Solutions Blog

Process
The requester completes the work order that is sent to a coordinator in the logistics department.

The coordinator analizes the request, if it is not properly completed it is sent back to the requester for modification. If it is properly completed it is sent to the most appropriate person with information about the time limit and the means needed to handle the request.

The designated person will notify the requester of the work order completion by sending back the form (if the work order is not completed the person in charge can use the form to explain why.)

The requester closes his work order request and adds a comment about the provided service quality.

The coordinator is notified by email that the process is closed.

Workflow with WorkflowGen
1/ The employee opens his/her browser and logs on to WorkflowGen.

2/ He/she clicks “New application” and selects “Work Order”. 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 selected application is displayed. The employee completes the form, the nature of work he needs and the time limit and clicks “Send form”.

4/ At this point an e-mail message is sent to the logistics coordinator with the subject line reading “One new action has been assigned to you”.

5/ By clicking “View action”, the coordinator accesses the “Application follow-up form” and goes to “My to-do list”. By clicking the action assigned to him/her (in this case, Analyze), the  form opens again. The coordinator checks if the provided information is valid for this work order. If the request is not properly completed, it is sent back to the requester who will be able to perform the INITIATE action and send the modified work order to the coordinator.  If the request is properly filled-in the coordinator defines a time limit and additional advices for the person in charge of handling the work order. The coordinator then clicks “Send form”, accesses the “Application follow-up form” and designates the person from a list.

6/ At this point an e-mail message is sent to the person selected with the subject line reading “One new action has been assigned to you”. 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 (in this case, HANDLE), the form opens again with information and instructions entered by the requester and the coordinator. The designated person fills-in the appropriate areas about the work order before clicking “Send form”.

7/ The requester is notified by e-mail that he has to handle the "CLOSE" action. The form is launched and the requester can add a comment about the quality of the service and the way the work order was handled. He clicks "Send form" and the coordinator is notified by e-mail that the process is closed. The coordinator accesses the “Application follow-up form” and reviews all the actions and data of the process.

Process
This procedure of "Corrective and Preventive actions" is part of the ISO 9002 standard.

The employee who noticed a dysfunction will fill-in the corrective or preventive action form and forward it to his manager. The manager can then forward the form to the quality controller who will analyze it and perform the corrective action. The quality controller can then assign the corrective action to another person. The designated person will handle the corrective action, fill-in the form and send it back to the quality controller. The quality controller will then verify the effectiveness of the action and finaly notify the employee and his manager.
 
Workflow with WorkflowGen
1/ The employee opens his/her browser and logs on to WorkflowGen.

2/ He/she clicks “New application” and selects “Corrective Action”. 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 selected application is displayed. The employee completes the form and clicks “Send the form”.

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

5/ 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 deny the application, before clicking “Send form”.

6/ If the manager denies the corrective action application, the process is closed and the employee is notified by email. If the application is approved, the quality controller is notified by email that an action has been assigned to him.

7/ By clicking “View action”, the quality controller accesses the “Application follow-up form” he then clicks the "Analyze" action and opens the form. After completing the relevant form fields he clicks "Send form" and then assigns the next action to the person responsible for handling the corrective action.

8/ The designated person is notified by e-mail. He accesses the “Application follow-up form” and clicks the "Perform" action. After completing the relevant form fields he clicks "Send form".

9/ The quality controller is notified by e-mail. He then verifies the effectiveness of the corrective action performed by the designated person. Once the verification is done he clicks "Send the form".

10/ The process is closed, the employee and the manager are notified by e-mail.

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.