Here's something I use to get through process & workflow definitions. Addresses information requirements, too.

1. Workshop (JAD) Approach
• Identify task objectives
– What is to be accomplished?
– Why is the task being done?
– What happens if the task does not get
done?
• Identify inputs to the task
– What has to happen before this task?
– What information is needed?
– What business rules need to be
followed?
• Identify task steps
– What needs to be done?
• Identify task outputs
– What are the task deliverables?
– What information is produced / updated?
– What happens next?
• Identify task Key Performance Indicators
(KPI’s)
– How do you know if the right task was
done right?
• Identify task roles
– Who provides the inputs?
– Who executes the steps?
– Who gets the outputs?
– Who has or provides authority
• Identify decision support requirements
– What information is needed to make
decisions about this task?
– What subsequent decisions will be
made based on the results of this task?
– What authorizations are needed for
decisions?
• Information / Records Mgt Focus
– Metadata requirements
– Legislation & privacy (Who has access
to info? How long to retain info?)
Joint Application Design

2. Workflow Definition – [Process Name / Workflow
name]
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Process -> Workflow -> Activity
• Process – a series of related workflows that produce
value for an organization
– Typically involves multiple roles & multiple business units
– E.g.: Corporate Procurement
• Workflow – a series of related tasks required to complete
a portion of a process
– May involve multiple roles & multiple business units
– E.g.: Process Purchase Request
• Activity – a single piece of work that must be completed
in order to allow a workflow to progress
– Involves single role & single business unit
– E.g.: Initiate Purchase Request

3. Workflow Definition – [Process Name / Workflow
name]
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Client Name
Project Name
Process Name – Workflow Name
Workflow Definition Specification

4. Workflow Definition – [Process Name / Workflow
name]
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Document Control
Version Date Author Comments
1.0
Approval
Approved By (name / title / Org) Signature Date

5. Workflow Definition – [Process Name / Workflow
name]
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Workflow Identification
Workflow ID
Workflow Title
Workflow Owner
1
Parent Process ID
Parent Process Title
Parent Process Owner
Workflow Summary
Provide a summarized description of the workflow. Include any relevant assumptions, business rules, constraints, and
business drivers.
[Summary description]
Workflow Overview
This section can be started prior to starting the Activity Definitions, but it is recommended to complete the Activity
Definitions prior to completing this section.
Business Rules: List the business rules that affect this workflow.
1.
Stakeholder Org Units: List the Org Units that are affected by this workflow.
Org Unit Name Affected How? S or P
2
Starting point(s): List the starting points / conditions / triggers that initiate this workflow.
1.
Inputs: List the inputs to this workflow (details will be provided with the Activity profiles).
1.
Activities: List (in order) the activities that occur as part of this workflow.
1.
Outputs: List the outputs of this workflow (details will be provided with the Activity profiles).
1.
1
Owner refers to the Business Unit that has overall responsibility for the Process or Workflow
2
S or P = Stakeholder, Participant

6. Workflow Definition – [Process Name / Workflow
name]
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End point(s): List the possible end points of this workflow, including conditions.
1.
Forms: List the forms used in this workflow
Form Name Form Description Paper or
Online
Reports: List the reports produced by or required for this workflow.
Report Name Report Description Report
Format
Report
Frequency
Roles & Groups: List the User Roles & Groups that participate in this workflow.
Role Group Access
(CRUD
3
)
Interfaces: List interfaces that are relevant to this workflow.
System
Name
System Description I/O/B
4
Data or Content
Transferred
KPI’s: List performance indicators measured for this workflow.
KPI Name KPI Description KPI Target Value
3
CRUD = Create, Read, Update, Delete
4
I/O/B = Inbound / Outbound / Bi-Directional

7. Workflow Definition – [Process Name / Workflow
name]
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Workflow Diagrams
Figure 1 Sample Workflow Diagram

8. Workflow Definition – [Process Name / Workflow
name]
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Figure 2 Sample Workflow Diagram 2

9. Workflow Definition – [Process Name / Workflow
name]
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Activity Definitions
Make a copy of this table for each activity in this workflow.
Activity ID
Activity Title
Activity Description Provide a description of the activity, including its justification (why it occurs).
Parent Workflow ID
Starting point(s): List the starting points / conditions / triggers that initiate this activity.
1.
Inputs: List the inputs to this activity.
Input Name Description Source Format
Outputs: List the outputs of this activity.
Output Name Description Destination Format
End point(s): List the possible end points of this activity, including conditions.
1.
Business Rules: List the business rules & exception handling options that affect this activity.
Business Rule Description Exception Handling

10. Workflow Definition – [Process Name / Workflow
name]
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Executed By Indicate the user role/group that executes this activity.
Execution Mode Indicate who executes the activity and how it is executed.
Execution Type
(Manual, Automated,
External System)
Execution Actor
(User Role & Group or System Name)
KPI’s List the performance indicators measured for this activity.
KPI Name KPI Description KPI Target Value
Forms List the forms used in this activity.
Form Name Form Description Paper or
Online
Reports List the reports produced by or required for this activity.
Report Name Report Description Report
Format
Report
Frequency
Data Inputs List the data fields used as inputs for this activity.
Field Name Description Source
Data Outputs List the data fields populated or updated by this activity.
Field Name Description Target Value
Content Created List content created by this activity.
Name /
Description
Type
(E/P)
File
Format
Classification, Fileplan
Details
Record
(Y/N)
Storage Location