An Evaluation Framework for Workflow Modeling Techniques M.Sc. Thesis Presented by: Ahmed Mohamed Gamal-Edeen El-Mohamdy M.Sc. Student Faculty of Computers and Information, Cairo University Under the Supervision of: Galal Hassan Galal-Edeen, PhD Head, Department of Information Systems Cairo, Egypt February, 2009 Cairo University Faculty of Computers and Information Cairo – Egypt http://www.fci-cu.edu.eg 5 Dr. Ahmed Zewail Street, Postal Code: 12613, Orman, Giza, Egypt

Outline Overview Statement of the Research Problem Overall Aim of the Research Road Map for the Research Workflow Literature Evaluation Framework for WfMTs Case Study Work Research Limitations Conclusions & Future Work References M.Sc. Thesis Information: Title: An Evaluation Framework for Workflow Modeling Techniques Author: Tealeb, A. Supervisor: Galal-Edeen, G. Department: Information Systems Department Year: 2009 City: Cairo, Egypt Venue: Faculty of Computers and Information, Cairo University Thesis Type: Master Thesis Abstract: Nowadays, the automation of business processes help organizations to achieve their goals easily and efficiently. Workflow Management System (WfMS) is one of the most important IT applications used for managing and automation of business processes. WfMSs help organizations to automate a range of business tasks, and electronically route the right information to the right people at the right time. One of the most important parts of any WfMS is the process modeling which are used to analyze, model and describe business processes. The success of WfMS stands on the quality of the WfMS and the quality of workflow models that can be modeled by using these systems. There are a lot of Workflow Modeling Techniques (WfMTs) such as Petri Net (PNs), Event-driven Process Chains (EPCs), and Unified Modeling Language Activity Diagrams (UML ADs); etc. The aim in this thesis is developing a framework for evaluating and selecting the suitable WfMT. The evaluation framework will help practitioners in the field of workflow modeling to decide and select the most suitable WfMT that suites their case or business process. Purpose: This Presentation seeks to provide practitioners and academics in the field of workflow with reviewing the most important issues. Also, we present our suggested framework for evaluating workflow modeling techniques Keywords: Workflow Management Systems (WfMSs), Business Process Management Systems (BPMSs), Enterprise Resource Planning (ERP), XML Process Definition Language (XPDL), Workflow Management Coalition (WfMC)

Overview The continuous need of organizations to manage and automate their business processes has been the motivation for founding the Workflow Management Systems (WfMSs). WfMSs applied over a number of industries such as: Banking, Insurance, Health Care, Telecommunication, Manufacturing, etc. WfMSs provide many benefits for enterprises such as: Automation of Business & Reduction of paper work. Process transparency (i.e. monitoring instances in run-time). Modularity of application systems (i.e. flexible for changes in BPs). Integration with other application.

Definitions Workflow “The automation of a business process, in whole or part, during which documents, information or tasks are passed from one participant to another for action, according to a set of procedural rules” (WfMC, 1999). Workflow Management System (WfMS) “A system that defines, creates and manages the execution of workflows through the use of software, running on one or more workflow engines, which is able to interpret the process definition, interact with workflow participants and, where required, invoke the use of IT tools and applications” (WfMC, 1999). “A workflow is a specific representation of a process, which is designed in such a way that the formal coordination mechanisms between activities, applications, and process participants can be controlled by an information system, the so-called workflow management system” (zur Muehlen, 2004).

Sample for Workflow Model Supplier: Receive External Order Supplier: Credit Check Supplier: Advanced Shipment Order Process And Supplier: Get Order Details Supplier: Send Supplier Invoice End Supplier: Send Order Acknowledgement Supplier: Receive Internal Order Supplier: Stock Check Figure (1) Wf Model using ORACLE Workflow Builder (ORACLE, 2002)

Outline Overview Statement of the Research Problem Overall Aim of the Research Road Map for the Research Workflow Literature Evaluation Framework for WfMTs Case Study Work Research Limitations Conclusions & Future Work References

Statement of the Research Problem The success of a WfMSs stands on the quality of the WfMSs and the quality of Wf models that can be constructed by using these systems (zur Muehlen, 1999). The process modeling is an important activity of any WfMSs. There are different WfMTs or formalisms used to model BPs such as: Petri Nets (PNs) Event-driven Processes Chains (EPCs) Unified Modeling Language Activity Diagrams (UML ADs) Business Process Modeling Notations (BPMNs), etc… How can we decide selecting one of the above WfMTs?

