Contenu connexe Similaire à Workflow Best Practices - DeVry University (20) Workflow Best Practices - DeVry University1. Workflow Best Practices
Andrea Passas – DeVry University
Jenna Frist - Aprimo
Copyright © 2011 by Teradata Corporation
2. Agenda
• Planning
• Design
• Implementation
• Testing
• Maintenance
• Close
• Q&A
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Copyright © 2011 by Teradata Corporation
3. Planning
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4. Planning - Discovery
• Identify process need
• Should they be automated
• Identify current process
• Different people different processes
• Should they be the same
• End user experience
• Easy to understand
• Different then they except
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5. Planning - Build outside of system
• Build outside of system using Microsoft Visio
• Benefits
• A place to start conversation
• Something for users to react to
• Get feedback on process
• Reference for future updates
• Include in user manual/reference guide
• Makes building in system quicker with less back
and forth
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8. Planning - Team Approval
• Show them what they asked for
• Meet with all affected members
• Make sure they understand the process
• Make any modifications
• Get buy in and approval then build in system
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9. Planning – Build in System
• Great foundation started
• Line of communication open with team
• Willing to work with you as you build inside of the
system
• Easier to build in system
• Reference
• Less back in forth
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10. Design
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11. Design - Request Form
• How many questions to ask
• Required
• Order
• Hide or show
• Verbiage
• Words they are use to using
• Descriptive
• Attribute Type
• Think through upfront
• Reporting
• Drive workflow activity with branch steps
• Reports
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16. Design - Manual vs. Automatic
• Approval
• Request review action upon submission
• Approval workflow assigned
• Workflow
• Manually applied by Project Owner
• Automatically assigned upon submission
• Activities can operate as different as you want
them to
• Mixture of both manual and automatic
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19. Design – Naming Workflow & Sub
Workflow Templates
• Workflow Template Names
• Titles users see when selecting a template to apply to an activity
• Sub Workflow Template Names
• Titles workflow admins and system admins see when they are
selecting a sub workflow in an iterative review or sub workflow
step
• Name Accordingly!
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20. Design – Naming Auto Close Steps
• Auto Close steps:
• No Assignees
• Branch
• Action
• Milestone
• When titling an auto close step, use a naming
convention in order to easily remove from
reports, task lists, etc..
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21. Design – Actions to be Performed
• Action Steps are Powerful - Automatic
• Multiple Actions on one Action Step
• Commonly Used Actions:
• Update Activity Status – throughout the process
• Send Notifications
• Promote an attachment to a Digital Asset
• Update a field
• Count Iterative Review iterations
• Benefits:
• Automatic
• No forgetting
• Saves time
• System keeps a record
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22. Design – Utilizing Step Checklists
• Multiple tasks in a row assigned to the same
person: Could they be combined?
• Utilize a Step Checklist to ensure the assignee
completes each separate task
• Extend Estimated Duration to account for extra
work
• Checklist Links
• Give full users the ability to link directly to any
part of the activity via a checklist link
• Where?
• Important Task Reminders
• Utilize a Step Check List with Required
Checkboxes to ensure task assignee completes
work
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23. Design – Utilizing Data Collection
Templates (DCT)
• Sections on DCTs
• Organize DCTs into sections for easy viewing
• Display Important Activity/Project Data
• Place important attributes on the DCT as Read-
Only so users can immediately see key attributes
when they view their task but cannot modify
• Collect Important Activity/Project Data
• Place attributes on the DCT for users to fill out in
order to collect data with tasks
• Collect data for an attribute that is key to a
branch step rule later in the same workflow
• Update Important Activity/Project Data
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24. Design – Data Collection Templates
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25. Design - Link to Digital Asset Library
• Upload asset via promote task
• Pro’s
• Anyone can do it, no one forgets
• No additional full user seats
• Con’s
• Permissions and folder links need updated
• Key word limitation
• Upload via an assigned task
• Pro’s
• Can assign permissions & folder links
• Can tag with appropriate keywords
• Con’s
• Must be a full user to upload
• Could hold up the entire workflow
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27. Implementation – Build In System
• What branch steps do you need?
