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Workflow Best Practices Andrea Passas – DeVry University Jenna Frist - Aprimo                    Copyright © 2011 by Terad...
Agenda    •   Planning    •   Design    •   Implementation    •   Testing    •   Maintenance    •   Close    •   Q&A2     ...
Planning           Copyright © 2011 by Teradata Corporation
Planning - Discovery    •   Identify process need        • Should they be automated    •   Identify current process       ...
Planning - Build outside of system    •   Build outside of system using Microsoft Visio    •   Benefits        •   A place...
6    Copyright © 2011 by Teradata Corporation
7    Copyright © 2011 by Teradata Corporation
Planning - Team Approval    •   Show them what they asked for    •   Meet with all affected members    •   Make sure they ...
Planning – Build in System    •   Great foundation started    •   Line of communication open with team        • Willing to...
Design         Copyright © 2011 by Teradata Corporation
Design - Request Form     •   How many questions to ask         • Required         • Order         • Hide or show     •   ...
12     Copyright © 2011 by Teradata Corporation
13     Copyright © 2011 by Teradata Corporation
14     Copyright © 2011 by Teradata Corporation
15     Copyright © 2011 by Teradata Corporation
Design - Manual vs. Automatic     •   Approval         • Request review action upon submission         • Approval workflow...
17     Copyright © 2011 by Teradata Corporation
18     Copyright © 2011 by Teradata Corporation
Design – Naming Workflow & Sub          Workflow Templates     •   Workflow Template Names         • Titles users see when...
Design – Naming Auto Close Steps     •   Auto Close steps:         • No   Assignees            •   Branch            •   A...
Design – Actions to be Performed     •   Action Steps are Powerful - Automatic     •   Multiple Actions on one Action Step...
Design – Utilizing Step Checklists     •   Multiple tasks in a row assigned to the same         person: Could they be comb...
Design – Utilizing Data Collection     Templates (DCT)     •   Sections on DCTs         • Organize DCTs into sections for ...
Design – Data Collection Templates24                 Copyright © 2011 by Teradata Corporation
Design - Link to Digital Asset Library     •   Upload asset via promote task         • Pro’s            • Anyone can do it...
Implementation         Copyright © 2011 by Teradata Corporation
Implementation – Build In System     •   What branch steps do you need?         • Where should they go         • What do y...
Implementation – Shortcuts in           Workflow Designer     •   Fit All     •   Zoom Out     •   Zoom In     •   Highlig...
Implementation – Using an Action     Step as a Path “Catcher”     •   A blank Action Step works perfectly as a path       ...
Implementation – Effectively Using     Branch Steps     •   Trickle Down vs. Blast30                         Copyright © 2...
Implementation – Utilizing     Milestones     •   Auto close step – No Assignees     •   Purpose: record a date     •   Be...
Implementation – Confer with Team     •   Building outside of system only shows so much         • Limited in showing syste...
Implementation – Finalize     •   Update         • In         • Out     •   Validate     •   Promote     •   Test     •   ...
Testing          Copyright © 2011 by Teradata Corporation
Testing – Utilize a Testing Activity         &/or Testing Activity Type     • Create an Activity Type called Test Activity...
Testing – Utilizing a Test Template     •   A Workflow that has been validated successfully         can be applied to an a...
Testing – Work out Kinks     •   Order of tasks     •   Document Uploads     •   Data Collection     •   Branch Rules     ...
Testing – Validate & Promote     •   Make any changes needed to the template     •   Validate – test again as a test templ...
Maintenance         Copyright © 2011 by Teradata Corporation
Maintenance – Open Houses     •   Hold monthly         •   Show enhancements         •   Show new or updates to request fo...
41     Copyright © 2011 by Teradata Corporation
42     Copyright © 2011 by Teradata Corporation
Maintenance – Semi Annual Review     •   Clean up request forms     •   Clean up processes     •   Streamline where possib...
Close        Copyright © 2011 by Teradata Corporation
Close – Extended Services     •   Analytics     •   Training & Enablement     •   Strategic / Planning / Execution     •  ...
Close – Closing thoughts     •   What works for us may not work for everyone     •   Always keep your end user in mind    ...
