BaanDEM

White Paper

BaanDEM Workflow
 Contents
Introduction to concept 1

Product description 2

Architecture 4

Extended value of Baan Workflow 10

2
Introduction to concept

Workflow an introduction What is Workflow?

The continually changing demands of the market place force Workflow is the automation of a business process, in whole or
companies of today to reassess their business processes, in part, during which documents, information, or tasks are
organization, and technology. This calls for versatility and passed from one participant (end user) to another for action to
makes strict demands on the information infrastructure, which be taken based on a set of procedural rules.
must be flexible enough to follow the organizational changes. Before workflow processing is available for employees, the
In addition, modern information technology (IT) offers following steps are necessary:
important possibilities to support new and fundamentally • Analyze main business processes
different types of organizations, in other words IT enables the • Identify and specify analyzed business processes
processes of organizations. • Model business processes to set process definitions with the
Baan anticipates these developments by offering Baan Workflow BaanDEM Tool
as an integral component of BaanERP. Baan Workflow controls • Translate and export the process definitions and
and manages business processes in the form of Baan sessions corresponding organization models (employees, employee
and other applications. groups and roles) into the Workflow environment.
Whereas IT in the past was focused on task optimizing, When the set up procedure is complete, the employees become
workflow is focused on process optimizing. This is workflow users and are able to perform workflow processing.
accomplished by using workflow as a work-distribution tool,
as a process management tool, and as a process/task automation Definitions, acronyms, and
1
tool. abbreviations
The major task of a workflow system, in this case the Workflow
Management System (WMS), is well-defined and structured Term Description
business processing for automation and optimization purposes. CLI Common Line Interface
WAN Wide Area Network
A WMS: LAN Local Area Network
• Automates the flow of information DEM Dynamic Enterprise Modeling
• Simplifies the search for data XDR External Data Representation
• Controls the access to applications and resources RPC Remote Procedure Call
• Reduces the data transport time API Application Programming Interface
Baan Workflow 2 is a workflow management system used for WSA Workflow System Administration
controlling business processes, where the different activities are WMS Workflow Management Systems
represented by the Baan application or other applications.
Baan Workflow 2 fulfills all functions of electronic workflow
processing. In other words, of the business process
management. In combination with BaanERP, workflow is used
in the field of session, document, and information management.
 Product description
In this chapter the creation of workflow enabled processes in
DEM, the organization model, and the worklist handler will be
discussed.
Process modeling in DEM
Workflow enabled business processes are created in the
BaanDEM Tool. The creation of processes for workflow and
integrating them with underlying applications can be done
without having any knowledge of programming languages.
The integration of the workflow process and the underlying
application is accomplished from within DEM. This is done
by building a business process, consisting of a sequence of
activities, and linking the activities to sessions within the
underlying applications.
In DEM the actual process is built within the EME editor. Apart
from just building the sequence of activities and linking the
activities to sessions, workflow attributes and dynamic
conditions need to be defined. Workflow attributes transfer data
between the application and the workflow system. These
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attributes can concern the key part of the object being dealt
with in the process, for example, the order number. This data is
needed to let the workflow management system take dynamic
routing decisions (based on defined dynamic conditions), based
on for example order value, and information to display in a
users worklist, such as for example customer name.
Figure 1 Process definition with the DEM Tool
On each activity you can define different types of settings
specifically for workflow. When you link the different activities
to sessions you can also set different types of authorizations,
start up options, scheduling options, and estimation times for
each activity.
Some of the following settings by activity are possible:
• The start option allows different choices of start up mode for
the session linked to the activity, such as: Modify Record,
Continue, Get Defaults, Print Report, and Specific.
• The specific option makes it possible to select a session out of
the Specific sessions linked to that session.
• Execute on server means the task is started by the end user,
but executed on the server
• It is possible to allow the end user to skip activities or change
their priority
• A second process can be triggered to start out of the first
process
• There are several scheduling options. The activity can be
scheduled to the person who launched the process, to the
executor of previous activities in the process, to a specific
group of employees, to users with less work (the system
makes a calculation on amount of work items in the worklist
handler of the user and the estimated time it would take to
perform them), and so on.
• By using the multiuser function, it is possible to specify that a
specific amount or percentage of a group to whom the
activity is scheduled must perform the activity before it is
considered to be done. This is also dependent on the time
frame defined as elapse time. When elapse time expires, the
activity is scheduled to the manager if not enough users have
executed the task.
Organization modeling
The organization model represents the enterprise, or parts of an
enterprise, from an organizational perspective. In the organiza-
tion model, employees, employee groups, and roles can be
defined. In figure 2 an example of the process-role-employee
relationship can be seen. Employee groups, which is a group
of employees, is a new concept within the DEM Tool. It is
mandatory to use if the extended scheduling feature of a
process is to be used. For workflow, the organization model
supports the settings of authorizations, and makes it possible to
schedule tasks in a workflow environment based on modeled
characteristics.
In the DEM Tool, roles can be defined for the specific
tasks/skills that need to be performed in an organization. These
roles are then linked to the business processes and/or activities
that require these tasks or skills.
It is possible to limit the authorizations of the different roles.
There are several levels of authorizations that can be defined, by
linking the roles, to different processes and activities, and by
linking employees to the roles. The authorizations defined
during the linking of roles to processes and activities
automatically applies for the employee while carrying out tasks
from the worklist handler.

