Solutions Blog

http://www.uthscsa.edu/facilities/index.html

Mission
The Department of Facilities Management of the University of Texas Health Science Center At San Antonio provides services (maintenance, repair, etc)  to support more than 2.8 million gross square feet of space in buildings with a staff of 315.

Testimonial
"We are very pleased with our decision to purchase WorkflowGen.  We knew there must be a better way to process the thousands of paper work requests that we receive each year.  We initially looked at having someone write a customized program which turned out to be well over our budget.  We then looked at some of the larger workflow software companies and found that their software was expensive and required substantial programming to implement.  Once we “discovered” WorkflowGen, we knew that we were looking at something special.  Being able to design work flow processes using PDF forms, without formal programming, was extremely important to us.   Designing processes using WorkflowGen is relatively simple for an “end user” to do with out formal programming.   We plan to extend WorkflowGen processes to other areas since it is so easy to design and implement them quickly and economically.  We are very satisfied with the product."
Gary L. Tate
UTHSCSA Facilities Management
Assistant Director for Business Services

Business Challenge
The Department of Facilities Management was looking for a solution to better serve 3,000 internal clients who are submitting 6,000 work order requests per year. The goal was to reduce the volume of paper work while optimizing the response time.  
  

WorkflowGen Solution
Functional Solution
The Department of Facilities Management designed a workflow with WorkflowGen to enable any of the 3,000 authorized clients from anywhere on the campus to submit a work request. Depending on the requester and the nature of the work the requests are automatically routed to the appropriate supervisor (signature authorities) for approval and then routed to the Department of Facilities Management. All the participants in this process can track the status of their request in real time (requesters, approvers, facilities management operators) via the workflow portal. Event-based email notifications enable the requestors to be notified of the request's progress along the workflow process. The users can attach external files to the forms. Thanks to single sign-on, no separate username and password is necessary.

Technical Solution
WorkflowGen works on an IIS web server with SQL server as a back-end database. The authentication of the participants is done automatically thanks to an LDAP connector. An integration has been developed with PeopleSoft in order to dynamically retrieve the list of approvers depending on the requester and the nature of the work. The participants use their web browser to access WorkflowGen and populate PDF forms to submit their requests.

Benefits
Immediate productivity gains
The response time has been optimized from 2 days to 15 minutes.
The workload for the operators in the Department of Facilities Management has been reduced dramatically and their ability to monitor and retrieve process data has been maximized.
The clients enjoyed both the productivity gains and the possibility to monitor their requests in real time.

Fast deployment
The Department of Facilities Management has designed the work order process with WorkflowGen in 1 month.
A pilot was first organized for a few selected participants before the solution was rolled out campus wide to 3,000 people by sending a simple email. 

Ease of use
The Department of Facilities Management was able to design the workflow without programming except for the integration with PeopleSoft and LDAP.
No training was required for the end users who where able to access a user guide if needed directly on the Department of Facilities Management web site. 

http://www.koreanair.com/

Mission
Korean Air, owned by The Hanjin Group, currently includes 21 domestic and 19 overseas subsidiaries, with 33,500 employees.

Korean Air was looking for a software tool that would quickly automate the company’s unique in-house manual administrative processes at the ITDC* located in Los Angeles. 

Testimonial
"WorkflowGen is a (software) tool precisely designed to take care of automating any business workflow process. Wherever there is a form and a process, WorkflowGen can be applied very quickly to convert a manual process into a systematic process. Besides WorkflowGen’s simple and straightforward method to handle form and flow, it allows interfacing to external resources, at any step of a flow, a snap. For Business Intelligence (BI) reporting, we could integrate steps to write customized log records, which will serve as a base for all BI reporting."
Inkee Lee, Vice President and Deputy Director, ITDC for Korean Air. 
 
Business Challenge
Korean Air sales executives were seriously bogged down, trying to manage their travel agent incentive voucher system, a key component to the Korean Air client service process. 
 
WorkflowGen Solution
Functional Solution
As a part of their account management responsibilities, the executive sales staff at Korean Air was using traditional, semi-manual means to manage the administrative details and approval processes for handling travel agent incentive program.  Phone calls, emails, paper instruction forms, and physically “tracking down” associates, all had proven to be consuming far too much time, and not getting a integrated view of all the activities in time.

After researching the market for an affordable software solution that was powerful, but easy to use, Korean Air selected WorkflowGen®. Now, only days after implementing the software, each step of the travel agent incentive authorization procedure has been reduced to a simple, step-by-step, automated process.

Technical Solution
The SQL Server version of WorkflowGen® was installed, as well as a connector for the Active Directory to automatically synchronize and retrieve the user details. The Portlet module enabled Korean Air to populate the Intranet Portal with data that came from WorkflowGen® (actions to do, current requests, past due requests, etc). The SDK module enabled Korean Air to create custom workflow steps that provided connectivity to external data sources so forms could be pre-filled and action results could be utilized.
 
Benefits
Immediate productivity gains were delivered through efficiency, accuracy, and accountability. The new workflow expedited this important administrative process and begin accumulate data for automated executive reporting.

Fast Deployment
The Korean Air staff was successfully developing workflows shortly after the four day WorkflowGen® training.

Ease Of Use
After identifying WorkflowGen’s® ease of implementation and use, Korean Air is planning to take the application enterprise-wide, pending final review by the global IT director.

*ITDC (Information Technology Development Center) is located in Los Angeles and is part of Korean Air's IT department. ITDC acts as a new technology solution finder to improve the MIS environment for the corporation. 

“After reviewing demos of several workflow solutions, we chose WorkflowGen because it was the best value for our needs. It is extremely flexible and easy to learn and use,” said Ben Eastlack, Systems Support Supervisor, CDSD IT Department. He added, “We needed a solution that was modular in nature and easy to customize so that we can deploy it in stages throughout all our administrative departments.”

The Central Dauphin School District is a suburban community of approximately 83,000 residents with a current student population of 11,750 located northeast of the city of Harrisburg within the County of Dauphin in south central Pennsylvania. The school district is the 13th largest school district in the Commonwealth and is the largest of the 10 school districts located in the county.