Solutions Blog

http://www.deloitte.fr/

Mission
With 3000 employees in 80 branches, Deloitte France provides a complementary offer ranging from quality and information safety to financial transactions.

Testimonial
"After we defined the processes to automate, we launched the WorkflowGen solution within a week. The product is very easy to use especially thanks to the graphical implementation interface. WorkflowGen enables us to implement the processes without programming. It takes usually half a day to implement a new process. More than 200 processes have been identified for an optimization with WorkflowGen.
We also use this product as a gateway to our ERP applications because the workflow features provided by ERP systems are usually too complex and cumbersome to implement."
Gauthier Boulot, Web Department Manager .
 
Business Challenge
Already running an Intranet, several core applications and an ERP, Deloitte wanted to optimize procedures that were still processed manually or through unstructured e-mail flows (leave applications, IT clearance applications, conference call number reservation, salary advance applications, etc). Those procedures considered individually were relatively simple ones and neither justified a custom development nor the adaptation of an existing ERP type of application. However, all those procedures together corresponded to a significant operational cost due to the manual processing time they represented.  The business challenge was to automate and optimize those procedures, while complying with the existing IT infrastructure and seamlessly integrating into the Intranet Portal.
 
WorkflowGen Solution
Functional Solution
The implementation of WorkflowGen enabled the Human Resources Department and the IT Department to launch their processes within a few days.
Based on the rapid success of those first processes an enterprise wide study was made to identify all the processes that could be improved by WorkflowGen.

Technical Solution
The SQL Server version of WorkflowGen was installed as well as a connector for the HR ERP to automatically synchronize and retrieve the user details.
The Portlet module enabled Deloitte to populate the Intranet Portal with data that came from WorkflowGen (actions to do, current requests, past due requests, etc).
 
Benefits
Immediate productivity gains
The implementation of the processes with WorkflowGen enabled the reduction of paper flows, and low added value activities.  Above all, it  dramatically reduced the average processing time per request.   Processes that usually took days to be completed are now completed in a few hours. The real time statistics module enables the Process Administrators to precisely monitor the activities and also measure the ROI. 

Fast deployment
After a simple installation on a Web Server, the Process Administrators are able to implement their processes after a simple 2 days training.

Ease of use
The end users access WorkflowGen via their Web browser and launch their requests without any need for training. The user friendly interface and the use of PDF forms ensure ease of use and instant adoption by the end-users.

http://www.smh.ie/

Mission
Saint Michael's House (Dublin, Ireland) provides a range of specialized day and residential healthcare services in 110 different locations to approximately 1500 people.

Testimonial
"We had developed our own in-house solution which highlighted the benefits of having a web-based workflow solution but quickly realised that the cost of developing a scalable and robust solution that was as powerful as WorkflowGen was not realistic.
We looked at several systems including solutions from Adobe but found that WorkflowGen offered a the best combination of functionality, ease of use and critically low costs both in the short-term and long-term. This decision has been strengthened by the excellent support that Advantys has provided."
Neil Kelly, IT Consultant.

Business Challenge
SMH is a large organisation nearly 1,500 employees and 110 offices spread across a wide area. To efficiently and effectively manage such a large number of employees and the infrastructure that supports their day-to-day operations it was necessary to put in place a web-based solution that would ensure:

• that information is captured only once in the organisation
• only the relevant participants are involved in handling the eForm, i.e. information is intelligently routed throughout the origination
• captured information is immediately available throughout the organisation - i.e. no waiting for post + database updated immediately upon approval
• reduced/zero error rates - no re-entering of information, logic built into eForm (e.g. If YES then skip to next question)
• allowing changes to be made to forms without the need for reprinting and distributing paper based forms (reduce costs)
• that correct procedures are always followed
• that there was an audit trail (important for quality)

 
WorkflowGen Solution
Functional Solution
WorkflowGen is used throughout the organisation. It supports operations in:

• Finance (Submission and approval of Mileage forms, Petty Cash, Invoices etc.)
• HR (Human Resources (Request and approval of Job Advertisements)
• IT (Creation and maintenance of security profiles and access rights for all employees - these require approvals from different managers + requests for new equipment and Office Applications)
• Health Services (Creation and updating of patient records - needs to be highly regulated and auditable - WorkflowGen delivers this. Also enables SMH to ensure that proper procedures are always followed)
• Training (Request and approval of Training courses)
• Health and Safety (Incident/Accident Reports, includes routing to different managers based upon severity of report)

Technical Solution
WorkflowGen runs on Windows 2000/2003 based servers with clients running Windows 2000 and XP Pro. Database is SQL Server 2000 SP3a.

WorkflowGen has been tightly integrated with several core solutions within SMH, these include:
- Microsoft Great Plains / Dynamics e.g. Approval of Month-end, expenses and salaries
- Business Objects Crystal Enterprise 10 e.g. granting access to specific data sets down to row and column level
- In house databases e.g. Controlling the creation and updating of key data
 
Benefits
Feedback from users
Very positive, the technology is so transparent that users rarely ask about the underlying technology and focus on the benefits that the eForms solution will deliver to them - this is a testament to the ease of use and good design of the WorkflowGen solution.

