A study related to workflow

1. Office Automation
Management System
1

2. Introduction
 Hafiz . M . Imran.
 Sadia Kausar.
 Qurratulain Faisal.
 Wajeeha Zahoor.
Supervised by M Kashif Farooq &
2
Rabab

3. Project Requirements
Or Demands
 Correspondence Management
 Mail Gateway
 E-Mail Applications
 Workflow Applications
 Tracking Staff Availability
 Employee Leave Tracking
 Status Reports
 Meeting Scheduling & Minute Distribution
 Bulletin Board
3

4. Project Requirements
Or Demands
 Time Bound Reporting
 Procedures & Regulations Distribution System
 Citizen Liaison Center
 FAQ’s
 Government wide Announcements
 FAX (outbound & inbound)
4

5. System Modules
Module 1 Module 2
Workflow HR
Management
OAMS
Module 3 Module 4
C&S Mail
Gateway
 Workflow Automation.
 HR Management.
 Calendaring & Scheduling (C&S).
 Mail Gateway. 5

6. References
 Microsoft Exchange Server
 BizFlow7
 DIS (Document Imaging Solutions) for e-DMS
(Electronic Document Management Systems)
 LaserFiche Workflow Suite
 Cabinet NG
 ProcessIt
 Lotus Notes, Domino and Workflow designer
 Theoretical Note (Workflow Management Coalition) 6

7. Module 1
Workflow Automation
7

8. Workflow Module
 Business Rule Architect
 Client Interface
 Workflow Engine
8

9. Business Rule Architect
 Creation of project
 Selection of groups for business process
 Form Designer
 Business rule architect
 Configuration of selected process
 Configuration of decision
9

10. Business Rule Architect
Use Case
Creation of project
Selection of groups
for business process
Form Designer
Business Business rule architect
rules designer
Configuration of selected process
Configuration of decision
10

11. Example
11

12. Note Sheet Example
What is Note Sheet?
 Note sheet is an internal official procedures for
approval of any thing like:
- Financial
- Purchases
- Hiring..
etc.
12

13. Steps for New Request
(Note Sheet)
 Step-1: PM creates a note sheet, attach a signed document and submit
it to Manager Admin.
 Step-2: Manager Admin check the document according to his
tasks/restrictions. If required then submit it to GM. If he has
any objection he can also write a note.
 Step-3: GM check the document according to his tasks and
restrictions. Send it to final destination i.e Chairman.
 Step-4: Finally the Chairman checks this document. He can reject it,
make any objection or can approve it.
13

14. Note Sheet Designing
 Project Creation
 Selection of Group for Business Project
 Form Designer
 Business rule Architect
 Configuration of Selected Process
 Configuration of Decision
14

15. Client Interface
Document Owner
 Selection Of Templates
 Entering Document
 Attachments
 Signatures
 Submit
 View Work Status
 View Pending documents
 View Tracking
 View Log
15

16. Document Owner
Use Case
Selection of template
Entering Document Database Query
Attachments Workflow
Engine Mail/Fax/Scan
Signature
Submit
Document View Work Status
owner
Routing
View Pending Documents
Workflow
Engine
View Tracking
Database Query
View Log
16

17. Client Interface
Document Processor
 Receiving Documents
 Fulfill His Tasks
 Apply note Objection/Rejection
 Submit For Further processing
 Approval & Signature
 View work Status
 View Pending documents
 View Tracking
 View Log
17

18. Document Processor
Use Case
Receiving Document
Fulfill his Tasks
Apply Note/Objection
/Rejection Workflow Routing
Engine
Submit for further processing
Approval & Signature
Document
Processor View Work Status
Workflow Database
View Pending Documents Engine Query
View Tracking
18
View Log

19. Client Interface
Example
 Desk Of Note Sheet Writer
 Desk Of Manager Admin
19

20. View Facilities
 Log History
 Work Status & Tracking
 Pending Documents
20

21. Workflow Engine
 What is Workflow Engine?
“A software service or "engine" that provides the
run time execution environment Business Rule
Architect
for a workflow instance”. Workflow Engine
Process Structure Activities &
Navigation Roles & Participants
Trigger Conditions Application
invocation Etc...
Client Interface
21

22. Workflow Engine
 Interpretation of the process definition
 Control of process Instances
 Navigation between process activities
 Sign-on and sign-off of specific participants
 Issue a task list for a particular user
 Maintenance of workflow data
 Interface to invoke external applications
 Supervisory actions for control administration and audit
purposes 22

23. Workflow Engine
Use Case
Interpretation of the process definition
Control of process instance
Navigation between process activities
Sign-on and sign-off of specific participant
Workflow Engine Issue a task list for a particular user
Maintenance of workflow data
Interface to invoke external applications
Supervisory actions for control,
administration and audit purposes
23

