WORKFLOW DEFINED

A simple definition of workflow is that it is a collection of related tasks that are

collaborated on by multiple resources. A workflow engine controls the execution of a
defined business process. The sequence of tasks constituting a workflow could
execute over a period of a few milliseconds or run for months. Typically, business
processes last from a few minutes to several days. Because of this, workflows can be
thought of as long-lived transactions.

The concept of workflow has been around for quite some time, however it has
evolved considerably since its early days. Technologies like Java, XML, and the web
have made it easier to define and exchange information across applications. The
growth of the web has also had a major impact on workflow, since there is now a
ubiquitous platform to interact and participate in workflows. This empowers
businesses using workflow and makes workflow-based tools especially useful. As
businesses utilize the web more dynamically for e-commerce, and for interfacing with
customers, partners, suppliers, and employees, the use of workflow technology
becomes imperative. Using workflow encourages a business to capture and define
the processes it uses. Drala Workflow Engine makes it easy to modify process
definitions, which enables a business to evolve processes and respond to market
dynamics.

An example of a order processing workflow that can be automated is shown above.

Each node in this workflow represents a task. Tasks can depend on other tasks, like
Validation requires the completion of Order Placement before it can start. Some
tasks can proceed in parallel, like Inventory Check and Customer Credit Check. Tasks
may be automated (Customer Credit Check for instance), or they may require
manual processing. In general, a workflow could have a combination of automated
and non-automated tasks.

Workflow Defined
We define workflow as:

"Any task performed in series or in parallel by two or more members of a workgroup

to reach a common goal."

Note the words with emphasis:

Any Task: Which implies that workflow refers to a very wide range of business
related activities.

Series or in Parallel: Which implies that steps in the task may be performed one after
the other, or simultaneously by different individuals, or a combination of the two.

Two or More Members: Which implies that if only one person performs a task it is not
workflow. As the workflow name suggests, a task is workflow if it "flows" from one
individual to another.

Common Goal: Individuals participating in workflow must be working towards a

common goal. If they are working on independent projects, that does not constitute
workflow.

Since this definition may include tasks related to the physical production of goods
also, we use the term "business workflow" to emphasize that we are talking about
the automation of tasks other than manufacturing. We use the term "workflow" and
"business workflow" interchangeably throughout this document to refer to non-
manufacturing workflow tasks.

Examples of Workflow
Given the definition of workflow there are a very large number of business activities
in a organization which fall in the workflow category. These include :

• Purchase Orders
• Capital Appropriation Requests
• Employee Performance Reviews
• Weekly Time Sheets
• Loan Approvals
• Claims Processing
• Capital Appropriation Requests
• and many more

Structuring a Workflow Process

A workflow process is created as follows:

1. Define an activity, or task, which a workgroup needs to perform and the

business rules governing the activity.
2. Break the task down in into "sub-tasks," also called "steps." Each step
represents a well-defined list of things which are to be performed by one
individual and which are logically done together. A task may be broken into
steps in many different ways. This is where business judgment is required to
decide where to split a task into its component steps.
3. Decide the skill sets required to perform each step. This will specify the job
function(s) or individual(s) who may be called upon to perform the step.
4. Identify all external applications used to complete the task and determine if
there are manual steps that can be automated as part of the workflow.
5. Decide the sequence in which the steps have to be performed.
 6. If some of the steps are performed on a conditional basis, identify these steps
and define the conditions.
7. Lay out a "map" of the workflow which identifies the steps and the sequence,
or "flow" in which the steps are to be performed. Associate job functions or
individuals with each step.
8. Create the forms, documents and instructions which will be used by the
individuals at each step to perform the sub-task.

As you will notice, workflow involves a sequence of steps or a "process." The task
"flows" from one step to another based upon pre-defined rules and conditions. That
is why the term business workflow is often interchanged with the term "business
process," or simply a "process."

The Problem with Workflow Today

Before the advent of workflow automation, all workflow was manually implemented.
Typically the steps in a task required the participants to review a file with forms and
documents. After a participant has completed the review and filled out the pertinent
sections of the form, the file containing the form and documents was manually
routed to the person who has to perform the next step. The participants were trained
about the rules which dictate the routing, or instructions were provided in the file
folder itself. To track the status of the task one had to go around and ask where it
was. There was no easy means of finding tasks which are late, or lost in the
paperwork. And no one had any idea about the cost of the process.

So the major problems with manual workflow are as follows:

1. High dependence on paper.

2. Labor intensive
3. Susceptible to tasks "falling through the cracks"
4. No easy way of tracking status
5. No means of measuring process time and cost statistics

Workflow Automation
The pervasive use of Personal Computers, networks and e-mail has made it possible
to automate workflow. Computer software provides an excellent means of replacing
paper forms with intelligent electronic forms. Databases provide a means of storing
vast amounts of information which used to reside in file cabinets. Networking has
spawned e-mail, which in turn provides an excellent and almost instantaneous
means of routing information. And, finally the inherent computing capability of
computers provides a virtually unlimited resource to control, monitor and measure
workflow processes.

Essential Ingredients of Workflow Automation

Workflow automation is becoming a buzzword. There are numerous products in the
market that claim to be workflow enabled. Vendors take the liberty to label their
products workflow-enabled if they support rudimentary E-mail routing capabilities in
their applications. However, the difference between such capabilities and workflow
automation is the same as the difference between text editors and word processors.
We believe that to be classified as a workflow automation solution, an application
must have the following key ingredients:

• A means of designing workflow maps, preferably graphical.

• The ability to design the electronic forms for each step in the workflow map.
• The ability to incorporate external applications as part of the workflow
automation.
• The ability to link electronic forms to enterprise databases.
• The ability to design workflow maps with conditional routing and functions
based on complex business rules, preferably without programming.
• The ability to route the information gathered at each step to subsequent steps
based upon job functions, user names, or reporting relationships.
• The ability to monitor the status of workflow.
• The ability to measure workflow.
• The ability to simulate and test the behavior of workflow
• A workflow application must support many users and be highly reliable
• Workflow must be accessible internally and over the Internet and from a wide
variety of platforms.

Benefits of workflow

Automating processes using workflow results in improved efficiency and increased

throughput. Furthermore the discipline that is enforced by a workflow engine results
in more predictable system behavior since things don't fall through the cracks.
Process-based integration of systems makes it possible to automate processes which
previously was either not possible or required unnatural data sharing. This reduces
costs, streamlines processes and results in better process management and tracking.
Resources can be used more optimally with motivated team members focussed on
business priorities which match their skills. Dynamic monitoring of processes as well
as auditing of processes becomes possible. Using Drala Workflow Engine implies
reaping these benefits without having to expend a lot of effort, since the engine
manages the process for you.