ROI
The ROI will be considerably greater than a purely financial one - it is expected that WorkflowGen will revolutionise the efficiency and effectiveness of the organisation by ensuring:

• that information is captured only once in the organisation
• only the relevant participants are involved in handling the eForm, i.e. information is intelligently routed throughout the origination
• captured information is immediately available throughout the organisation - i.e. no waiting for post + database updated immediately upon approval
• reduced/zero error rates - no re-entering of information, logic built into eForm (e.g. If YES then skip to next question)
• allowing changes to be made to forms without the need for reprinting and distributing paper based forms
• that correct procedures are always followed
• provide an audit trail (important for quality)

In summary the cost of the solution is only a small part of the benefits that WorkflowGen will deliver and therefore calculating a ROI does not fully capture the significance of the solution. We are expecting that once fully operational that the organisation will process literally tens of thousands of eForms every year - the solution will therefore pay for itself within months.

"Intellera and Advantys have provided TELUS Geomatics with excellent support throughout our implementation, and the product has lived up to its promises. We are well on our way to streamlining and improving our processes using WorkflowGen."

Process

The IT environment constantly grows in complexity with new hardware, software, network equipments and organizations of all sizes need to manage IT changes on a daily basis.

The WorkflowGen workflow software offers a way to quickly automate and optimize the IT Change process by reflecting the existing business rules and the way the organization really works.  

The IT Change process can be implemented as part of the ITIL or COBIT standards.

In the following example of IT Change process implemented in WorkflowGen:
- all the steps are tracked and monitored
- the process data is captured in a structured and formal electronic form 
- the actions are automatically assigned based on the nature (category, priority) of the Request For Change (RFC)
- roles are defined reflecting all the groups involved in the process: Change Initiator, Change Manager, Change Advisory Board (CAB), Change Advisory Board Emergency Committee (CAB/EC), IT Executive Committee (ITEC)
- the participants are automatically notified via email

 
Form
Here is an example of a .Net Web Form.
The layout can be fully customized by using Visual Studio or the free Visual Web Developer 2005 Express. The Web Form just needs to contain all the fields required for this process.
The sections of the form can be displayed based on the each workflow action and based on the profile of the user connected.

Workflow with WorkflowGen
1/ The Change Initiator opens his browser and logs on to the WorkflowGen workflow software.

2/ The Change Initiator clicks “New Request” and selects “I.T. Change Application”. The IT Change Web Form is displayed within WorkflowGen. The Change Initiator completes the form with the description, the reason, the change type, the priority, the category, the deadline and he also can attach documents. Then he submits the action.

3/ The next action can be manually or automatically assigned the a person or a group of persons. The next participants are automatically notified by email. In the email notification they click on a link that will launch the action to do.

4/ The Changer Manager launches his action and displays the form. In the form he can modify the category and the priority and also ask the Change Initiator for more information.
Then he submits the action.

5/ Depending on the nature of the change (category and priority) the next action will be automatically assigned to a specific participant: 
- A Standard change will be immediatly sent to the Change Manager for implementation.
- A Minor change will be sent to the Change Manager for approval.
- A Major change will be sent to the CAB for approval or escalation to the ITEC.
- An Emergency change will be sent to the CABEC for approval.

Each participant will be able to fill out specific sections of the form depending on the actions they have to do. The access to the form fields can be secured depending on each action.

6/ After the approval by the authorized participant the next action is assigned automatically to the Change Manager who will select the Change Developer for the implementation of the requested change.

7/ The Change Manager uses the form to select the Change Developer and define a deadline.
Then he submits the action.

8/ The Change Developer is automatically notified by email. He performs the change and then uses the form to enter the completion date and some comments. Then he submits the action.

9/ The Change Manager is automatically notified by email. He reviews the change implemented by the Change Developer. He can approve the change or ask for modifications.
When he approves he submits the action. That will end the workflow.

10/ The Change Initiator is automatically notified by email of the completion of the Change Request.

Process
The employee completes the I.T. Clearance Application to obtain the authorization to use various software. The application is sent to his/her manager, who can then approve, or reject the request.

Should the manager approve the application, it will then be simultaneously forwarded to every person involved by the software the employee requested.

Once all recipients have approved the application, it is sent to the I.T. department, which then opens the account(s) requested by the employee, in agreement with the various departments. 
 
Workflow with WorkflowGen
1/ The employee opens his/her browser and logs on to WorkflowGen.

2/ He/she clicks “New application” and selects “I.T. Clearance Application”. By clicking “Launch application”, he/she then accesses the “Application follow-up form”.

3/ In “My to-do list”, he/she clicks “Complete” and the form corresponding to the application selected is displayed. The employee completes the form, selects the software he/she wishes to be able to access and clicks “Send form”.

4/ Now back at the “Application follow-up form”, the employee can choose to whom the application is to be sent. By clicking “Assign this action to a person”, he/she can select the person from a list and click “Assign”.

5/ At this point an e-mail message is sent to the selected person (the manager) with the subject line reading “One new action has been allocated to you”.

6/ By clicking “View action”, the manager accesses the “Application follow-up form” and goes to “My to-do list”. By clicking the action assigned to him/her (here, a validation), the form opens again. The manager can also complete the appropriate areas to approve or refuse the application, before clicking “Send form”.

7/ Once validated by the manager, the form is sent automatically and simultaneously (synchronization) to the departments related to the software, as specified by the employee. Those departments are notified by e-mail that they have an application requiring approval.

8/ WorkflowGen’s workflow engine waits until all the involved departments have performed their actions on the form. Once this is done, the application is sent automatically to the I.T. department.

9/ I.T. can view the form and open the account(s) for the software, as approved by the various departments. The employee is then notified by e-mail that the application has been successful.