Making Workflow Work Making Workflow Work For YouFor You

Debbie S. WilliamsonDebbie S. WilliamsonSonny MonfortSonny Monfort

Georgia Institute of TechnologyGeorgia Institute of Technology

Session Rules of EtiquetteSession Rules of Etiquette

Please turn off your cell phone/pagerPlease turn off your cell phone/pager

If you must leave the session early, please If you must leave the session early, please do so as discreetly as possibledo so as discreetly as possible

Please avoid side conversation during the Please avoid side conversation during the sessionsession

Thank you for your cooperation!

Why Workflow?Why Workflow?

Eliminate manual workEliminate manual work

Better utilize Banner and other Better utilize Banner and other applicationsapplications

Eliminate paperEliminate paper

Ease the pain of budget cutsEase the pain of budget cuts

Uses outside BannerUses outside Banner

The Technical SideThe Technical Side

HardwareHardware–– Sun Microsystems sun4u Sun Fire V240Sun Microsystems sun4u Sun Fire V240

2 CPU, 8G ram running Solaris 92 CPU, 8G ram running Solaris 9

–– Same type of server we user for serving Banner Same type of server we user for serving Banner INB and Self Services INB and Self Services –– we use 4 for Bannerwe use 4 for Banner

Software Software –– You own You own it;it; you should use you should use it.it.

DBA resourceDBA resource

““TriggerTrigger”” resourceresource

The Functional SideThe Functional Side

Who is currently involvedWho is currently involved–– RegistrarRegistrar’’s Offices Office–– Financial AidFinancial Aid–– Undergraduate AdmissionsUndergraduate Admissions–– Graduate AdmissionsGraduate Admissions

First StepsFirst Steps

Pick something easyPick something easy

If you canIf you can’’t put it on papert put it on paper…………

Evaluation of current processesEvaluation of current processes–– Because we always have done it this wayBecause we always have done it this way–– Can we do it better?Can we do it better?

One office or crossOne office or cross--office process?office process?

Workflow TrainingWorkflow Training

Technical TrainingTechnical Training–– Server trainingServer training–– Administration trainingAdministration training

Functional TrainingFunctional Training–– Users and rolesUsers and roles–– Using the modelerUsing the modeler

Sample WorkflowsSample Workflows

Banner workflowsBanner workflows–– Changes to degree candidate recordsChanges to degree candidate records–– Changes to student informationChanges to student information

NonNon--Banner workflowsBanner workflows–– Request for time offRequest for time off–– Request for data trackingRequest for data tracking

Think PeopleSoft and other databasesThink PeopleSoft and other databases

Requires a trigger

I need a triggerI need a trigger……

Here are some samples of what Here are some samples of what the technical staff will providethe technical staff will provide……

Lets employee know request has been sent.

Lets supervisor know there is a pending request

Supervisor’s reply to employee.

Helpful HintsHelpful Hints

After putting on paper, have someone After putting on paper, have someone else read it (you may leave out steps)else read it (you may leave out steps)

May not be May not be ““workflow worthyworkflow worthy””

Meet together to discuss and writeMeet together to discuss and write

Start with something easyStart with something easy

Have a naming conventionHave a naming convention

Timeline of EventsTimeline of Events

September 7, 2004 September 7, 2004 –– Meeting to Meeting to discuss Workflow (SCT consultant)discuss Workflow (SCT consultant)

March 2005 March 2005 –– Server purchased; Server purchased; Workflow installed in test environmentWorkflow installed in test environment

March 31 March 31 –– meeting with supervisors meeting with supervisors to determine who will be involvedto determine who will be involved

April/May 2005 April/May 2005 –– Meetings with Meetings with Workflow GroupWorkflow Group

Timeline Timeline -- continuedcontinued

May 31, 2005 May 31, 2005 –– Server Administration Server Administration Training (remote)Training (remote)

June 2June 2--3, 2005 3, 2005 –– Technical Training Technical Training (remote)(remote)

June 6 June 6 –– 9, 2005 9, 2005 –– Functional Training Functional Training (SCT)(SCT)

July July –– August 2005 August 2005 –– Workflow Workflow individual workindividual work

September 2005 September 2005 –– Second Functional Second Functional TrainingTraining

Workflow ChannelWorkflow Channel

Using Workflow with Using Workflow with LuminisLuminis

Monitoring Monitoring –– ““LaggingLagging”” processesprocesses

What Workflow CanWhat Workflow Can’’t Dot Do

Make your employees come to work Make your employees come to work on timeon time

Resolve personnel issuesResolve personnel issues

Improve a Improve a ““badbad”” business processbusiness process

SCT Provided WorkflowsSCT Provided Workflows

QUESTIONS??? QUESTIONS???

Debbie WilliamsonDebbie Williamson–– debbie.williamson@registrar.gatech.edudebbie.williamson@registrar.gatech.edu

Sonny MonfortSonny Monfort–– sonny.monfort@oit.gatech.edusonny.monfort@oit.gatech.edu