47     Copyright © 2011 by Teradata Corporation
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Workflow Best Practices - DeVry University

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Andrea Passas with DeVry University presented Workflow Best Practices at the Aprimo Marketing Summit. For more information please visit www.Teradata.com

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Workflow Best Practices - DeVry University

  1. 1. Workflow Best Practices Andrea Passas – DeVry University Jenna Frist - Aprimo Copyright © 2011 by Teradata Corporation
  2. 2. Agenda • Planning • Design • Implementation • Testing • Maintenance • Close • Q&A2 Copyright © 2011 by Teradata Corporation
  3. 3. Planning Copyright © 2011 by Teradata Corporation
  4. 4. Planning - Discovery • Identify process need • Should they be automated • Identify current process • Different people different processes • Should they be the same • End user experience • Easy to understand • Different then they except4 Copyright © 2011 by Teradata Corporation
  5. 5. Planning - Build outside of system • Build outside of system using Microsoft Visio • Benefits • A place to start conversation • Something for users to react to • Get feedback on process • Reference for future updates • Include in user manual/reference guide • Makes building in system quicker with less back and forth5 Copyright © 2011 by Teradata Corporation
  6. 6. 6 Copyright © 2011 by Teradata Corporation
  7. 7. 7 Copyright © 2011 by Teradata Corporation
  8. 8. Planning - Team Approval • Show them what they asked for • Meet with all affected members • Make sure they understand the process • Make any modifications • Get buy in and approval then build in system8 Copyright © 2011 by Teradata Corporation
  9. 9. Planning – Build in System • Great foundation started • Line of communication open with team • Willing to work with you as you build inside of the system • Easier to build in system • Reference • Less back in forth9 Copyright © 2011 by Teradata Corporation
  10. 10. Design Copyright © 2011 by Teradata Corporation
  11. 11. Design - Request Form • How many questions to ask • Required • Order • Hide or show • Verbiage • Words they are use to using • Descriptive • Attribute Type • Think through upfront • Reporting • Drive workflow activity with branch steps • Reports11 Copyright © 2011 by Teradata Corporation
  12. 12. 12 Copyright © 2011 by Teradata Corporation
  13. 13. 13 Copyright © 2011 by Teradata Corporation
  14. 14. 14 Copyright © 2011 by Teradata Corporation
  15. 15. 15 Copyright © 2011 by Teradata Corporation
  16. 16. Design - Manual vs. Automatic • Approval • Request review action upon submission • Approval workflow assigned • Workflow • Manually applied by Project Owner • Automatically assigned upon submission • Activities can operate as different as you want them to • Mixture of both manual and automatic16 Copyright © 2011 by Teradata Corporation
  17. 17. 17 Copyright © 2011 by Teradata Corporation
  18. 18. 18 Copyright © 2011 by Teradata Corporation
  19. 19. Design – Naming Workflow & Sub Workflow Templates • Workflow Template Names • Titles users see when selecting a template to apply to an activity • Sub Workflow Template Names • Titles workflow admins and system admins see when they are selecting a sub workflow in an iterative review or sub workflow step • Name Accordingly!19 Copyright © 2011 by Teradata Corporation
  20. 20. Design – Naming Auto Close Steps • Auto Close steps: • No Assignees • Branch • Action • Milestone • When titling an auto close step, use a naming convention in order to easily remove from reports, task lists, etc..20 Copyright © 2011 by Teradata Corporation
  21. 21. Design – Actions to be Performed • Action Steps are Powerful - Automatic • Multiple Actions on one Action Step • Commonly Used Actions: • Update Activity Status – throughout the process • Send Notifications • Promote an attachment to a Digital Asset • Update a field • Count Iterative Review iterations • Benefits: • Automatic • No forgetting • Saves time • System keeps a record21 Copyright © 2011 by Teradata Corporation
  22. 22. Design – Utilizing Step Checklists • Multiple tasks in a row assigned to the same person: Could they be combined? • Utilize a Step Checklist to ensure the assignee completes each separate task • Extend Estimated Duration to account for extra work • Checklist Links • Give full users the ability to link directly to any part of the activity via a checklist link • Where? • Important Task Reminders • Utilize a Step Check List with Required Checkboxes to ensure task assignee completes work22 Copyright © 2011 by Teradata Corporation
  23. 23. Design – Utilizing Data Collection Templates (DCT) • Sections on DCTs • Organize DCTs into sections for easy viewing • Display Important Activity/Project Data • Place important attributes on the DCT as Read- Only so users can immediately see key attributes when they view their task but cannot modify • Collect Important Activity/Project Data • Place attributes on the DCT for users to fill out in order to collect data with tasks • Collect data for an attribute that is key to a branch step rule later in the same workflow • Update Important Activity/Project Data23 Copyright © 2011 by Teradata Corporation