Export of DEM data to the workflow Worklist handler

system The worklist handler is the end user interface of the workflow
The processes, roles, employees, and all other data defined in management system. In the worklist handler the end user will
DEM that is relevant to the workflow system, needs to be see all tasks and processes they have access to and must be
exported and translated to the workflow system. The export is carried out.
done easily through an export session in the Baan menu The worklist handler is also the link to the workflow server
browser. which allows communication between the workflow users and
the central workflow engine.
The worklist handler being the main user interface of Baan
Role Assistant linked to activity 1 and 3 3
Workflow allows the end user to:
• Display the work items in multiple views with filtering
Activity 1 Role Assistant Employee 1
capabilities (worksheets) organized in folders.
• To manipulate the work item’s priority, target dates, re routing
to colleagues, and so on.
Activity 2
• View process instances and their status graphically with the
process instance viewer.
• Execution of work items (often through an application with
Activity 3 Role Manager Employee 2
the application start function).
• Attach notes to folders and to process instances (to transfer
Role manager linked to activity 2
remarks to other users).
Also a server version of the worklist handler exists for the
Figure 2 Role employee process activity link execution of automatic work items without user interventions.

Product
Description

Figure 3 The worklist handler
The worklist handler (see figure 3) contains a series of
worksheets (tabs) that represent different views on the worklist
for a certain user. The different worksheets can be created by
the user with the help of a filter, which makes the display
contain only the relevant records for this specific view.
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Each worksheet has three boxes:
• The left upper box, called Folder, allows the user to group
the process instances, for example by customer, by project, or
by order. Several actions, such as diarizing, resubmitting,
rerouting, and renaming are possible for the folders.
• The right upper box, called Process Instances, is connected to
the selected folder, and shows the process instance which is
currently being worked on. Actions such as launching,
diarizing, resubmitting and rerouting can be performed for
the process instances.
• The bottom box called Work Items of the Selected Process
Instance contains the work items which can be started for
execution of tasks. It is possible to start, skip, diarize,
resubmit, reroute, and reject the different work items.
Installation of the worklist handler
Before the worklist handler can be started it must be installed
on the client. The worklist handler requires an installation of a
Java package which must be installed separately. This is done
through an install session in the Baan menu browser.
Process Instance Viewer (PIV)
The worklist handler also contains the Process Instance Viewer
(PIV), which is a tool for graphic representation of the current
status of the process instances. Based on the processes modeled
by DEM, an image of the current process instance appears in a
graphic window.
Architecture
Baan workflow is a modular client/server system integrated into
the Baan environment.
The workflow components run through inter-process
communication procedures such as Remote Procedure Call
(RPC) and External Data Representation (XDR). The compo-
nents allow you to communicate independently from the
underlying hardware, the architecture of a local or wide area
network (LAN/ WAN), and the corresponding network
protocols.
The client/server architecture and the network architecture
work with data within the Workflow Management System
(WMS) that is available on different computers and at different
locations. If you process a workflow on a PC, you can integrate
data from a local UNIX computer as well as data from a WMS
on another location, town, country, or an intranet server.
 Workflow
Workflow Processing Modeling

