1. PCS WorkFlow Solutions
June 2018

2. Goals of Session
Overview of Workflow Management Systems (WFMS) and how they function.
Discuss Business Process Management (BPM) and how to analyze business processes.
Discuss Workflow terms and capabilities
Demonstrate PCS workflow in Purchase Requisitions
Discuss current and future workflow develop
Close the session by identifying future workflow possibilities

3. Smart Utility Enterprise
PCS User Meeting - Main Event
Smart Utility Enterprise
06/06/2018
All Major Interfaces Completed
Outage Call Handling
Recently Released
Working with several Outage (OMS) solutions
Presented by Kim Ingerslev

4. What is a Workflow?
Workflow is the definition, execution and automation of business processes where tasks, information or documents are passed from one participant to another for action, according to a set of procedural rules.

5. Benefits for the Utility
Organizations use workflows to coordinate tasks between people and synchronize data between systems, with the ultimate goal of improving organizational efficiency, responsiveness and profitability.
✓  Improved productivity
✓  Process transparency
✓  Faster business reaction time
✓  Improved accountability
See video

6. Different Types of Workflows:
Sequential Workflow (Typically Flow Chart based, progresses from one stage to the next stage and does not step back)
State Machine Workflow (Progress from ‘State’ to ‘State’, these workflows are similar to running jobs in a machine-run batch processor. They are capable of stopping the process, typically do not branch backwards to rerun a process.)
Ad hoc Workflow (Workflow is dictated by a manual selection of who is the next person to act on the workflow. The workflow may dictate who is possible to take the next step in the workflow, but the user/actor manually determines who the next person will be)
Rules-driven Workflow (Workflow driven by a predetermined set of rules. The rules dictate the progress of the workflow)

7. Benefits of Using Workflows
Improves productivity
Visibility
Faster business reaction to change.
Improves Accountability
Reduce Paper
Higher Level of Security

8. Workflow Examples Employee Time Off, Sick or Vacation leave
Purchase Request
HR: Workflows such as Onboarding, Leaving, Annual Review.
AP invoice approval
Time Entry
Employee Record Changes
Employee Time Off, Sick or Vacation leave
Work Order - Service Order
Customer Service Work
New ConstructionOrders
Travel Expenses

9. Branching Workflow

10. Launching

11. Initial Entry Screen

12. Detailed Entry

13. My Work and Workflow History

14. Ad Hoc Workflows
Like General Service Orders, Ad Hoc Workflows allows the utility to generate many types of workflows, add properties, notes, attachments, then submit into workflow.

15. Rules Driven Workflow

16. Purchase Requisition

18. Simple Workflow Start a process First Person Action
Second Person Action
Third Person Action
Last Person & Finish
Simple Workflow

20. Vision of Solution Workflows would be accessed by: Traditional Desktop
Web CS
Possible Mobile

21. How will this Benefit the Utility?
For the Staff
For Management
What flows are waiting on my action
What flows have I completed
What flows am I associated with, but have not received yet
Who is doing what
Are there delays
Scheduling
Work Efficiency

22. Uses in PCS Applications
Service Orders
Work Order
Time Entry
Employee Request
Purchase Request
AP Approval
HR Process
Inventory Receipts
Payroll Changes
Delinquency Agreements
Billing Adjustments
Any Approval Process

23. Challenges Tie the data process (ex: AP Invoice) to the workflow
Adding scanned documents to the workflow process
Timely notifications of a flow, actions (completed or forward), monitoring
Identifying the Business Process (BPM)
Cost

24. Vision of Cost
Like the Batch Processor, there probably will not be license for Workflow; unless PCS licenses a product to deliver
There will be a maintenance and support component
Estimate Labor to Setup (remote)
Training will be remote unless requested by client
BPM can be setup by utility, if requested PCS can provide resources

26. Fill out the reply document and forward back to PCS.