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Empower Conference - BPM112: How to Build a Business Process

posted on December 8, 2014

Hello Empower attendees!

 

I will be teaching a course at Empower this year called BPM112: How to Build a Business Process.  This class will effectively be a live BPB.

 

What's a BPB you ask?  A BPB, or Business Process Briefing, is a session where a Presales Engineer will build a business process LIVE right before your eyes.  The class will serve as a learning tool to see how a Workflow expert turns a business process diagram into a Laserfiche business process. 

 

HERE’S WHERE I NEED YOUR HELP!

I’m looking to use this forum as a place to collect information about what sort of business processes would be useful for the attendees of this class.  You can leave a reply to this post including information about your business process, such as:

  • Summary of the business process including a business process diagram, if possible
  • Sample documents, if applicable
  • Reason why you think this business process should be chosen

 

Business processes can include Forms and Workflow, but due to time constraints, I may have the forms pre-built.

Even if you don’t have a business process to share, you are still encouraged to use the upvote/downvote buttons to vote on what processes you’d like to see.

Please direct questions in the form of a reply to this post and I’ll get to them as quickly as I can.

 

Happy Empower season to all!  Hope to see you there!

 

Rob Misconin

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replied on December 18, 2014

We are a financial broker dealer, and are seeking assistance with our new account opening process for client accounts. We are working on getting to a fully paperless office and seek guidance toward using Laserfische, Workflow & Process Modeler to get there.

As you can imagine, there are many steps and sub-steps currently involved in our process. We currently manually move items from folder to folder, utilizing workflow to check other databases for information as needed. As this is the busiest time of our year, we have not yet began to utilize the business process as much as we'd like.  We have began to map our processes, but as you can see on the attached we could use some assistance in this area. We hope to begin moving toward paperless processing, and getting our Business Processes in line is a leap in the direction we need to head.

 

Attached is a small workflow which outlines just the steps needed to get to where we can approve an account for opening in our brokerage platform software.

We have also attached two resources that might give a brief overview of all of the buckets that a form might go through when it comes in for processing (file structure) and a step-by-step overview to all the areas we need to design business processes for that correlate to the opening of the new account (New Accounts Overview).

 

We recently did design a process to assist us in doing what started as a simple migration of accounts from one account number to another... but realized quickly there were many more steps than anticipated involved. We began using workflow, but found issues with the following:

  • Avoiding more than one person working on an item at a time (check in/out)?
  • Sending things "back" to the previous step.
  • Alerting people to pending items.
  • Assigning things to multiple people, changing this easily when people are not in office.

 

Most of our issues are likley because we are new to the process as a whole, so we welcome all of the guidance from training staff and more experienced users to guide us down the path to paperless.

 

Thanks for your time.

 

Office Range Change Process.png
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replied on December 29, 2014

Hey Amber,

 

I really appreciate you sharing this process!  This may be a bit too "niche" for the majority of the audience, especially with the connection to the brokerage platform software, but I'll keep thinking about how I can slightly modify this process to where it becomes useful for the majority of attendees and still elucidate the issues you're having.

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replied on December 18, 2014

The City of Lewisville receives thousands of backflow test reports each year.  The process we currently use to move the (mostly) paper documents through review and then get them into Laserfiche is manually intensive...there are lots of hands in the pot and never enough time.  Attached is a process narrative, workflow diagram and test report examples from three local businesses.  We'd love to see how you would design a business process that includes a "Holding" status -- or a circumstance where the business process is stalled because more information is needed.  Thanks! 

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replied on December 18, 2014

Laura,

Is that report document a real one or a sample? This is a public site and unauthenticated users have access to the documents. Is that OK  with you?

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replied on December 22, 2014

Miruna, 

Thanks for checking with me.  The reports are public record.  I've confirmed with the powers that be and we're ok with it.

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replied on December 29, 2014 Show version history

Hey Laura,

 

This is a textbook example of a process that can really be taken to the next level using Laserfiche Forms.  If you can capture all the data entered on the backflow report and send it to Laserfiche, you can easily monitor whether the reports contain valid and adequate information without any oversight.  You can notify the form submitter when data is missing and prevent them from submitting until the required data has been entered.  You can also flag the report or notify appropriate parties when a value falls outside of the acceptable range of values for that field.

 

Using the methods that I described above, this should hypothetically remove the need for a holding queue, but there are workflow strategies that can be used to account for situations where a holding queue is absolutely necessary.  From a foundational perspective, you would essentially have Workflow reading a status metadata field that has 4 dropdown values available: pending (set by default), accepted, denied, or holding.  Workflow can recognize that the field was changed upon the first review and move the document to the appropriate queue.  Once the holding value is changed to approved or denied, the document will route into the appropriate folder from there.

 

Let me know if you have any questions about this and I'd be happy to explain in more detail!

 

This particular process is a bit of a "specialty process" since most organizations do not have processes established for backflow reports, but the information included in the presentation would still be helpful for a large portion of Forms to Workflow processes.  I'll definitely keep this process in mind when choosing on the final decision.

 

Thanks for sharing!

