures.
The proposed solution will utilize Microsoft SharePoint, as the document storage library and e5 as the
front-facing, intuitive workflow tool that allows users to seamlessly access required content from the
same interface. Combining SharePoint with the e5 Workflow Platform will provide RVHS with a Document
and Quality Control solution with the following functionalities:
 User access control
 Facility logic
 Document lifecycle management
 Version control
 Audit trail
 Automated workflow management
 Automated alerts and notification engine
 Document hyperlinks
 Meta data control
 Electronic approvals and signatures
 Form and Template Management
Workflow and Process Monitoring
The solution provides the capability to monitor real-time workload, productivity and compliance of the
applied workflows and processes.
e5 Workflow out of the box provides a Data Mart and Cube infrastructure, which can be utilized by BI
tools to create relevant KPI’s and Dashboards. These can be packaged as part of the RVHS users Dashboard
view alongside any other KPI’s / Dashboards they may have access to.
These dashboards and reports provide real-time visibility of workload, productivity and compliance with
SLA’s.
e5 Workflow Insight provides the business analysis tools you need to measure productivity improvements
in real-time using monitors and reports.
Real time displays show the service levels at any given moment.
Breaches and potential breaches can be managed as soon as they are seen. Drill down from the monitors
to individual tasks. Authorized users may also:
 Monitor changes in individual productivity.
 Monitor ‘face-time’ to process a work item.
 Monitor volumes of work in each area of the business.

Figure - e5 Process Monitoring Report
Risk and Productivity Management
Included with the solution is the e5 Business Intelligence Feature Pack. This feature opens up the ability
to apply data analytics on the Document Management System. Additionally this feature is built on the
Microsoft Business Intelligence Platform, which is available to RVHS through its existing Microsoft Suite
Assets. Reports will be available in e5, which run off SQL Server Reporting Services, with the KPI’s being
made available in a Dashboard in the BI tool. The reports will provide RVHS with an overview of the
progress of their processes, and highlight any areas that have not been completed in a timely manner, or
are still outstanding. This is a key attribute to monitoring compliance and readiness for accreditation
reviews.
The Data Mart and Analysis Services data model have several measures. Face time (the duration of time
in seconds that has been spent processing work) is included as well as counters for:
 assigned work
 diarised work
 rejected work
 re-indexed work
 quality assurance
Additionally Custom Work Properties are exportable to the Data Mart.

ODATA Service
The Data Mart ODATA Service enables developers to query core tables and report stored procedures
within the e5 Data Mart. The service is built using Open Data Protocol (ODATA); therefore all requests
must be made using the ODATA format.
Monitors
e5 provides 5 Business Intelligence monitors that are out of the box, when the BI Pack is installed. They
will enable the monitoring of the Document Management Workflows. Furthermore the monitors are
extendable to include any necessary reporting requirements. The following is the list of Monitors:
 e5 Work in Progress Monitor
 e5 SLA Distance Monitor
 e5 Work Processing Monitor
 e5 Work Item Life Cycle Monitor
e5 Work in Progress Monitor
This BI Monitor displays a graph showing, for a selected month and for each day of the month, the status
of all active work items at the end of day. The bar in the figure below shows the status of the work items
in real-time, which provides an updated view at the point of time of the request, which is displayed at the
top of the monitor.

Figure - Daily Work Item Status
The Daily Work Item Status can be selected for any month by specific Business Area, Policy and Workflow,
and can display any statuses from Launch, Active, Diarise and QA.

e5 SLA Distance Monitor
This BI Monitor displays a graph showing, for a selected month and for each category 3, how well SLA was
achieved.
Figure - e5 SLA Distance Monitor
The vertical bars range from highest to lowest SLA distance with a mark showing the average.
The SLA Distance is the length of time between when the SLA was started (usually when the work item
was created) until the work item was completed. Users can hover over the required Category 3 to see a
popup which displays the figures for highest, lowest and average SLA distance.
e5 Work Processing Monitor
This BI Monitor a graph showing, for a selected month and for each day of the month, the number of work
items launched, completed and in progress.
Figure - e5 Work Processing Monitor Dashboard

