Episode 577: Work Request Flow is the Basic of Workflow

"What kind of work do you recommend for trying out a Workflow?"

That is a question that frequently asked, and my answer to any kind of organization is always "Work Request flow". "To ask someone to do a (small) job", I suppose it is usually made by email, telephone, verbally, but I tell you that a simple request ought to be made in using Workflow.

"Workflow" literally means "flow of work", "flow (sequence) of requests for work". In other words, it is the basic (essence) of workflow that "someone requests work from someone" which is the simplest act of doing work in an organization.

In the cloud-based workflow "Questetra BPM Suite", the following "Work Request flow" is preinstalled and you can try it immediately if you apply for a Free Edition.

[Work Request flow]

Episode 513: Business Process to Ensure Quality of Posted Articles

"Cannot see the Business Process in the Field"？

In autumn 2016, "Plagiaristic act" by "curated media" is reported sensationally in Japan.

Originally, "content curation" is worthwhile, so as "curation tools / platforms" which enables anyone to post their curated contents. However, a site management company (listed company) mass-produces contents curation articles through cloud-sourcing, and the fact that plagiarism has been instructed during the outsourcing of article writing is brought to the light.

Process of Curated Article Production

There indeed was a Disclaimer note, i.e.

We are completely not responsible for the accuracy, completeness, benefits, conformity to specific purposes, or anything else regarding the information in this article and the user's judgment for using this information.

However, since the particular site was curation concerning "wellness", "Moral" was questioned rather than "copyright infringement". And, as a result, the CEO apologized as "there was a problem in the process of article creation".

DeNA press releass: Statement by CEO

some parts of our manual and directions to writers could be interpreted as suggesting plagiarizing other websites. I cannot view this as being morally correct ... I promise to fundamentally change our operations of these media and create a process which I can completely place my faith in.

I do not know whether it is truth or not, but probably "he did not really see the business process". (I want to believe so.) Then, what kind of business process should he have build if the operating company needs to write articles responsible for?

[Article Creation process]

Work-Request Flow for Recording the Actual Work Cost

"I can't see how many man-hours inside..."

"Visualization of operating costs" is an important subject in the corporate activities. Moreover, a wide variety of expression technique should be possible by the evolution of Information Processing Technology and Communication Technology of today.

• "GPS logger", moving path can be seen (Move map)
• "Thermography", heat distribution can be seen (Infrared thermal image)
• "EVM graph", budget history can be seen (Completion transition graph)

* GPS: Global Positioning System, EVM: Earned Value Management

"Hmm, I want to visualize it somehow..."

However, on the other hand, how to collect the information of "Actual work time", which is essential data, would be the major challenge when you want to put "internal man-hours" as the theme.

[General-purpose work request - work cost]

Chain of Request is what Workflow is for (Product Tryout with Simple Requests)

'I want to experience "Workflow", but don't know how should try it out with which business.'

Especially, it would be worrisome if you 'want to try as an organization' rather than 'trying alone'. For example, supposing if you want to put 'Daily reporting' on Workflow to achieve paperless, it is pitiful for the testing people as they must do the both of conventional manner and Cloud manner during the test period.

The following is a "General work request flow" that is often set at the time of trial for a Workflow product.
It can be used in the operations that is not "Workflow & paperless". That is, if you brought this template into operation as a Workflow, you are able to experience that throwing various requests to the member of the company. And also people on the side that has received the request can experience that "My Tasks" are accumulated gradually to the Workflow product.

• 'Please create icons for the new product.'
• 'I'd like a review on the created material.'
• 'Can I ask you the data extraction from the previous ad?'

Insidentally, although this "General-purpose work request" is a workflow which has been introduced here and there, the exceelency of "General work request flow" here in this article is the indication of "Time cost" on the screen for making request.

(Even though I cannot express very well,) it makes you 'hard to ask a request' in a good sense. (You cannot make request so freely.) In other words, you will become more precise in making requests.

<Time cost> (criterion)

• Officer: $100 /h
• Manager: $75/h
• Regular employee: $ 50/h
• Part-timer: $ 25 /h

[General-purpose work request]

Review and Share the Script for Data Editing on Workflow!

'Red pen' is the best way to review a draft by your subordinate?

Indeed, I feel good in writing my comments freely after printing out the draft onto paper, like

• This expression is unacceptable!
• These sentences are hard to understand!!
• More specifically about this!!!

In some cases, I would draw arrows or enclose the entire sentences... A red pen provides a good efficiency. (As long as paper can be handed, as I can supplement verbally, as it shouldn't be recorded...)

This 'function of a red pen'(?) probably corresponds to the "Review function" of a PC software. On "Microsoft Word", the reviewer writes in 'Track change' mode, and the drafter confirms in 'Show Markups' mode.

However, how do I do this on Web workflow?


The Workflow below represents "Reviewing on JavaScript". In this reviewing process, the manuscript to be reviewed is displayed on the left side of 'Two column layout', and on the right side, you can enter your comments into the input form.

Certainly, I can't help feeling 'this setting is too simple as a mechanism'. But, if you use it, you will find it is surprisingly convenient. First of all, it is wonderful that you can quickly handle the reviewing without even booting special software.

[Script Reviewing flow]

"Work Request flow" is good for New Year's Workflow Trial

A happy new year to everyone!

Here the year of 2015 starts. I will try my best to contribute to 'Innovation for Business operations in the world'. Hopefully, I could raise the quality of articles so that make the more business people to feel 'this gave me a tip for the Business process to-Be!'.