Outline Overview Statement of the Research Problem Overall Aim of the Research Road Map for the Research Workflow Literature Evaluation Framework for WfMTs Case Study Work Research Limitations Conclusions & Future Work References

Overall Aim of the Research The aim of the thesis is to develop an evaluation framework that helps practitioners in ranking and selecting the most suitable WfMT that suites the case in hand. Adjust Evaluation Framework Survey WfMTs Apply using Case Studies Construct Evaluation Framework Figure (2) Research Methodology

Outline Overview Statement of the Research Problem Overall Aim of the Research Road Map for the Research Workflow Literature Evaluation Framework for WfMTs Case Study Work Research Limitations Conclusions & Future Work References

Road Map for the Research Figure (3) Road Map for the Research Start Research plan Surveying Workflow Management Systems Surveying Workflow Modeling Techniques (WFMTs) WfMC Reference Model WF Model Characteristics Case Studies or BPS Build Evaluation Framework for WFMTs WFMTs Selection Template Applying WfMTs Selection Template for BPS Conclusions & Future work End Figure (3) Road Map for the Research

Outline Overview Statement of the Research Problem Overall Aim of the Research Road Map for the Research Workflow Literature Evaluation Framework for WfMTs Case Study Work Research Limitations Conclusions & Future Work References

Workflow Literature Workflow History Workflow Terminology [Office Automation, Image Applications, BPR, Commercial & Scientific WfMSs] Workflow Terminology [Wf, WfMS, Activity, Business Process, Process Definition, BPR, BPMS, etc..] Categories of WfMSs [Functionality, Deployment, and Process Structure] WfMS vs. Other Applications [ERP Applications, Groupware Systems, and BPMSs] Workflow Standards [WfMC Reference Model Standard]

Workflow Standards Cont. The WfMC Reference Model focuses on the five interfaces between the workflow enactment service and the tools. WfMC Reference Model is an architectural representation of a WfMS, identifying the most important system interfaces, developed by the Workflow Management Coalition. The WfMC Reference Model provides the general architectural framework for the work of the WfMC. It identifies “interfaces” covering, broadly, five areas of functionality between a WfMS and its environment. · Interface 1 - The import and export of process definitions · Interface 2 - Interaction with client applications and worklist handler software · Interface 3 - The invocation of software tools or applications · Interface 4 - Interoperability between different workflow management systems · Interface 5 - Administration and monitoring functions Figure (4) The Workflow Reference Model (adapted from Hollingsworth, 1995)

Workflow Modeling Techniques Workflow Model Concepts [Case, Task, Work Item, Work List, Activity, Process, Routing, Allocation, and Enactment] Workflow Modeling Techniques [PNs, EPCs, UML ADs, and BPMNs]

Workflow Modeling Techniques Cont. Event-driven Process Chains (EPCs) Petri Nets (PNs) UML Activity Diagrams (ADs) Business Process Modeling Notations (BPMNs) Petri Nets (PNs) describe processes graphically and the semantics is defined formally. Event-driven Process Chains (EPCs) are considered as a semi-formal and graphical business process modeling language. EPCs use easy understood symbols. Unified Modeling Language Activity Diagrams (UML ADs) are used for enterprise modeling, workflow modeling, and business process reengineering. Business Process Modeling Notations (BPMNs) is a standardized graphical notation for drawing BPs in a workflow. BPMN can be easily mapped to Business Process Execution Language (BPEL) Figure (5) Workflow Modeling Techniques (WfMTs)

Outline Overview Statement of the Research Problem Overall Aim of the Research Road Map for the Research Workflow Literature Evaluation Framework for WfMTs Case Study Work Research Limitations Conclusions & Future Work References

Evaluation Framework for WfMTs Philosophy of Evaluation Framework for WfMTs [Literature Criteria, Case Study Criteria, and WfMTs] Suggested Evaluation Framework [Literature Survey Criteria, Case Study Criteria, Measurement of Values, etc…] Measurements of Values [Measurement Theory, and Scale Types] WfMTs Selection Template [Criterion, Range of Values, Weight, Rate, and Score] How WfMTs Selection Template works?