• Where should they go
• What do you need them to do
• For each step think through
• Forms needed
• Checklist
• Data Collection Templates
• Description
• For review steps
• Number of reviewers
• Voting Style
• Status changes
• Notifications
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28. Implementation – Shortcuts in
Workflow Designer
• Fit All
• Zoom Out
• Zoom In
• Highlight a group of tasks and move together!
• Ctrl & click
• Saves so many clicks!
• Comment Box
• Organizes the Workflow Designer
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29. Implementation – Using an Action
Step as a Path “Catcher”
• A blank Action Step works perfectly as a path
catcher
• Direct the workflow
• Allow the workflow to wait
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31. Implementation – Utilizing
Milestones
• Auto close step – No Assignees
• Purpose: record a date
• Best for use in the Marketing Calendar
• Reportable – use naming convention
• Milestone Examples:
• Webinars
• Events
• Conferences
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32. Implementation – Confer with Team
• Building outside of system only shows so much
• Limited in showing system functionality
• Show them how things will be working in the
system
• Walk through everything
• May change their mind
• Get final approval by team
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33. Implementation – Finalize
• Update
• In
• Out
• Validate
• Promote
• Test
• Use
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34. Testing
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35. Testing – Utilize a Testing Activity
&/or Testing Activity Type
• Create an Activity Type called Test Activity
• Use a single testing activity to perform workflow tests
• Call it Workflow Testing Area – easy to find
• When specifying a specific activity type on any extended
attributes, also include the Test Activity Type so all attributes
will be displayed on the testing activity
• Easily remove testing activity type from reports, activity list,
etc.
• Less activities in the system to manage
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36. Testing – Utilizing a Test Template
• A Workflow that has been validated successfully
can be applied to an activity as a test template
• Avoid mistakes and mishaps that are risks of
untested workflows by utilizing a test template
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37. Testing – Work out Kinks
• Order of tasks
• Document Uploads
• Data Collection
• Branch Rules
• Task Activations: Any Path or All Paths Required
• Action Step Actions Performed
• If Discovery & Design go well, there will be less
kinks!
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38. Testing – Validate & Promote
• Make any changes needed to the template
• Validate – test again as a test template
• Promote makes it live to your users who apply
workflows to activities
• Workflow Templates cannot be added to Activity
System Type Actions until promoted
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39. Maintenance
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40. Maintenance – Open Houses
• Hold monthly
• Show enhancements
• Show new or updates to request forms or processes
• Address issues or challenges
• Listen to feedback on the system or processes
• Keep lines of communication open
• Follow up with highlights/notes
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43. Maintenance – Semi Annual Review
• Clean up request forms
• Clean up processes
• Streamline where possible
• Keep lines of communication open
• Keep team engaged
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44. Close
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45. Close – Extended Services
• Analytics
• Training & Enablement
• Strategic / Planning / Execution
• Project Management & Workflow
• Digital Asset Management
• User Adoption
• Questions about system capabilities
• Best practice advisement
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46. Close – Closing thoughts
• What works for us may not work for everyone
• Always keep your end user in mind
• Think everything through
• Keep an open mind to feedback
• Keep your team engaged
• Learn all you can
• From users
• From Aprimo
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Notes de l'éditeur Aprimo Master PowerPoint template instructions: When importing slides from other presentations, formatting issues such as font, text size or color discrepancies can occur. Most of these problems can be fixed by updating the layout of the slide. Click on the home tab> then select the layout dropdown menu> choose the updated title, text or content slide. If there are graphic elements from previous presentations that are not selectable or erasable it’s likely that they are elements from a previous template. To fix this, click view> Slide Master. You should see template slides appear the left side of the screen. In the slide master view, the undesired elements should be unlocked and editable. Once you have the desired result, return to the presentation by clicking slide master> close master view. To turn off page numbers go to slide 3> click the insert tab> header & footer> uncheck the ‘slide number’ box> click ‘apply to all’ Filter out, remove with criteria IMPLEMENTATION??? Task attributes on a DCT Explain what a DCT is!! Show screenshot examples **This may not be applicable to everyone Will the project still assign tasks to any user? What is the different after you apply as a test template?