INFORMATION SYSTEMS

Workflow Management Systems

Workflow Basics: Architecture and Applications

HICSS-35, January 7, 2002
J. Leon Zhao Associate Professor Department of MIS, University of Arizona Email: LZhao@bpa.arizona.edu
SIG on Process Automation and Management http://www.sigpam.org

Outline
1. Major Components of a WFMS 2. WfMC Architecture Standards 3. Example: Oracle Workflow System 4. Workflow as the e-Business Hub

HICSS 35 - Workflow Management Tutorial - J. Leon Zhao

Components of a Workflow Management System

Business Process Modeling, Workflow Definition Tools

Build Time

Process Model

Workflow Engine

Database

Run Time Applications & IT Tools

HICSS 35 - Workflow Management Tutorial - J. Leon Zhao

Build Time and Run Time Activities Build Time: Create the process model Create business rules Create User model Rule Time: Create process instances Route activities Control processes and activities
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Graphical Workflow Builder (Oracle)

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Worklist

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Work Item

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Monitor the Approval Process

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Workflow Monitor Allows Process Control

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Workflow Navigator to Launch Processes

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Outline
1. Major Components of a WFMS 2. WfMC Architecture Standards 3. Example: Oracle Workflow System 4. Workflow as the e-Business Hub

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Architecture of Workflow Management System

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Process Definition Model

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Relationships among Workflow Concepts

B u sin ess P ro c e ss (i.e.. w h a t is in te n d e d to h a p p e n ) is d e fin e d in a is m a n a g e d b y a

P ro c ess D efin itio n (a re p re se n ta tio n o f w h a t is in te n d e d to h a p p e n ) S u b -P ro c e sse s c o m p o se d o f

W o r k flo w M a n a g e m en t S y ste m (c o n tr o ls a u to m a te d a sp e c ts o f th e b u sin e ss p r o ce ss ) u se d to crea te & m anage v ia

A c tiv itie s w h ich m a y b e or M a n u a l A c tiv itie s (w h ich a r e n o t m a n a g e d a s p a rt o f th e W o rk flo w S y ste m ) A u to m a ted A c tiv ities

P ro c es s In sta n ce s (a re p re se n ta tio n o f w h a t is a c tu a lly h a p p e n in g ) in clu d e o n e o r m o re A c tiv ity In sta n ce s d u rin g e xe cu tio n w h ich a re re p re se n ted b y in clu d e a n d /o r W o r k Ite m s (ta sk s a llo c a ted to a w o rk flo w p a rtic ip a n t) In v o k e d A p p lic a tio n s (c o m p u ter to o ls/a p p lic a tio n s u se d to su p p o rt a n a c tiv ity ) 17

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Outline
1. Major Components of a WFMS 2. WfMC Architecture Standards 3. Example: Oracle Workflow System 4. Workflow as the e-Business Hub

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Oracle Workflow Components

AQ AQ AQ AQ AQ AQ

Directory Services Users Roles

Web Notification Worklist

Business Events System Notification Services Workflow Engine

Workflow Builder

Web Monitor IAS

Send Receive Raise

Send Respond Forward Cancel Query

Execution Definition Administration Monitoring Query Workflow Definition Files Workflow Loader

Web Analysis Tools

Admin Query

Mail Applications

Notification Mailer

Oracle Workflow Enabled Application

Browser Client

Application Server

Oracle server

Workflow Development Client

Workflow as Process Management Tool

Modeling the Business Process
How are Requisitions Approved What Happens After a Candidate Accepts an Offer

Automating Business Rules

What Functions Need to be Executed Who is the Next Approver What Happens if Somebody Does Not Take Action Who Gets Notified of Progress

Separation of Application and Process Logic

Changes in the Business Process Need Not Affect the Code
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Model The Business Process

Example Process: Requisition Approval

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Rule-Based Workflow Engine

Server Side Architecture Ensures Optimal Performance Oracle Applications

Oracle Workflow

o7 Oracle 8

Manages the Execution of a Business Process Immediate and Background Operation Generates 100% Audit Trail Delivers Notifications When Human Activities are Required Oracle 8 Transactional Integrity Guarantees Consistency Between Application and Workflow State
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Rule-Based Workflow Engine

Supports Sophisticated Constructs

Looping Results-Based Branching

Parallel Flows Rendezvous

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Rule-Based Workflow Engine

Voting Time-outs Escalations Automatic Forwarding

Sub-Processes Unlimited Hierarchy of SubProcesses

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Rule-Based Workflow Engine

Complete Programmatic Extensibility
Express Any Complex Business Rule as a PL/SQL Activity, and Allow Workflow to Branch on the Result Write Custom Code as a PL/SQL Activity and Have the Workflow Engine Execute Your Code