24. Module 2
HR Management
24

25. HR Management Module
 Data Entry Functions
 Utility Functions
25

26. Data Entry Functions
 Personnel Information
 Spouse Information
 Qualification Matrix
 Professional Training Detail
 Posting Information
 Countries Visited
 ACR (Annual Character Report)
 Inquiries
 Experience
26

27. Data Entry Functions
Use Case
Personnel Information
Spouse Information
Qualification Matrix
Professional Training Details
Posting Information
Data Entry User Countries Visited Information
(HR Management)
Annual Character Report
Inquiries
Experience
27

28. Utility Functions
HR Search Engine
 Checking Staff Availability
 Post Tracking
 Search By Name
 Search By Designation
 Search By Qualification
 Search By Training
 Search By Posting
 Search By Countries Visited
 Search By Experience
28

29. Utility Functions
Use Case
Checking Staff Availability
Post Tracking
Search by Name
Search by designation
Search by Qualification
Search by Training
Search by Posting
Common User
Search by Countries Visited
Search by Inquiries
Search by Experience
29

30. Module 3
Calendaring & Scheduling
30

31. C&S Module
 Enter Calendar Profile/C&S Configuration.
 Calendar Entries For Reminder.
 C&S Freetime Manager.
 Responding To Invitations.
 Bulletin Board.
 Employee Availability/Leave Tracking.
31

32. C&S
Use Case
Enter Calendar Profile
/ C&S Configuration
Launching C&S Freetime
Calendar Entries (Reminder)
User.
Responding To Invitation
Bulletin Board
Employee Leave Tracking
32

33. Enter Calendar Profile
 Allowing Others to view your calendar
 Delegation profile
 Scheduling Options
– Default meeting duration.
– Enable Alarm notification.
– Automatically sets alarms.
 Freetime Option
– Specific users can read.
– Allowable Freetime.
33

34. Calendar Entries
For Reminder
 Appointments
 Invitations
 Events
 Anniversaries
 Description
 Date & time
 Repeat
 Options
– Pencil In
– Not for public Viewing
34

35. C&S Freetime Manager
When user Creates
 An Appointment
 Meeting Invitation
 Events
 Anniversaries Entry
 Resource Reservation
35

36. Responding To Invitation
 Accept or Decline.
 Delegate your attendance to someone else.
 Propose an alternate time.
36

37. Module 4
Mail Gateway
37

38. Mail Gateway Module
 Mail
 Fax
 Voice Over IP
 Video Conferencing
38

39. Mail Gateway
Use Case
Mail Management Mail Server
Fax Management Fax Server
Routing
User
Voice Over IP
VOIP Module
Video Conferencing
VC Module
39

40. Mail Gateway
Use Case
Configuring Emails
Marinating Address Book Updating User Database
Mail Server
Defining Rights
Admin
Handling Data Replication
Handling Backup
Database Server
40

41. MAIL
 Viewing List Of Incoming Messages
 Read Mail
 Compose Mail
 Replying To a Mail Messages
 Forward Mail
 Managing Mail Folders
41

42. Mail
Use Case
Viewing list of Incoming
Messages
Reading Mail
Compose Mail
Replying to a Routing
Mail message
Mail Server
User
Forwarding Mail
message
Managing Mail Folders
42

43. SRS
Section Covered
 Section 1: Introduction
 Section 2: Overall Description
 Section 4: System Features
 Section 5: Use Case Model
 Section 7: User Interface
 Section 10: Traceability Matrix
43

44. SRS
Section Uncovered
 Section 3: External Interface requirements
 Section 6: Elaborated Use Cases
 Section 8: Nonfunctional Requirements
 Section 9: Data Dictionary
44

45. Thank You
45

46. 46

47. Project Creation
47

48. Selection of Group
48

49. Form Designer
 Defining Fields
49

50. Form Designer
 Designed Template
50

51. Business rule Architect
51

52. Configuration of Selected
Process
 Tasks
52

53. Configuration of Selected
Process
 Target Time
53

54. Configuration of Selected
Process
 Restrictions
54

55. Configuration of Decision
55

56. Calendar Entries
56

57. Calendar Profile
 Basics
57

58. Calendar Profile
 Freetime Option
58

59. Calendar Profile
 Alarm Option
59

60. Delegation Profile
 Mail Delegation
60

61. Delegation Profile
 Calendar Delegation
61

62. Client Interface
 Desk Of Note Sheet Writer
62

63. Client Interface
 Desk Of Note Sheet Writer
63

64. Client Interface
 Desk Of Manager Admin
Tool Bar for
checking
Tasks
Text Box for
writing Note if
any
64

65.  Personnel Information
65

66.  Spouse Information
66

67.  Qualification
67

68.  Training
68

69.  Postings
69

70.  Country Visited
70

71.  Read Inbox
71

72.  Compose Mail
72

73.  Group Selection
73

74.  Freetime Search
74

75.  Pending Document
75

76.  Log History
76

77.  Work Status / Tracking
77