BonitaSoft and our partner, Vivantech presented at the Banner User Conference on creating 'Flexible Custom Workflows for Banner ERP and the Campus.' Learn advice and tips on workflow options for BannerERP, and ideas on how to extend other functionalities of ERP with computerized forms.

1. FLEXIBLE CUSTOM WORKFLOWS
FOR BANNER ERP AND THE
CAMPUS
Alternate Tools for Custom Workflows

2. Agenda
 About Vivantech
 The Need for Computerized Forms
 Workflow Options for ERP
 Types and Challenges
 Right tool for the right job
 When to use which type of tool?
 One of our Go To workflow tools: Bonita BPM
 About Bonitasoft
 Two case studies

3. Vivantech
 Privately held company founded in 2003, headquartered in
San Diego
 Over 185 employees in the USA and offshore
 Multiple geographical locations
 Technology-consulting provider of open source enterprise
software solutions
 Services include:
 BPM & ERP implementation & integrations
 Software Development (Open source, Java, Kuali, Workday,
mobility)
 Strategic Consulting and Project Management
 SaaS /Cloud Offerings

4. Vivantech – H.E. & Research Clients

5. The Need for Computerized Forms
Paper forms are time consuming, awkward to route
and often become a source of frustration for users
who have come to expect computerized forms. In
this session, we‟ll discuss some of the options
available to higher education IT departments so
that they may add web-based forms and workflows
to their offerings economically.

6. The Need for Computerized Forms
In many IT environments the user base often requests
new online forms and workflows.
Common Goals:
 Replacement of paper forms
 Add new screens to ERP
 Enforce / simplify a human workflow process

7. The Need for Computerized Forms
From the IT technologists perspective these new
applications may or may not be seen as part of an existing
ERP. They may:
 Extend the functionality of an ERP (ie. new forms)
 Have nothing to do with an ERP, but need to connect to
other IT resources (databases, email, etc.)
 Need to read limited data from the ERP or add a record
to an ERP, but are not tightly coupled to the ERP.

8. The Need for Computerized Forms
What makes up one of these workflow applications?
 Online data entry forms
 Workflow engine (state, routing, etc.)
 Data storage through the life of the workflow
 User rolls and permissions
 Simplified access to enterprise resources (email, etc.)
For simplicity, I will refer to all of this as a:
Workflow Application

9. Workflow Options for ERP
As IT service providers,
what options do we
have?

10. Workflow Options for ERP
Options for building Workflow Applications include:
 Extend your ERP – Use the built in tools that come with
an existing ERP
 Best of breed – Write a new program using prebuilt
programming libraries for workflow, email, security, etc.
 Turnkey solution – Build the workflow applications inside
of a tool that provides workflow, security, web pages,
etc.

11. Right tool for the right job
 As a company we are technology agnostic
 We do collect “go to” tools that are:
 Trusted based on past experience
 Good for certain situations
 Our staff has experience, so that can be productive
quickly

12. Right tool for the right job
When should you build the new functionality into your
ERP?
 The data and functionality is core to what the ERP if for.
AND
 Your IT staff is efficient at using the ERP‟s tools.

13. Right tool for the right job
When should you use a best-of-breed toolset?
 Large application
AND
 Need for heavy customization
AND
 Technical staff with deep programming experience and
used to building applications from scratch.

14. Right tool for the right job
When should you use a turnkey solution?
 Numerous small to medium applications
 Desire to build and maintain them in a consistent way
 Fastest possible turn around time

15. Right tool for the right job
Bonita BPM
is a turnkey solution.
It is often our „right tool for the job‟ for workflow
applications.