Workflow Processing Client Dynamic

Worklist Handler Enterprise

Modeler
Run-time processing
Process Instance Viewer

Workflow Server

WorkFlow Engine

API WorkFlow Database

Applications Administration

Notepad Workflow

MS Word System Administration

BaanERP (WSA)

Figure 4 Baan workflow components

The main components of Baan Workflow are the Workflow Workflow engine
Server and the Worklist Handler which includes Process The workflow engine is the core component of Baan Workflow.
Instance Viewer. Both are connected through the Workflow It controls the workflow management on the server and
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Application Programming Interface. organizes any type of access to the workflow database.
Baan Workflow consists of the following modules: The following functionality is some of the general functionality
On the server side: of the workflow engine.
• Workflow Engine
• Workflow Database Processing requests received by client components
On the client side: The engine is linked to the user terminals through the workflow
• Workflow System Administration (WSA) API. Requests received through this interface are processed and
• Worklist Handler answered by the workflow engine. As the users of the client
• Process Instance Viewer systems don’t have direct access to the workflow data, the run-
A standardized interface: time system must make the data available on request. This gives
• Workflow Application Programming Interface you strict control of data and safeguards data integrity.
(Workflow API)
• CLI programs Distribution
• Tool Agent interface The workflow engine distributes the jobs among the users’
worklist handlers, while considering specified access and
Workflow server execution rights as well as comprehensive substitution
The workflow server consists of two components: planning. The engine also reroutes orders that are being
• The workflow engine executed. This saves the workflow user completely from
• The workflow database questions concerning responsibilities or official channels for a
business process.
They will be explained in more detail further on. All documents required for operating a business process are
submitted automatically to the respective user at the correct
point in time. The engine is responsible for controlling access
rights. Any access to workflow data is subject to access control
of the workflow engine.
 Executing activities
When a workflow user starts an activity instance from within
the worklist handler, the server is instructed to execute
prepared commands such as fetching and editing the data first.
Then all further sequences for the operations that must be
executed on the client are rerouted by the server to the
requesting worklist handler. The worklist handler starts the
respective application, such as a certain Baan session or any
other application, using these data. The engine is informed after
the activity instances started on the users’ terminals have been
executed. The engine carries out activity instances such as
saving data and sets the state following the activity to be
fulfilled. Thus the process instance gets a new status which
means that the following activities are now ready to be
executed. In other words, the activities are instantiated. The
workflow engine makes the respective entries in the users’
worklist handler.
Control of target dates
The workflow engine independently manages target dates and
deadlines. A target date or deadline specifies the punctual
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execution of certain operating steps. In case a target date has
been exceeded, the engine starts the processing steps that have
been modeled by the user in advance. You could, for example,
define the notification of the respective user after a first
deadline has been exceeded. You can also transfer the access
rights to another user automatically.
The workflow engine is also responsible for the resubmission of
a process instance at a specified date, at which time the process
instance with the corresponding work items will reappear in the
users’ worklist.
Workflow database
The workflow database looks after workflow specific attributes.
The data required for workflow control is filed in this database.
Workflow system attributes containing all control all relevant
data, and some of the workflow attributes (folder process
instances, and activity instance attributes) which contain
important information for the workflow user are also stored in
the database.
Most of the data stored in the database consists of data such as:
• Compiled process definitions, containing control information
for handling the process instances.
• The organization model and corresponding definitions of
access rights.
• Administrative information on individual process definitions
and references to attached documents, figures, spreadsheet
calculations, and other workflow data.
• Journals for generating statistics together with all executed
actions and finished process instances.
You can only access this information from within the
application (user programs) through the workflow engine,
which guarantees central access control. You can perform direct
queries through the interface of the chosen relational database.
The WSA tool gives you easier and more direct access to the
data.
The interface of the workflow engine to the chosen SQL
database is oriented toward the ANSI-SQL standard. It is,
therefore, easy to attach the workflow software to a new
database system.
Workflow client
Baan workflow has three client components, one for the
workflow administrator, and two for the workflow users.
The components are the following ones:
• The Workflow System Administration tool (WSA)
• The Worklist Handler
• The Process Instance Viewer
Workflow system administration
The WSA is the interface between the workflow administrator
and the workflow server. The administration is provided as a
tool for administrators, and is installed on the client side. By
using this tool, they administer the workflow database on the
server side. The administration tool provides a menu driven
access to the database tables.
Because all workflow attributes (process definitions,
organization models, activities, and so on) are stored in the
database, the administration tool enables both the control of
business processes, as well as fast intervention in the process
instances. If a workflow user makes an incorrect decision, the
administrator can revise it.
The WSA is responsible for the administration of all
organizational data. User/group data and access rights are
administered, passwords are determined, and substitutions are
planned. You can analyze states of process instances with
respect to resource consumption and generating some statistics.
Examples of the numerous statistics are analyses about the
average processing time, the average time needed for single
work items, the number of process instances, and so on. Apart
from these standard analyses, you can use several log files and
journals to observe and evaluate workflow processing.
Workflow
System Administration
Worklist handler
The worklist handler is the WMS component that is most
frequently used by the workflow users. The users can see all
tasks and actions they currently must carry out. A combined
mask displays both a list of folder numbers to be processed and
a detailed list of the single work items that must be carried out.
Graphic control and elements and a clear menu structure
support the users in business processing.
The worklist handler can be switched into different modes:
• The worklist mode, used for activity instances that must be
operated at once.
• The resubmission mode for activity instances that must be
carried out later on.
The workflow engine informs the workflow users in the
worklist mode about actions that must be started. These work
items can be sorted according to their priority, so that users can
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see at once which work item is the most urgent one. Workflow
users can also define sort criteria such as folder numbers. From
this list of jobs, users can select the one they want to carry out.
In the resubmission mode, activity instances (for example, ‘Deal
with application’, or ‘Fill form’) can be diarized for a certain
period of time. Furthermore, the users can skip work items,
reroute them to other users, resubmit or reject them, and order
further information or statistics.
When an activity has been carried out, the corresponding
process instance is adapted automatically. New activity instances
can then be carried out. They are entered in the users’ worklist
handler according to access rights that have been defined in the
process definition during the design phase. Depending on a
users’ access rights, a process definition may completely
disappear from the worklist handler whose user has just started
the process instance. This dependency, however, also implies
that users are always allowed to start any of the activity
instances entered as work items in their worklist handler.
 Process instance viewer
The process instance viewer is a tool for graphic representation
of the current status of process instances. For this purpose, the
process instance based on the business process, modeled
according to the Petri net conventions, appears in a graphic
window.
To display the status of a process instance, tokens are placed on
those statuses that have been fulfilled last. The activity instances
that follow the marked states must be carried out next. So, the
process instance viewer represents an important information
tool for the users. At any time, users can get graphic
information on the process instance status. The workflow
administrator can monitor or supervise the status of a process
instance, for example, you can find out why a target date has
been exceeded.
Moreover the process instance viewer can be started from
within the worklist handler. It displays the Petri net of the
process instance for the present folder.
Workflow interface
Server and client components are linked through the Workflow
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Application Programming Interface (Workflow API). The
administrators can also use special CLI commands to get direct
access to the workflow database or to start special operations.
With the Tool Agent Interface, Workflow Processing Clients and
other external applications can communicate with the workflow
engine. Parts of these interface components are installed on the
server side and the client side.
Workflow application programming
interface (Workflow API)
The workflow API is an interface to the workflow engine on the
supported client platforms. It is the main interface from the
client to the workflow engine and to the workflow database.
The workflow API consists of a library of C-functions with
which the services of the workflow engine can be used. These
services include access to the contents of the database and help
start both new process instances and activity instances.
Using this interface, C-programmers can develop their own
applications that communicate with the workflow engine in a
quick and efficient way. The workflow API is also used for the
requests to the workflow engine in a quick and efficient way.
The workflow API is also used for requests to the workflow
engine by applications installed on the same computer on
which the engine is active. All client programs supplied together
with WMS (such as the worklist handler and the process
instance viewer) use the workflow API as a link to the workflow
server.
This common and exclusive interface to the workflow engine
can be used by all applications and thus guarantees reliable
access control.
The server function exists as a functions library in the workflow
API. There is one function for each module operation. The
interface provides no direct access to global data structures but
a handle is administered for each connection that is established.
As a result, the link between client and server is restricted to
the parameters of the C-functions of the workflow API, which
leads to better maintenance of the workflow applications.
Moreover, from a client operation, you can make multiple use
of the server.
Command line interface (CLI)
The command-line interface provides a variety of Help
programs that can be used for implementing process
definitions. The CLI contains programs for handling process
definitions. The CLI contains programs for handling process
definition files or triggers. These programs can be started easily
as a command from a command shell. Additionally, they are
important as commands in the activities of the process
definitions. This considerably simplifies the workflow-
controlled handling of the workflow attributes.
 Tool agent interface
The tool agent interface provides the tool agent manager and
several tool agents. These software components serve for
communication between the workflow engine and the workflow
processing client or other external applications.
A tool agent summarizes similar operations under a unique
name. A tool agent executes process commands and actions
respectively. It embodies the integration of external functionality
into the workflow system. Tool agents can be added both
statically and dynamically. New tool agents are added
dynamically by means of resources that are given in the
configuration file.
The tool agents are administered and controlled by the tool
agent manager.
Tool agent interface
Extended value of Baan Workflow
Some of the main benefits of using workflow are:
• Insight is given into process status information resulting in
more effective use of time
Workflow monitors and registers the status of a business
process while it is being performed. So when asked if the
goods have already been sent to the customer, it is possible
to view the process status and give an answer immediately.
• Identifies bottlenecks
Workflow management helps organizations to identify
bottlenecks in the process execution by monitoring the
progress in each step of the process.
• Reduces processing times and increases throughput
Workflow will automatically distribute the work to the
correct user at the time when it is due and when all
preconditions have been fulfilled.
• Exceptions are made visible
Due to the fact that all status changes of processes and
activities are recorded by the WMS, exceptions don’t go
unnoticed. This leads to faster identification of inefficient
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processes, which allows you to remedy the problem faster.
• Supports business process reenginering
Business logic is removed from the application and defined in
the workflow process. The application becomes more
adaptive to changing business requirements as the changes
are easily introduced in to the processes.
• Workflow Management offers mechanisms for controlling
and monitoring business processes in terms of:
• Workload
• Work Orders
• Capacity
• Duration
• Processing Time
 L000409US1_0100 ©2000 Baan Company N.V. All rights reserved. Production: Coers en Roest, Arnhem, The Netherlands.
Corporate Profile

