Vinicius AmaralTechnology DirectoriProcess Ltd.vinicius.amaral@iprocess.com.brwww.iprocess.com.br

Boosting Process Performance with Oracle Workflow

Agenda

Introduction Oracle Workflow reviewed Key Motivations for Adoption Systems Overview Highlights and Best Practices Conclusions

Introduction

Who is iProcess?– Brazilian Oracle Partner specialized in workflow

and content management technology– Offers Oracle platform-based services and

products– Headquartered in Porto Alegre, Brazil

Introduction

Presents how Sonae Distribuição Brasil implemented workflow technology

Some facts about Sonae– Brazilian branch of Portuguese Sonae Group– third-largest retail group of Brazil– annual sales of around US$1.1 billion– more than 22,000 employees– more than 160 stores in 62 cities of 4 states

Introduction

Some facts about this case study– Comprises 15 workflow systems (by Sept 1st)– One of the largest Oracle Workflow implementations today

with more than 3,000 active users – Built with Oracle Workflow

Awards received– Brazil Best Workflow Application at Infoimagem 2002– Latin America Gold Medal at Giga Group, WfMC, WARIA

2003 Global Awards for Excellence in Workflow– First Oracle Workflow solution to receive such recognition

Oracle Workflow Reviewed

Oracle Workflow Reviewed

Oracle Workflow Reviewed

Powerful tool for workflow systems development and execution

Suitable for all kinds of workflow: production, administrative, document, integration

Present in:– Oracle E-Business Suite– Oracle Database Server– Oracle internet Application Server– Oracle Collaboration Suite

Notification Services

Send

Respond

Forward

Cancel

Query

Oracle Workflow Enabled Application

Oracle Database Server

WorkflowEngine

Execution

Definition

Administration

Monitoring

Query

WorkflowBuilder

WorkflowLoader

WorkflowDefinition

Files

WorkflowDevelopment

Client

OracleHTTPServer

ApplicationServer

WebNotification

Worklist

WebMonitor

WebAdminTools

Browser Client

Business Event System

Send

Receive

Raise

Listen

Query

Oracle Workflow Architecture

Key Motivations for Adoption

Key Motivations for Adoption

Changing Priorities

Sonae arrived in Brazil in late 80’s through a joint-venture

Fast company expansion started in 1998 through acquisition

Pace reduced from 2001 on Priority in consolidation instead of expansion

– Need to roll-out apps (SAP, BDN)– Need to control store operations– Need to align culture

Hard times for Retail

Brazilian economy slows down from 2001 on High interest rates, low workers income

make retail sales decline Cost control and reduction became #1 issue

Workflow @ Sonae

Workflow technology was seen as the key– Can easily integrate every store and employee in

standard, trustworthy business processes– Conciliates the autonomy needed by the stores

with HQ control – Enforces business processes compliance– Automatic integration with existing enterprise

applications

Systems OverviewSystems Overview

Systems Overview

First system (Travel Workflow) implemented by April 2002

Strong business impact stimulated new systems development

– 15 systems in production by Sept 1st– 7 new systems planned for next months

General/Administrative– Travel– Reimbursement– Cash Expenses– On Credit Expenses – Payment Requirement– Investment– IT Project Control

Workflows Implemented

Retail-Specific– Goods Price Change– Ad. Approval– Customer Claim– Sales Campaign– Customer Feedback– Product Divergence– Supplies Budget

Change– Supplier Info Change

Architecture - Administrative

Oracle Database

Oracle HTTP Server

Oracle Workflow

PL/SQL Web Form

SAP R/3

Custom systems

Workplace Application

Architecture – Retail Specific

Oracle Database

Oracle HTTP Server

Oracle Workflow

Custom systems

Workplace Application

Events (jobs, apps, PDAs)

