| Step # | Who & When | What | Day # |
|---|---|---|---|
| Step 1: | Client | Identifies and shortlists one or more business process for implementing the Workflow Automation Solution. With multiple options available, opinions could be subjective too! We recommend a product that is easy to understand and use, has some degree of configurability to make the process definitions flexible and is mobile friendly. | |
| Step 2: | Solution Consultant (Business Analyst) | Advises on the appropriate WFA Solution based on Client requirements | |
| Step 3: | Client | appoints a Project Manager who will be a Single Point of Contact (SPOC) to study appropriateness of the suggested WFA Solution | |
| Step 4: | Client | makes a decision on the WFA to be chosen and finalizes commercials based on discussion with Solution Consultant and/or Solution Vendor | |
| Step 5 : | User Team | discusses a sample business process with the Solution Consultant and prepare a Process Definition document – typically in text format (also known as Requirements Document or Software Requirements Specification document). Target discussing 1 to 2 processes per day | Day 0 |
| Step 6 : | Solution Consultant | will create the Business Process Flowchart, capturing all the essential elements 5W2H – What, When, Who, Why, Where, How, How Much – of the process. Target creating 1 to 2 process flowcharts per day | (Day 1 to Day 2) |
| Step 7 : | User Team | provides feedback on the flowchart. Solution Consultant makes the required corrections. If required, Solution Consultant may interact with the WFA Vendor to get queries, if any, clarified. Target completing feedback within 1 day after flowchart is designed | (Day 1 to Day 3) |
| Step 8 : | Solution Consultant and User Team | together define Forms for data capture, for each step of the flowchart that has been defined. In each form, the description of data to be captured, data type, validation rules are defined. Target completing Forms within 1 day after flowchart is designed | (Day 1 to Day 3) |
| Step 9 : | User Team | will provide the required master data – the organization, department, roles, users, permissions, etc. Target providing master data along with Step 8. | (Day 1 to Day 3) |
| Step 10 : | Solution Consultant | will now do a Validation Check of the process defined – click a button and you are told if the flowchart definition is valid, whether the logical relationships between the various steps have been correctly defined or not … and if valid, Voila! You’re ready to Publish the process and begin!! Target completing validation along with Steps 8 and 9. | (Day 1 to Day 3) |
| Oops!!! You forgot something? Made a mistake? Absolutely no problems!! Just go to the Flowchart / Form, make the correction, Validate and Republish the process! You’re all set! | |||
| Step 11 : | Communication to Users about the process being published – the communication is generally automated but could need manual reinforcement to new users | ||
| Step 12 : | Solution Consultant | provides User Training. Target completing this during flowchart design and validation | (Day 1 to Day 3) |
| Step 13 : | User of Step 1 | will launch and Task 1 of the process. When completed, User 2 is automatically informed that there is a task waiting to be executed. | (Day 1 to Day 3) |
| And so it goes … till the last step is completed. An instance of the process is completed! | |||
| Step 14: | Project Manager | identifies as many business processes as possible for automation and repeat the above steps, with the Solution Consultant and User Team working in unison like a well-oiled machine! | (Day 2 onwards) |