1. Brookhaven Science Associates U.S. Department of Energy Interlab 2009 November 17, 2009 Courtney Patterson Information Technology Division/Quality Management Office BNL Key Workflows

2. Brookhaven Science Associates U.S. Department of Energy 2 Agenda n Background n Current Problems n Solution Requirements n Workflow Solution n Demo n Next Steps n Questions/Comments

3. Brookhaven Science Associates U.S. Department of Energy 3 Background: What is SBMS? n Web-based system of institutional policies and procedures. n Management System which provides A Requirements management process. A Content development and management process. Roles Management. Content Delivery tool

4. Brookhaven Science Associates U.S. Department of Energy 4 Accessing SBMS from the BNL Homepage

5. Brookhaven Science Associates U.S. Department of Energy 5 SBMS Hierarchy

6. Brookhaven Science Associates U.S. Department of Energy 6 SBMS Hierarchy n Policies; highest-level statements of BNL philosophy for conducting business. n Standards of performance; performance expectations by which BNL carries out its policies. n Management System Descriptions; Summary of high-level lab-wide operating processes.

7. Brookhaven Science Associates U.S. Department of Energy 7 SBMS Hierarchy n Subject Areas; Most common vehicle used to translate requirements into how work should be done. n BNL Manual; Same function as SA but in old format. n Program Description; Steering document developed when required by clients, regulations, or the management system to further describe operations.

8. Brookhaven Science Associates U.S. Department of Energy 8 SBMS Hierarchy n Facility Use Agreements; Identifies the operating requirements, roles and responsibilities for all aspects of our facilities. n Interim Procedures Used when a procedure needs to be disseminated quickly. They have an expiration date. n Lessons Learned Documentation of experiences at BNL and other sites for the purpose of sharing in order to emulate good practices, avoid risky / poor practices.

9. Brookhaven Science Associates U.S. Department of Energy 9 What does the SBMS Manage?

10. Brookhaven Science Associates U.S. Department of Energy 10 1 st Problem n Employees find SBMS challenging. Information overload. Navigation between procedures is difficult. –Procedures are hard to read. n Difficult to understand what they need to do.

11. Brookhaven Science Associates U.S. Department of Energy 11 SBMS’s Main Delivery Format 1 2 3 4

12. Brookhaven Science Associates U.S. Department of Energy 12 2 nd problem n Procedures are stove-piped. Lab wide business process != Management System Procedures. Difficult to understand the “big” Lab wide business processes.

13. Brookhaven Science Associates U.S. Department of Energy 13 Stove Piped Procedures

14. Brookhaven Science Associates U.S. Department of Energy 14 High level Solution Requirements n Deliver procedures in a Workflow format n Simplicity (for end users) Simple user interface No training required (intuitive) n Re-use Extends the current SBMS data/information Reuse current resources/infrastructure –Hardware resources –Software resources

15. Brookhaven Science Associates U.S. Department of Energy 15 High level Solution Requirements n BPMN compliant. Ability to share workflows with other Labs. Ability to integrate with any BPMN compliant software n Budget friendly.

16. Brookhaven Science Associates U.S. Department of Energy 16 Workflow Solution n Web-based process modeling/presentation tool. n Integrates directly into our current infrastructure Built using.NET/CFML/MS SQL Server n Multi-phase approach. First phase –Present workflows. Second phase –Manage workflows. Third phase –Automate workflows.

17. Brookhaven Science Associates U.S. Department of Energy 17 Workflow Solution cont. n Relatively inexpensive Total of $3695 (Layout engine) n Designed with extendibility in mind Supports.net thick client, web and mobile apps. –Possibility of pushing workflows to mobile devices Supports silverlight applications Supports WPF applications

18. Brookhaven Science Associates U.S. Department of Energy 18 Demo n Browsing a workflow n Administrating a workflows

19. Brookhaven Science Associates U.S. Department of Energy 19 Where do we go from here n Workflow change management tools/procedures Archiving Versioning Publishing controls n Optimization Visual Printing Speed Usability

20. Brookhaven Science Associates U.S. Department of Energy 20 Future n Automation using a workflow engine eg; Windows Workflow Foundation Skelta Workflow.NET Intrafinity workflow Home-brewed solution

21. Brookhaven Science Associates U.S. Department of Energy 21 Questions/Comments/Discussion n?n?