e5 Work Item Life Cycle Monitor
Figure - e5 Work Item Life Cycle Monitor
This BI monitor displays three sets of information:
Above the key is a series of statistics:
 Duration is the length of time since the work item was created to the present if active or up
until it was finalized (completed or rejected).
 Idle intervals (NVA) ’No Value Added’ is the number of ‘intervals’ when the work item has no
activity (i.e. FaceTime). The definition of an ‘interval’ depends on the scaling of the monitor. In
this case it is months or parts of months. The gap between any two face time bars is an interval.
 FaceTime (VA) ‘Value Added’ is the length of time a work item is opened within a given interval.
 EET minutes is a static figure entered against the classification as part of the configuration.
The top bar of the monitor displays the status of the work item as at the end of each interval (hour, day
or month as stored in the data warehouse). This scaling is dynamic and varies depending on the length of
time the work item is present in the system. The bars are colour coded according to the key. In the above
example it shows the work item was active until September when it was diarised.
The above workflow can easily be configured and augmented using e5’s workflow manager tool e5 Studio,
the following is what the aforementioned workflow would look like from a workflow perspective in the
designer.

Monitoring, Auditing and Control
This top view of the SLA Monitor shows the different Hospital types Quality Based Procedure and Chart
Management.
We can then drill down into the Quality Based Procedure and go down to a task level and see how many
items are waiting at each task.

Productivity dashboards and monitoring scorecards can easily be produced that allow transparency and
accountability in the running of the workflows:

8 Fixed Period Optimization
Wherever there are repetitive manual processes that need to be completed within a fixed period of
time, E5 can optimise and automate these tasks. E5’s work allocation management technology is a
highly configurable process management tool eliminating the need to write large amounts of code.
e5 work allocation management technology can be deployed
within months and benefits are immediate. Work items can be
delivered automatically to the right people, increasing
productivity and reducing costs - ROI is within the first 12
months of deployment.
At any stage of the process e5 enables users, supervisors,
managers and business owners to view their own work items.
Managers are able validate the status of individual transactions,
or as a group, to make informed business decisions from their
desktop. Using e5, business rules are systematically managed to
increase accountability and eliminate users moving away from accepted processes. Defining tasks, rules
and service levels in e5 will reduce business risk by preventing errors and achieving industry compliance.
Systematic work item management enables early identification of missing information for follow up.
This further improves the process and reduces risk of having missing or inaccurate information.
e5 is an enterprise wide business solution that provides the technology to manage and improve your
current work processes and optimise repetitive manual tasks.
Built as a platform tool e5 can also can be extended to integrate with other key productivity
enhancements that can be added seamlessly into the solution on an as needed basis:
 Document Capture and Conversion extension: Integration with document capture and
conversion.
 E-Signature integration: Integration with e-signature capability for workflow approvals.

Document Capture and Conversion extension
By adding an existing capture technology or Careway can provide a separate install for recognition and
capture, e5 workflow can be integrated to validate and correct data coming from manual based forms,
eliminating the need for paper around activities such as Accounts Payable. The diagram below
demonstrates the end to end capability which e5 as a central enabler for the automation of business
processes and workflow management.