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replied on December 15, 2014

We are trying to automate our Leave of Absence request process and approvals.  We have a very paper intensive process with multiple meetings, etc.  We would like to be able to start the process with an online link to the form to be completed as well as copies of all of the forms the employee will need to have completed for submission of their leave of absence.  This is an extremely common process that most employers of at least 50 or more employees has to complete and process.  

I will have some samples of the workflow process within the next day or so.

Debbie Schneider

SETA

 

Thank you.

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replied on December 29, 2014

Hello Debbie,

 

Thanks for sharing this idea!  I really like this one in particular because I don't believe Presales has built a leave of absence demo in the past.  Can you elaborate on what you mean by: "as well as copies of all of the forms the employee will need to have completed for submission of their leave of absence".  Can you go into some more detail about why multiple forms are needed, what information is collected on these forms, and can they be combined into one larger form?

Can you also provide more information about the review process that must be completed prior to the process being completed?

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replied on January 5, 2015

Hi Rob, here is my response.  Sorry for the delay in getting this to you, our offices were closed and just reopened today.

The following steps occur during the initial leave process.  Of course there are multiple or/if scenarios that can happen with each step…

  1. Need for leave of absence is determined
  2. Employee sent Leave of Absence Request form and letter
  3. Employee sent Dr.’s Certification form
  4. Employee completes and returns appropriate forms
  5. Leave of Absence approved and employee notified per policies and procedures
  6. Leave of Absence denied and employee notified per policies and procedures
  7. Employee meets with Human Resources and Payroll staff to discuss time off options, available leave balances and potential payments employee could receive from disability, etc.
  8. If Employee approved for intermittent leave they must completed FMLA tracking form to submit each payroll period
  9. Employee leave ends and employee submits signed Dr.’s release

 

Employee medical information (Dr’s certification) is protected under HIPAA regulations and so must also be separate from any other leave forms.  I don’t see a way to cut down on forms at this point; however, am always open to suggestions on how to improve and streamline the process.

The leave must be approved by the employee’s Manager, the Deputy Director for each area, and the Executive Director of the Agency.

I envision the leave of absence form starting with the employee completing it and then it goes to Human Resources to approve and then to Manager, DD and then ED.  I see it being a standard form available through a web portal on the Company Intranet and then once the employee has completed it, it flows into the Human Resources folder for action to occur.

 

LOA REQUEST.pdf (141.5 KB)
DRS CERT.pdf (530.6 KB)
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replied on December 15, 2014 Show version history

Most of the BPM examples that I see are either too simplistic or don't take into account real world activities.  I feel the process that I'd like to see would be an example that has both.  One of the areas that are not accounted for in the software are the exceptions in the business process.  For example, what if someone is out of the office?  What are the rules that have to take place for a review to become rerouted after something has happened?  How do we tell the system that we will be out of the office and to route a review to someone else without constantly having to update the business process in the software?  

Another area that we run into often is sending a review one level back in Laserfiche Workflow.  This requires much logic to be written into the system for this to happen.  In the Process Modeler, this is much easier to do, and why I believe the product is much easier to work with and is recommended by us to clients.  If Workflow must be used, is their an easy way to do so?

I've attached an example of a Field Purchase Order Process, just one small process that a Finance department uses almost daily.   

The reason I think this process should be chosen is the fact that it most accurately reflects what happens in the real world on a regular basis and will provide the most value for attendees.    

Sample FPO Process.jpg
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replied on December 22, 2014

Scott Chromik's submission mirrors what we would like to address.   In addition, we'd like to edit an approved purchase order, if needed, receive a detailed email identifying which purchase order was approved or denied and receive an email when an invoice was terminated. 

Thank you for the opportunity to address these issues.

Carm Franks   

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replied on December 29, 2014

Hey Scott!

Thank you very much for your input!  It sounds like the main value of building a workflow for this process is to show how to handle exceptions (like when someone is out of office or when a form gets rejected and needs revision).  The remainder of the process you described is mirrored almost identically with our AP Processing demo available in our LaserRepository available on the VAR Portal.

The only piece of this which may be an issue is that the systems by which organizations determine an employees availablity (out of office vs. in office) varies and the resulting workflow will of course need to compensate for these changes.  

Can you provide me with a little summary of how your organization keeps track of employee availability status?  Is this kept in a database or a third party system?  Are the values going to be made available to Workflow?

 

Thanks again for your input.  At the time of this reply, this post is tied for the lead with only 2 votes :)  I'll keep my eyes peeled for a reply and will wait to see if the voting changes over the next few days.

replied on December 29, 2014

Hey Scott!

Thank you very much for your input!  It sounds like the main value of building a workflow for this process is to show how to handle exceptions (like when someone is out of office or when a form gets rejected and needs revision).  The remainder of the process you described is mirrored almost identically with our AP Processing demo available in our LaserRepository available on the VAR Portal.

The only piece of this which may be an issue is that the systems by which organizations determine an employees availablity (out of office vs. in office) varies and the resulting workflow will of course need to compensate for these changes.  

Can you provide me with a little summary of how your organization keeps track of employee availability status?  Is this kept in a database or a third party system?  Are the values going to be made available to Workflow?

 

Thanks again for your input.  At the time of this reply, this post is tied for the lead with only 2 votes :)  I'll keep my eyes peeled for a reply and will wait to see if the voting changes over the next few days.

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