WF Modeling Techniques Philosophy of Evaluation Framework for WfMTs Gathering BP Characteristics using WfMTs Selection Template Ranking & Selecting the most Suitable WfMT Evaluation Framework Evaluation Criteria WF Modeling Techniques PNs EPCs UML ADs Literature Criteria Case Study Criteria BPMNs Figure (6) Philosophy of Evaluation Framework for WfMTs

Suggested Evaluation Framework Literature Criteria Orientation Notations WF Patterns WF Perspectives Analysis Techniques Graphical Event Sequential Functional Reachability Mathematical Function Parallel Informational Simulation Others Choice Behavioral Iteration Organizational Analysis Types Validation Verification Performance Analysis Case Study Criteria Process Structure User Factors Case Requirements Structured Clarity of Notations Process Size Support Semi-Structured Analytical Wf Model Wf Model Verification Ad-hoc/ Dynamic Wf Documentation Need Training Table (1) Suggested Evaluation Framework for WfMTs

Measurement of Values Criteria Domain Values Scale Type Orientation FS: Full Support HS: High Support S: Support LS: Low Support NS: No Support Ordinal WF Perspectives WF Patterns AN: Available Notation NAN: No Available Notation Nominal PP: Possible to Present NPP: Not Possible to Present Analysis Techniques and Types Process Structure User Factors HU: Hard to Understand NU: Normal to Understand EU: Easy to Understand Case Requirements S: Small M: Medium L: Large Table (2) Criteria Domain Values and Scale Types

Sample for Evaluation Framework PNs EPCs UML ADs BPMNs Orientation Literature Criteria Graphical FS Mathematical S NS HS Process Structure Case Study Criteria Structured Semi-Structured LS Ad-hoc MT EC Table (3) Sample for Evaluation Framework

Mapping EF Measurements into Rate Domain MT Evaluation Framework Scale Rate Domain Scale Numeric Value FS: Full Support Excellent Fit 4 HS: High Support Good Fit 3 S: Support Fit 2 LS: Low Support Low Fit 1 NS: No Support No Fit Table (4) Sample for Mapping between Evaluation Scale and Rate Domain

WfMTs Selection Template   ALTERNATIVES Decision Model PNs EPCs UML ADs BPMN Criterion Weight Values Rating Score Criterion 1 Criterion 2 Total 2 4 8 2 4 3 6 1 1 4 4 3 3 1 1 4 4 8 12 5 7 1 1 7 10 Criterion Criteria = Questions Criterion 1 Does the Case require WfMT to be mathematically-based? Criterion 2 What is the Nature of Process? Values of C1 Description Yes 1 No How to Weight a Criterion? Weight Description 1 Normal 2 Average 3 Important Weight = The Importance of Criteria Score = Weight * Rate Values of C2 Description Structured 1 Semi-Structured 2 Ad-hoc Figure (7) How WfMTs Selection Template works?

WfMTs Selection Template Cont. Figure (8) WfMTs Selection Template – Decision Matrix

Outline Overview Statement of the Research Problem Overall Aim of the Research Road Map for the Research Workflow Literature Evaluation Framework for WfMTs Case Study Work Research Limitations Conclusions & Future Work References

Case Study Work Case Study Activities Case Study Results [Identifying BPs, Analyzing BP using WfMTs Selection Template, Determine Tools that support each WfMT, and Remarks on Applying WfMTs for BPs] Case Study Results WfMTs Selection Template – Business Rules

Case Study Activities The BPS are Configuration Management Process, Opportunity Management Process, and Request Management Process. There are a unified number of steps for each BP to reach Wf model: History of BP (Organization; Field; other issues). Analyze the BP and recognizing its activities, resources, documents, process nature, etc. Applying the WfMTs Selection Template to facilitate the choice of WfMT that suites each case. Determine the tools needed to model BPs. Tools are Workflow Petri Net Designer (WoPeD), EPC Tools, Enterprise Architect, and BizAgi Process Modeler supports PNs, EPCs, UML ADs, and BPMNs respectively. Applying all WfMTs for each BP as an empirical application. Get the results of applying the Evaluation Framework for WfMTs for BPs.