Where possible, we will create an integrated team approach to address a
statement of work (SOW). This has positive benefits for both the client and
ourselves. We bring the expertise and you bring the knowledge.
[
Insights provide the detailed
information on service level and
productivity metrics to help
management identify opportunities
for change and continuously
measure the results of change.
Best Practice is built into
the processes so the business
can continuously improve
customer interactions and
measure how well they execute
on business processes.
Efficiency ensures the
optimum sequence of tasks
while simultaneously
reducing the human cost
associated with these tasks.
Resilience lets knowledge workers process
work from any location or server to ensure
ongoing completion of work within service
level timelines. Leveraging the Microsoft
Cloud infrastructure allows easy support of
remote workers and further shields the
organization from infrastructure failure and
natural disasters.
Agility is a key outcome of e5’s highly configurable
solution which ensures that process owners can see
the impact of a change in a process within a matter
of minutes. The highly configurable nature of e5 also
puts automated workflow design into the hands of
the business analyst, resulting in a highly iterative
change process guaranteeing the best project
outcome in the quickest timeframe.
e5 Workflow is a leading Microsoft-based, enterprise scale work
management optimization platform. Based on LEAN thinking
principles, e5 augments and transforms your current software
investments, turning manual processes into lean, streamlined
operations.
Why e5?
Leveraging your Microsoft Suite, e5 with Careway solution delivery services delivers a
dashboard-driven work management solution that incorporates intuitive processing
mapping software allowing your business analyst to quickly automate and continually
optimize the people process.
Every business with a highly-active front or back-office is faced with the same challenge – improving the
time to complete a piece of work while reducing processing costs. Coupled with ever increasing audit and
compliance requirements, the costs of doing business continues to spiral making this challenge even more
daunting.
e5 Workflow controls the flow of work by assigning the right task to the right knowledge worker at the right
time and by automating those mundane, repetitive tasks.
Every piece of incoming work is captured, classified and matched to the skill level required to successfully
complete the task. e5 manages what knowledge worker does what task next, empowering users to make
decisions and change work allocation on-the-fly, ensuring a quality outcome and compliance with service
level agreements (SLA).
e5 Workflow is built upon a foundation that embraces five key principles that, when
combined, ensure an organization realizes the best ROI and lowest TCO of any workflow
or BPM solution on the market.
e5 Workflow Key Principles

Many organizations have made
significant investments in Microsoft
technologies, particularly SharePoint,
SQL Server, Office 365 and Azure.
Leveraging Microsoft
(and other software)
Investments
e5 Workflow expands the collaborative capabilities of the Microsoft platform to provide the functionality required to
manage high volume, highly complex, time sensitive, ‘human touch’ business processing. Extending the Microsoft
platform with e5 ensures a single user experience across collaborative and transactional processing, a more simplified
implementation, and an ongoing support cost structure. By using the best facets of Microsoft and building the user
experience on a ‘cloud ready’ service layer, e5 can be extended and integrated with other existing software assets
including line-of-business systems, as well as industry-leading capture/ scanning, OCR, business process management,
document imaging, and content management systems.
The Benefits of e5
By leveraging the Microsoft platform,
e5’s easy, yet highly-configurable
solution can be implemented in a
matter of weeks and can deliver a
100% ROI in one year.
e5 empowers developers and business analysts to
collaborate to initially design and implement the system.
This means that the business is better engaged in the
solution building process. Once implemented, e5 puts
automated workflow design into the hands of the
business analyst eliminating IT support, costs and delays.
e5 delivers a dashboard-driven solution and provides a LEAN
framework to analyze, continuously improve and control
processes. With e5, the ‘as-is’ business process is easily
automated and based on dashboard metrics (delivered in a
matter of minutes), the business analyst can easily identify,
reconfigure and create the “to-be” process on-the-fly,
effectively using e5 as the re-engineering tool. This ensures a
higher quality implementation in short cycles and the
potential to realize productivity improvements up to 50%.
e5 can empower an organization to meet SLA Deadlines
100% of the time. e5 prioritizes and ensures that the most
urgent work is presented to the knowledge worker qualified
to best process it. Our customers have seen SLA compliance
move from 5% to 97% within 8 weeks of implementation.
About e5
e5 is a Microsoft® Gold ISV Partner and
offers e5 Workflow - a leading Microsoft-
based, enterprise scale work management
optimization platform.
Based on LEAN thinking principles, e5 augments and
transforms your current software investments to deliver a
dashboard-driven, work management solution. Incorporating
intuitive processing mapping software, your business analyst
can quickly automate and continually optimize the people
process.
Combined with Microsoft Windows® SQL Server, e5’s
integration with SharePoint and Windows Azure also
leverages and extends your investment in Microsoft,
allowing your organization to improve productivity and
quality, reduce cycle time, and realize the best ROI and
the lowest TCO of any other workflow/BPM solution.
e5 is globally distributed and implemented by selected
partners.
e5 Workflow is a division of Dataract™ North America,
Inc. e5 end-user customers include health insurers and
providers, life insurers, financial services organizations
and government agencies. Additional information on
e5 Workflow is available at www.e5workflow.com.
………………..……..………………..……..………………..……..……………....……..Copyright © e5 Workflow
1550 Tiburon Blvd, Suite R Upper Tiburon, San Francisco CA 94920

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