PL/SQL API Available for All Engine Operations

Communicate with the Workflow Engine Via Any Application Capable of Making a Remote Procedure Call to an Oracle Server

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Human Notification System

Oracle Internet Messaging Various Mail Applications

Netscape HTML Plain text

SMTP MAPI

Notifications

Notification Worklist Web Client

Lotus Notes MS Exchange Unix Sendmail Others

Oracle Workflow Notification Mailer

Oracle server

Oracle Workflow Worklist

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Electronic Notifications
Reaching Inside and Outside the Enterprise

Notify Users to Handle Activities that Cannot Be Automated Send Notifications to Individuals, Roles or Workgroups
Change the Participants in a Role Without Changing the Process

Automatic Notification Forwarding

When User Is Unavailable (Vacation, Sick Leave) When User Wants to Temporarily Delegate a Task
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Electronic Notifications
Multiple Notification Methods
Central Notification Viewer Form
Ideal for Regular Oracle Applications Users Allows Drill-Down to Oracle Applications Screens to Facilitate Task Completion

Internet-Enabled
Use Standard Web Browser to Review and Respond to Notifications Allows Drill-Down to Any URL to Facilitate Task Completion

Email (Oracle InterOffice, MAPI, UNIX Sendmail)

Detail and Summary Formats Plain Text Email or HTML Attachment True Disconnected Work
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Closing the Business Process Reengineering Loop

Workflow Engine

Workflow Definition

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Oracle Workflow Future Plans

Integration With Document Management Systems
Oracle InterOffice Document Library Third Party Document Management Systems

CORBA
Interface to Oracle Workflow Engine Object Management Group, Workflow Management Facility

Workflow Management Coalition

Interface II Compliance

100% Java
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Outline
1. Major Components of a WFMS 2. WfMC Architecture Standards 3. Example: Oracle Workflow System 4. Workflow as the e-Business Hub

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e-business Integration
e-business is accelerating demand for integration
Business-to-Business Commerce Corporate Self-Service Virtual Supply Chains Customer Relationship Management Application Service Providers/Hosting

Communication is required between systems both within and beyond the enterprise

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Model Driven Integration

Data Warehouse Order Entry Shipping

Warehouse

WORKFLOW

Human Resources

Web Store Credit Management

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Accounting

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Workflow Embedded In Oracle Applications

Core Technology Embedded Since Release 10.7 Over 700 Workflow Activities Will Be Shipped with Release 11

Oracle Purchasing Oracle General Ledger Oracle Projects Oracle Payables Oracle Human
Resources

Oracle Service Oracle Engineering Oracle Web Employees Oracle Web Customers Oracle Web Suppliers

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Workflow is Essential
Workflow enables continuous process improvement

Complete process representation

Crosses organizational, company boundaries Build in management metrics, performance goals

Adaptable workflow processes

Provides alternatives Allow for refinement

Analyze time and costs of entire processes with multidimensional analysis

Reducing costs and time
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Expense Report Processing @ Oracle

AP Standard Expense Report Process

AP Approval Approved Manager Approval

Start

Server Validation Determine Server Side Which Process Validation To Start From Process

Approve Manager (Spending) Approval Process Reject

ShortPay AP Approval Shortpay End (Approve) Process Unverified Receipt Items

Resubmit Report Rejection Process

Abort End (Reject)

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Business Event Driven Workflow

System Integration Messaging Hub
ORACLE 8i

Workflow Engine
A P P L I C A T I O N A P P L I C A T I O N

Business Event System

Business Events Business Events

Business Events

Advanced Queuing

Business Events

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Workflow Business Events - Example

Check Stock

New Order

Fan Out

Fan In

Accept Order

End

Check Credit

Check Stock

Check Credit
Notify Admin
<Timeout>

Fan Out <Timeout>

Start

Stock Check

Order : Stock Checked

End

Start

Credit Check

Order : Credit Checked

End

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Internet Procurement 100% Lifecycle Automation

Workflow is much more than approvals
Approved Supplier Lists Approved Auto Release Standard POs EDI / Fax

Procurement Workflow Supplier Schedules

MRP/DRP Generated Requirements

Web

Receive ASN

Create Requisitions NonProduction Requests

Approval Workflow
Pay on Receipt Payment

Search

Catalog (Local or TPN Register)

AP

Suppliers

Content Loads/Updates

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