GroupProcess: Using Process Knowledge from the : Using Process Knowledge from the GroupProcess Participative Design and Practical Operation of Ad Hoc Participative Design and Practical Operation of Ad Hoc Processes for the Design of Structured Workflows Processes for the Design of Structured Workflows An Enhancement of a Groupware based An Enhancement of a Groupware based Workflow and Office Management System Workflow and Office Management System Carsten Huth - - Ingo Erdmann Ingo Erdmann - - Ludwig Ludwig Nastansky Nastansky Carsten Huth University of Paderborn, Germany University of Paderborn, Germany 34th Annual Hawai Hawai‘i International ‘i International 34th Annual Conference on System Sciences (HICSS) Conference on System Sciences (HICSS) Maui, HI Maui, HI - - January 3 January 3 – – 6, 2001 6, 2001
Overview Overview 1. Context 1. Context 2. Motivation 2. Motivation/ /Starting Starting point point 3. 3. Objectives Objectives of of the GroupProcess the GroupProcess- -project project 4. 4. T The he GroupProcess GroupProcess- -s system ystem 5. Conceptual approaches and challenges 5. Conceptual approaches and challenges 6. Architecture and technological aspects 6. Architecture and technological aspects
1. C Context ontext 1. " Paperless " Paperless office environment office environment / / virtual virtual communities communities " O " Office ffice management management " Computer based teaching and " Computer based teaching and l learning earning " Coordination of projects " Coordination of projects " Workflow " Workflow e environments nvironments " Content management for the " Content management for the chair‘s w ‘s website ebsite chair " We live Groupware "
1. Context Context: : Chronology Chronology of of projects projects at at GCC GCC (2/2) (2/2) 1. Research projects Commercial products 1990 GroupOffice GroupProject 1992 GroupFlow 1994 ONEStone GroupOrga WAGS Prozessware 1996 PAVONE Espresso Lotus 1998 Domino PAVONE WorkFlow Enterprise GroupProcess Office 2000
2. Motivation/Starting Starting point point (1/2) (1/2) 2. Motivation/
2. Motivation/Starting Starting point point (2/2) (2/2) 2. Motivation/ 1. Execution Execution of ad of ad hoc hoc p pro roc cesse esses s is done with currently is done with currently 1. existing ng, , different media different media, , often often e e- -m mail ail existi " Ex post " Ex post a analys nalysis is of of processes is processes is oft often en not possible not possible # Knowledge from # Knowledge from a ad hoc d hoc p pro roc cesse esses s and and therefore the process therefore the process knowledge of knowledge of the involved persons can not be used the involved persons can not be used 2. Practical experience from daily work Practical experience from daily work of a of a groupware groupware- - 2. based ed o office ffice environment environment bas " Office " Office management management, administrative , administrative processes processes " Learning processes " Learning processes " Small " Small projects projects 3. Workflows Workflows are often only used for core processes are often only used for core processes of of 3. organizations organizations " Design " Design of of workflows is nearly always done by specialists workflows is nearly always done by specialists
Visualisation ation Visualis
GroupProcess- -C Continuum ontinuum GroupProcess 1. Ad hoc workflows 2. Semi-structured workflows 3. Standard predefined workflows a) Ad hoc WF b) Open Team c) Ad hoc WF a) Ad hoc b) Open Team c) Ad hoc mo- Task within with sub- sub-workflow Task within difikation of Ad hoc WF workflow/ or within Standard WF standard WF cluster standard WF e-mail, combination of Integration of a Predefined combination of Completely Completely store-and-forward predetermined workflow determined and sub-workflow workflow with predetermined predetermined open tasks within within an ad hoc one part being ad and open tasks workflow with a single ad hoc workflow hoc planned and within a single exception workflow workflow executed - or - partially predefined - urgent - highly recurrent - highly recurrent - short-lived - pre-determined - well structured - exceptional - easy-to-apply ad hoc modifica-tion / re-routing - pre-determined - confidential e.g. new type of e.g. co-authoring e.g. boss wants e.g. solving e.g. co-editing of e.g. consumer e.g. cosumer credit request of publication some job to be software annual report credit application application done but does not problems with particular know the details custormer request determined, structured, recurrent flexible, changeable, unique Tendency of processes to develop over time