Triggers, APIs, XML

Workflow Homepage

Workplace Application

Workflow Web Form

Launches workflow

Business Impact

Control of expenses and budget– Workflow assures proper expense approval and

budget query/update– Related Workflows

Travel Reimbursement Cash Expenses On Credit Expenses Payment Requirement

Business Impact

Process Agility– Communication between stores and HQ made

fast and transparent– Task automation– Deadline control – Elimination of paper– Virtualization of work– Related to All Workflows

Business Impact

Failure/Loss Elimination– Workflow enforces good practices and allows

HQ supervision in near-real time– Related Workflows

Goods Price Change Product Divergence Advertisement Approval

Business Impact

Better customer care– Workflow assures customer response in a

structured and timely way– Improves Sonae’s corporate image– Related Workflows

Customer Claim Customer Feedback

Highlights and Best PracticesHighlights and Best Practices

RedesignCurrent Business Process

Technology Redesigned

Process

Workflow Development

Automated Process

Approach

Workflow AnalystUsers

Workflow/AppsDeveloper

Task automation

Replaces low-value human tasks by workflow functions

Example: automated contract validation

Sonae saves at least 20,000 labor hours/year by automating tasks

No

Yes

Contrato não encontrado

Não

Sim

Não

Sim

Não

Sim Não

SimNão

Sim

Não

Sim

Aprovado

Reprovado

Aprovado

Reprovado

Aprovado

Solicita Definição de Novo Gerente

Reprovado

Aprovado

Reprovado

[System] Is Purchase

Order paid by

Contract?

[Sistema] Avalia

Adequação a

Contratos Existentes

Fim (Aprovado)

Fim (Reprovado)

Início

[Sistema] Reserva

Valor Aprovado

[Sistema] Necessita

de Aprovação

Complementar ?

[Sistema] Verifica se

necessita avisar o

Gestor

*

[Sistema] Material

Necessita Avaliação

do Gestor

[Sistema] Necessita

Aprovação do

Diretor por ter

Excedido ao

Orçamento ?

[Sistema] Avisa

Gestor do Material

sobre Reprovação

[Solicitante] Informa

se requisição deve

tramitar sem contrato

[Solicitante] Define

Novo Gerente para

Avaliar Requisição

de Gasto

[Diretor] Avalia

Requisição de Gasto

que excedeu o

orçamento

[Dir. Centro Custo]

Avalia ordem de

compra

[Ger. Unid.] Avalia

Requisição de Gasto

[Gestor Material]

Avalia Requisição de

Gasto

[Sistema] Avisa

solicitante sobre

reprovação da sua

requisição

Automates data-entry operations Captures events to trigger workflows Example: invoice entry in SAP Allowed Sonae to reduce its accounting

staff by around 50%

Legacy systems integration

Single screen presenting data from several systems

Complexity hidden from final user Essential to improve decision-making tasks Estimated 18,000-hour annual saving

Productivity-oriented UI

Workflow data

Previous instances data

Budget data

Bottom line tools– Allow process control, real-time information

Management tools– Allow process optimization, continuous improvement

Open data model and APIs allow custom reports

Reporting

Workflow Monitor

Management Report

Senior management request WAP access Used Sonae’s existing WAP infrastructure New application developed Reproducing all vital information is an issue

Wireless access

Logging into the WAP Server

Choosing the ‘Workflow’ Application

Executing task

Summary

Workflow is a proven technology to speed business processes and reduce costs

Great benefits when process is redesigned Oracle Workflow delivers a complete, scalable

environment to build and run workflow applications

Next Steps….

Recommended sessions– #40196 Workflow and Business Events (Wed 11:00 A.M)– #40290 Streamline Business Process in Real Time with

Business Activity Monitoring (Thu 08:30 A.M.)

Relevant web sites to visit for more information– www.wfmc.org– otn.oracle.com/products/ias/workflow– www.sonae.pt/index_i.asp – www.iprocess.com.br – www.iprocess.com.br/premio/pressrelease_english.asp

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Thank you.

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