Founded in 1978, Baan Company (NASDAQ: BAANF; ASE: BAAN) is a global provider of enterprise business solutions. Baan
Company offers a comprehensive portfolio of integrated services and best-in-class, component-based applications that span an
organization’s entire value chain including E-Business and Web Commerce, Customer Relationship Management, Enterprise
Resource Planning, Supply Chain Management, and Corporate Knowledge Management. Deployed at more than 12,000 customer
sites worldwide, Baan Company solutions enable organizations to drive strategic business growth, improve business processes,
reduce operating complexity, and increase corporate flexibility.

Baan Company has dual headquarters in Barneveld, The Netherlands and Herndon, Virginia, USA and can be found on the World
Wide Web at www.baan.com.

No part of this document may be reproduced and/or published by print, photoprint, microfilm or audiotape, electronically, mechanically or any other means, or stored
in an information retrieval system, without prior permission from Baan Company N.V. The information in this document shall not constitute and should not be con-
strued as a warranty of any kind with respect to the software described herein. Baan Company N.V. furthermore assumes no liability for any damages incurred, directly,
from any errors, omissions or discrepancies between the software and the information in this document.

Baan Company N.V., Baron van Nagellstraat 89 Baan USA, Inc, 2191 Fox Mill Road, suite 500

P.O. Box 143, 3770 AC Barneveld, The Netherlands Herndon, Virginia 20171, United States of America

Phone: +31 342 428888 Phone: +1 703 471 8785 (800-617 6525) www.baan.com

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