GroupProcess- -C Continuum ontinuum GroupProcess 1. Ad hoc workflows 2. Semi-structured workflows 3. Standard predefined workflows a) Ad hoc workflow a) Open Team Task within Standard Completly predefined workflow Workflow b) Offene Team Task within ad hoc b) Ad hoc sub-workflow within workflow standard workflow c) Integration of a sub-workflow within c) Ad hoc modification of standard an ad hoc workflow workflow Degree of structuring of processes Tendency of processes to develop over time
3. Objectives Objectives of of GroupProcess GroupProcess (1/2) (1/2) 3. " A " Ad hoc d hoc w workflow orkflow m management anagement s system ystem for for Groupware Groupware- - based ed office environments office environments bas " Transform implicit process knowledge into explicit " Transform implicit process knowledge into explicit process knowledge process knowledge " Transition from " Transition from a ad hoc d hoc w workflows orkflows into structured into structured/ / predefine defined d w workflows orkflows pre " Integration " Integration of an a of an ad hoc d hoc workflow workflow c component omponent into into a a traditiona al l w workflow orkflow m management anagement s system ystem tradition
3. Objectives Objectives of of GroupProcess GroupProcess (2/2) (2/2) 3. Knowledge Office Knowledge Office Management Management Management Management GroupProcess GroupProcess Ad hoc Ad hoc Workflow Workflow Management Management Workflow Workflow Management Management " For " For the use the use of of synergeti synergetic c e effe ffec ct ts s from from a a process process driven view GroupProcess establishes the missing driven view GroupProcess establishes the missing link between between o office ffice management management, , w workflow orkflow link managment and k and knowledge nowledge m management anagement managment
Design- -tools for tools for a ad hoc d hoc w workflows orkflows Design 1. Tab 1. Tabular ular Editor Editor 2. 2. Graphical Graphical Pro Proc cess ess model modeling tool ing tool 3 3. . C Combination ombination of of 1. 1. a and nd 2. 2. 4. E 4. E- -Mail Mail- -Tracking Tracking " Follow the development " Follow the development of a of a Store Store- -and and- -forward forward E E- -Mail Mail- -Pro Proc cess ess and store it for store it for ex post ex post analysis analysis and and further use further use and
Tabular ular Editor Editor Tab
5. Conceptual Conceptual approaches approaches / / challenges challenges 5. " Parti " Partic cipat ipatory ory, , distributed distributed Design Design " Simultane " Simultaneous ous execution execution " Build Time = Run Time " Build Time = Run Time " Transition from " Transition from c con onc crete rete to ab to abstra strac ct t process modeling process modeling
Phases s of w of workflow orkflow m management anagement Phase Build Time Business Process Analysis, Build Time = Modeling & Definition Tools Process Design Run Time & Definition Process Process Definition and Definition Process Instance Run Time as one unity Process changes Process Instantiation & Control Workflow Enactment Worklow Control Data Service Workflow Relevant Data Run Time Applications Interaction with Application Data & IT Tools Users & Application Tools WfMC: Glossary. 3.0. 1999, pp. 39.
6. Archite Architec ctur ture e GroupProcess GroupProcess 6. Office- and Workflow-Applications Transformation tool EMail Tracking Ad hoc to predef. WF and Routing Workflow Modeler Organization Modeler Ad hoc Workflow (predef. WF) (Ad hoc and predef. WF) Modeler and Viewer Workflow Ad hoc Engine Workflow Process Organization Application (predef. WF) Engine DB DB DB Groupware platform
6. Archite Architec ctur ture e: Do : Doc cument uments s/ Message / Message- -Obje Objec ct ts s 6. Display of process model as Frondend overview with current state and Fields the option to change the model (visible) while the process is running Content of the workflow case. In most cases in an office environment rich text, but also fields for structured information are possible Storage of process model and other Backend routing information within the Fields backend fields of document (not visible)
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