16. WHAT WE DO.
HOW WE DO IT.
• Graphical Studio
• Business & Tech collaboration
• Processes + Apps + Analytics
• Process templates
THE BENEFITS.
• Improved collaboration
• Fast IT alignment to business
• Easy to update & maintain
• Immediate ROI
Delivering Business Efficiency by turning
Processes into Applications
17

17. CONNECT.
18
… to almost any Information System

18. SOLUTION BENEFITS
Business Users (process owners)
• Build the most productive process for your
department
• Quickly discover bottlenecks in your process
• Process more items with the same headcount
• React more quickly with real-time monitoring
• Get IT to deliver the system you expected
19

19. SOLUTION BENEFITS
Technical Users
• Easily capture business requirements
• Quickly deploy web based applications for the
End Users
• Quickly connect End Users to other systems
• Monitor the performance of the application to
ensure no loss of productivity
• Prove technical value through increased
department productivity
20

20. SOLUTION BENEFITS
End-Users
• Better prioritize which task(s) need to be
completed first
• More quickly complete the tasks assigned to them
• Gain a better understanding of what has been
completed during the process
• Collaborate with other users to more quickly
complete the process
21

21. 22
COMMERCIAL OFFERINGS
We support your projects and accelerate their success
• Professional Services
- Training
- Certification in development and administration
- Consulting: On-Site or Remote
• Annual Subscription Pack (SP)
- Gold or Platinum Technical Support
- Features to facilitate collaboration, speed development, aid
testing and deployment

22. Example Bonita PBM Projects
 Case Study No. 1
Design and Implementation of Performance Appraisal
Automated System using Bonita BPM for a private
research institution, completed in May 2012
 Case Study No. 2
Design and Implementation of Salary Offset Solution
using Bonita BPM for private research institution,
completed in September 2011

23. Case Study 1: Stanford University
Performance Appraisal Automated System
Features:
 HR Initiates workflows for hundreds of staff with a single
button click.
 Email notification to staff and managers as they receive
tasks.
 Appraisal forms generated as PDFs and attached to
emails.
 Timers send reminders for tasks not completed on time.
 Timers force the workflows forward when deadlines are
reached.

24. Case Study 1: Supporting Artifacts
Advanced Workflow

25. Case Study 1: Supporting Artifacts… continued
 Timers
 Send reminder
 Force to next step at
deadline
 Script tasks
 Email step

26. Case Study 1: Supporting Artifacts… continued
Email
 Connection info
from config file
 Hard coded
FROM field
 Dynamic TO
and Body

27. Case Study #2: Stanford University
Salary Offset Solution
Features:
 Reusable sub-workflow allows everyone to reuse the
same edit screens.
 Complex data entry grid
 Complex programming logic in Java
 PDF reports sent by email

28. Case Study #2: Supporting Artifacts

29. Case Study #2: Supporting Artifacts…continued
Sub-workflows allow the screens and tasks to be reused
in the same or different workflows.

30. Case Study #2: Supporting Artifacts…continued
Advanced screen controls (numbers only fields, dates,
etc.)

31. Case Study #2: Supporting Artifacts…continued
Java programs can be developed in Eclipse and loaded into
Bonita.

32. Case Study #2: Supporting Artifacts…continued
PDF Reports
 Complex grids of
data
 Attached to
emails
 Also, saved on
disk for archive

33. Vivantech Services
Vivantech offers a wide range of IT services for
Higher Education.
 User Experience Design
 Mobile Application Development
 A Full Quality Assurance Department
 In House Support
 Cloud Hosting

34. User Experience Design
 Roles
 Product Manager
 UX Architect
 System Architect
 Phases
 Discovery
 Design
 Development Support

35. UX Design: Pen & Paper Mockups

36. UX Design: Digitized

37. Mobile Applications
Our Mobility Framework for the
Enterprise:
 Generic mobility
framework
 Cross-platform
 Web-centric
 Native look and feel
 Rapid development using
same technology
 Project member

38. Quality Assurance & Testing
 Dedicated QA department
 Types of testing offered: data, functional,
unit, integration, system, compatibility,
regression, user acceptance
 Automation (for regression testing):
 In-house framework
 Open source
 Best of breed
 Performance testing via scripting

39. Deployment Options
vs.
The CloudIn-house Hosting

40. Deployment Options: In-house
 Benefits:
 In-house knowledge and tools
 Reuse of existing physical resources
 More control over hardware
 More control over physical security

41. Deployment Options: The Cloud
 Benefits:
 Elasticity
 Reusable components mean lower development
cost and shorter development time
 Horizontal and vertical scalability
 No investment in physical hardware
 No staff or training required for system
maintenance
 Economies of scale => Savings