1. 360 Process Engine Automagic ECM
Morten Jensen, Product Manager

2. We’ve come a long way Digitalization of in-and outbound communication
Choose preferred dispatch channels and routing.
Semi- and full automatic case handling
Based on structured digital communication
Self service
Support of the digital workplace
Support of the mobile workplace

3. The price of open government
As public awareness and transparency increases, the demand for information does likewise.
The demand for rapid responses are ever increasing
But most public offices spend up to 25% of their time manually requesting information
As a public office you need to have support of key processes in order to sustain an effective administration.
And – as more information ends up on the internet, control and quality is essential.

4. It’s not all about effeciency
Audit: who performed the task? When? How?
Guidance
Present the user for only the tasks that makes sense
Progress measurement:
By breaking up the process in phases, you can measure progress, calculate finish time and react to missed deadlines before they actually occur
Re-use
Be digitizing specific task, they can be re-used which leads to higher accuracy

5. Workflow systems often fall short
Diagrams become impossible to read
We are all individuals
I’m not
Oh wait – yes, I am
Process becomes ridiculously complex
Lots of implicit conditions
Resistance from case workers

7. Some thoughts on processes in 360

8. Result measurement and management reporting
360° Proces platform_
Effeciency
Employee focus
Department focus
360° LEAN Shelves
Process Optimization
Compliance
Planning
Result measurement and management reporting
Quality

9. Overview of the complete production

10. The new Process Engine

11. Automate business processes
- Import a form - create a case
- initiate a designed workflow process
The process initiates progress plan for the case
A task in the proigress plan starts another workflow to automate an operation
Wakes the process
The scheduler monitor the due dates and processes
The progress plan
waits for an external event

12. Process Engine – what’s the purpose?
Possibilities:
Offer «out.of.the.box» process
Take on more complex case mngt projects
Reduce code customizations through «mini workflows»
360° as BPM tool
Automate low-value or repetitive tasks
Implement standardized processes

13. 360° Process Engine – the concept
Processes can be defined graphically
A toolbox with WF-tasks available
WF-tasks can access 360 data during design
«partial solution design modules»
Co-innovation model
Due dates/events can be monitored and then initiate processes/tasks
Processes can be exported and imported via XML
The Progress plan is the end user UI

14. Handle branches and decisions

15. Handle sub-processes

16. Handle Blocking and non-blocking wait tasks

17. Two models in one: Workflow classic
The ”classic” workflow is typically a series of sequential or parallel actions in a well-defined order
Have a state, a beginning and an end
Very well suited for decisions on strucured input data (schemas, forms) and for server-based integrations

18. The ”what happens when approach”
Model 2:
The ”what happens when approach”
Unit of work
Enter ”Wait tasks”
ECM workflows need to handle processes that hibernate until an event happens or a fixed period of time has elapsed
Wait Tasks
Active process
Input/output – context
Object
(case/project/estate)
Time

19. Concept revisited
Progress plans exist as is, but also function as a shell for workflow.
Visual Studio used for design of dynamic progress plans
Toolkit of Business logic components
Queue system for wait task and other timed processes

20. Process designer Visual studio used for process design
Using.NET workflow 4.5
State Machines
360 types introduced to the design tool
Used here for modelling the overall flow (phases)

21. Connecting Wait tasks to Actions
Both client- and server actions offer to connect wait tasks. This translates to: Execute this body of work, and wait for response
Connected wait task will be calculated and set to ”scheduled” status upon document dispatch. This is because we often calculate reponse deadlines as ”2 weeks from today”, and this translates to ”2 weeks from the day the document left the office.

22. Merging wait task deadlines in a letter
Context control WaitTaskDeadlineDate

23. Dynamic decision statuses
The status is used to define where to go next in the workflow.
The statuses for a decision are maintained in a property window in the workflow.
The status has the following properties:
Id (unique identifier)
Description (User-friendly text)
hidden (Visible in UI)
Can Handle Loops

24. Summary
Delivered on SP7 Offers a set of standard flows with possibility for adaptions
Co-innovation
Cloud ready, continuous delivery
Enables reporting, start/stop case handling time
low hanging fruits are the repetitive manual tasks
But compliance is equally important
Think big, start small, deliver often