Case Study Results Applied WfMTs Selection Template for BPs. The WfMTs Selection Template – Decision Matrix Business Rules was developed. The importance of Criterion (i.e. Weight) inside the Evaluation Framework differs from one case to another based on situation. The idea presented in WfMTs Selection Template – Decision Matrix is formulated through an easy tool.

WfMT Selection – Business Rules Figure (9) WfMTs Selection Template – Decision Matrix Business Rules

Outline Overview Statement of the Research Problem Overall Aim of the Research Road Map for the Research Workflow Literature Evaluation Framework for WfMTs Case Study Work Research Limitations Conclusions & Future Work References

Research Limitations All applied cases for the evaluation framework were in IT. Workflow modeling tools may affect the result of the evaluation framework. The framework is used for evaluating the workflow modeling techniques only. Most of the criteria that the evaluation framework is based on, are limited to the design of workflow model only.

Outline Overview Statement of the Research Problem Overall Aim of the Research Road Map for the Research Workflow Literature Evaluation Framework for WfMTs Case Study Work Research Limitations Conclusions & Future Work References

Conclusions & Future Work - Verification of Wf model is very important at design-time. The importance of each Criterion inside the Evaluation Framework differs from one case to another based on situation. Easy mechanism for user in order to Rank and Select the suitable WfMT that fit BP or Case in hand. For Future Work; Generalizing the framework depends on: Applying it on different BPs with different domains such as Education, Manufacturing, etc. Investigate more properties for the WfMTs and adding other criteria for the Evaluation Framework. These may come from Wf automation.

Publications based on Thesis Tealeb, A., and Galal-Edeen, G. H. (2007). “Surveying Workflow Modeling Techniques”, In the 14th Scientific Conference on Information Systems and Computer Technologies: Enterprise Information Systems (EIS) On CDROM, 13-15 February 2007, Cairo.   Tealeb, A., and Galal-Edeen, G. H. (2007). “Towards An Evaluation Framework For Workflow Modeling Techniques”, In Proceedings of the 37th International Conference on Computers and Industrial Engineering (ICC&IE) On CDROM, In M. H. Elwany & A. B. Eltawil (Eds.), October 20-23, Alexandria, Egypt, pp. 1312-1323.

Outline Overview Statement of the Research Problem Overall Aim of the Research Road Map for the Research Workflow Literature Evaluation Framework for WfMTs Case Study Work Research Limitations Conclusions & Future Work References

Selected References Aalst, W.M.P. van der. (1998). "The Application of Petri Nets to Workflow Management", The Journal of Circuits, Systems and Computers, Vol (8), No (1), pp. 21-66. Aalst, W.M.P. van der, and Hee, K.M. van. (2002). "Workflow Management: Models, Methods, and Systems"; pp. 31-303, MIT Press Cambridge, Massachusetts London, England. Hollingsworth, D. (1995), "Workflow Management Coalition: The Workflow Reference Model"; Workflow Management Coalition (WfMC), TC00-1003, Winchester, UK. [Available at http://www.wfmc.org/] ORACLE. (2002). “Fundamentals of Workflow", In Course of eBusiness Overview Course Materials. Reijers, H.A. (2002). "Design and Control of Workflow Processes: Business Process Management for the Service Industry", Ph.D. thesis, Eindhoven University of Technology, Eindhoven, Netherlands. WfMC. (1999). "Workflow Management Coalition Terminology & Glossary"; WfMC-TC-1011, Issue (3.0) Draft, Winchester, UK. [Available at http://www.wfmc.org/]. zur Muehlen, M. (1999). "Evaluation of Workflow Management Systems Using Meta Models", In the Proceedings of the 32nd Hawaii International Conference on System Sciences (HICSS), Wailea, HI. EndNote for Thesis

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