  24. 24. Design – Data Collection Templates24 Copyright © 2011 by Teradata Corporation
  25. 25. Design - Link to Digital Asset Library • Upload asset via promote task • Pro’s • Anyone can do it, no one forgets • No additional full user seats • Con’s • Permissions and folder links need updated • Key word limitation • Upload via an assigned task • Pro’s • Can assign permissions & folder links • Can tag with appropriate keywords • Con’s • Must be a full user to upload • Could hold up the entire workflow25 Copyright © 2011 by Teradata Corporation
  26. 26. Implementation Copyright © 2011 by Teradata Corporation
  27. 27. Implementation – Build In System • What branch steps do you need? • Where should they go • What do you need them to do • For each step think through • Forms needed • Checklist • Data Collection Templates • Description • For review steps • Number of reviewers • Voting Style • Status changes • Notifications27 Copyright © 2011 by Teradata Corporation
  28. 28. Implementation – Shortcuts in Workflow Designer • Fit All • Zoom Out • Zoom In • Highlight a group of tasks and move together! • Ctrl & click • Saves so many clicks! • Comment Box • Organizes the Workflow Designer28 Copyright © 2011 by Teradata Corporation
  29. 29. Implementation – Using an Action Step as a Path “Catcher” • A blank Action Step works perfectly as a path catcher • Direct the workflow • Allow the workflow to wait29 Copyright © 2011 by Teradata Corporation
  30. 30. Implementation – Effectively Using Branch Steps • Trickle Down vs. Blast30 Copyright © 2011 by Teradata Corporation
  31. 31. Implementation – Utilizing Milestones • Auto close step – No Assignees • Purpose: record a date • Best for use in the Marketing Calendar • Reportable – use naming convention • Milestone Examples: • Webinars • Events • Conferences31 Copyright © 2011 by Teradata Corporation
  32. 32. Implementation – Confer with Team • Building outside of system only shows so much • Limited in showing system functionality • Show them how things will be working in the system • Walk through everything • May change their mind • Get final approval by team32 Copyright © 2011 by Teradata Corporation
  33. 33. Implementation – Finalize • Update • In • Out • Validate • Promote • Test • Use33 Copyright © 2011 by Teradata Corporation
  34. 34. Testing Copyright © 2011 by Teradata Corporation
  35. 35. Testing – Utilize a Testing Activity &/or Testing Activity Type • Create an Activity Type called Test Activity • Use a single testing activity to perform workflow tests • Call it Workflow Testing Area – easy to find • When specifying a specific activity type on any extended attributes, also include the Test Activity Type so all attributes will be displayed on the testing activity • Easily remove testing activity type from reports, activity list, etc. • Less activities in the system to manage35 Copyright © 2011 by Teradata Corporation
  36. 36. Testing – Utilizing a Test Template • A Workflow that has been validated successfully can be applied to an activity as a test template • Avoid mistakes and mishaps that are risks of untested workflows by utilizing a test template36 Copyright © 2011 by Teradata Corporation
  37. 37. Testing – Work out Kinks • Order of tasks • Document Uploads • Data Collection • Branch Rules • Task Activations: Any Path or All Paths Required • Action Step Actions Performed • If Discovery & Design go well, there will be less kinks!37 Copyright © 2011 by Teradata Corporation
  38. 38. Testing – Validate & Promote • Make any changes needed to the template • Validate – test again as a test template • Promote makes it live to your users who apply workflows to activities • Workflow Templates cannot be added to Activity System Type Actions until promoted38 Copyright © 2011 by Teradata Corporation
  39. 39. Maintenance Copyright © 2011 by Teradata Corporation
  40. 40. Maintenance – Open Houses • Hold monthly • Show enhancements • Show new or updates to request forms or processes • Address issues or challenges • Listen to feedback on the system or processes • Keep lines of communication open • Follow up with highlights/notes40 Copyright © 2011 by Teradata Corporation
  41. 41. 41 Copyright © 2011 by Teradata Corporation
  42. 42. 42 Copyright © 2011 by Teradata Corporation
  43. 43. Maintenance – Semi Annual Review • Clean up request forms • Clean up processes • Streamline where possible • Keep lines of communication open • Keep team engaged43 Copyright © 2011 by Teradata Corporation
  44. 44. Close Copyright © 2011 by Teradata Corporation
  45. 45. Close – Extended Services • Analytics • Training & Enablement • Strategic / Planning / Execution • Project Management & Workflow • Digital Asset Management • User Adoption • Questions about system capabilities • Best practice advisement45 Copyright © 2011 by Teradata Corporation
  46. 46. Close – Closing thoughts • What works for us may not work for everyone • Always keep your end user in mind • Think everything through • Keep an open mind to feedback • Keep your team engaged • Learn all you can • From users • From Aprimo46 Copyright © 2011 by Teradata Corporation
  47. 47. 47 Copyright © 2011 by Teradata Corporation

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