Well, there is a proverb here in Japan, which means 'The whole year's plans should be made on New Year's Morning'. Actually, almost a half of Japanese go visiting nearby shrine or temple to make their vow. Statistically, the number of worshipers between January 1st and 3rd) is more than 90 million. (out of population of 120 million)

Although there are some people who says 'I would prefer to stay in my bed later in the morning of long-awaited New Year vacation', I would make my vow for this year since this proverb has been kept cherish as a custom from Samurai era (400 years ago).

• Write at least one article every week (as I have been doing.)
• Write articles about what more than one person made request, and be sure to do the satisfaction survey.
• Consider to try publishing in at least one more language (even only the body part).

My, I wonder how it will be at this time of the next year...

After all (?), the first Business Process Template of the year 2015 is 'General Work Request flow'.

[General Work Request flow]

Data Structure of an 'In-house Questionnaire' that Gathers n Answers to One Project

Continuing to the last article, let's study about a business of 'In-house questionnaire'. The last time, we have considered about a general Workflow that is capable of giving 'arbitrary questionnaire' to 8 people at most. There were two points:

• Prepared Swimlanes for 8 people and
• Designed that the answer data from 8 to be stored.

It is good that it makes possible to do various surveys.

However, it is not realistic that giving a questionnaire to 50, 100 people in this method. Of course, you can expand the Workflow to:

• A. Preparing 100 Swimlanes and
• B. Defining answer data from 100 people to be stored

It seems nonsense in several meanings. Among them, what is problematic in particular is that it is 'very inconvenient format' for data aggregation. From the aspect of aggregation, it should be recorded in the unit of 'Answers', instead of 'Questionnaire'.

The following Business Process example is a definition of two separate Business process of 'Preparation of Questionnaire' and 'Answers to Questionnaire', so that to be the solution to the 'Problem of diverging data items'. Each of them will become a format of easy-to-be-aggregated, by connecting Business processes which are different in its 'repeating unit' such as n answers against one given questionnaire.

[Questionnaire Preparation flow]

[Questionnaire Answer flow (User Designation)]

'In-house Questionnaire' Frequent in General Purpose Review Request

Thinking about an operation called 'In-house Questionnaire'. Nothing special, it is a questionnaire given to the staffs within an organization.

For example;
(1) A method of 'Web form' for answering
Speaking in Business Process definition of Questetra, it is the [Form Start Event] to place on the top of the flow. A 'Web form for answering' will be created automatically. Each time answers are entered, a Workflow will be Started. (Not restricted to in-house users)
=> Tour 220: [Auto Start] Auto Starting Triggered by Published Web Form Entry

Or;
(2) A method that a Task of 'Answer Questionnaire' to be assigned periodically.
To place [Timer Start Event] of Questetra on the top of the Flow. A task will appear on the list of [My Tasks] of people concerned, at configured time such as 'once a month' or '4 times a year, certain date and time'.
=> Tour 217: [Auto Start] Auto Starting at the Time You Fix

In either of these methods, a variety of working steps such as "Confirmation to respondents for a description that can be interpreted in different meanings" or "sending a thank for answering" can be designed in the downstream process. However, it means to create a Business Process definition (Process Model) each time giving a questionnaire in both of the methods. These methods would be good for questionnaires which is importance or be given repeatedly.

Can't I put various questionnaires on the flow, more easily and freely?

To check the level of understanding, to aggregate the opinion, to vote for candidates of get-together venue, for example... What kind of Process diagram could be a Questionnaire Workflow which can be used for general purposes? (Even though, it will be good enough that creating another Business process definition by duplicating a [Process Model] and editing on the necessary points.)

[General Purpose Questionnaire / Review]

[General Purpose Questionnaire / Review:'1. Setting Questions and Answer Choices' screen]

In the first place, 'a Business operation' is a series of working steps. Along these working steps, day-to-day issues are flowed repeatedly.

It may be confusing, but counting of "flowing Issues" will be varied by "how you think about the Operation". In this particular questionnaire case, depending on the assumption which is at the level of 'A. Each every answer' or at the level of 'B. Each every time of the questionnaire given', the definition of the business will differ greatly, and its number will be also different.

This Business Process definition, is something like generic and repeatedly usable, and allows that given the questionnaire in its upstream and be answered by the workers in the downstream. That is, the iterating cycle is assumed at the level of 'B. Giving of the questionnaire'.

A variety of questionnaires to be given, such as 'asking evaluation on the workmanship of the new poster' or 'asking improvement of the draft proposal', are set in the upstream and it will be answered at the downstream. Although, the degree of freedom such as number of questions you like to set, is reduced because the format of data set (data items) in the Business Process is basically the same.

It can be said, though in strange way but, it's not a bad sample to recognize about the level of abstraction (unit of repetition) of operations.

Reference) What is This Thing Called 'Business Process'?

P.S.
It might be confusing but, Questetra has an expansion to define a Working Step on which unspecified number of users can work. (We call it 'a Team Task'.)
It is not in the world standard notation of BPMN, but Dr. Soley, the CEO of Object Management Group, mentioned that 'It's a very interesting extension, very Japanese!'. (It might become a part of the world standard in the future.)

[List of Process Data Item]

[Download]

• Business Template: General_Purpose_Questionnaire-Review

<Similar Models>

• How do You Correspond to Grievance Complaint from Outside the Company? (Response Operation flow) (2014-02-17)
• Response to Brochure Request, Fully Automated? (2014-03-31)
• Sending Certificate of Participation for Event in PDF (Workflow Automation) (2014-03-17)

<<Related Articles>>

• M208 [Data Item] Choices at Downstream Step, Set by Upstream Step
• M220 [Auto Start] Auto Starting Triggered by Published Web Form Entry
• M217 [Auto Start] Auto Starting at the Time You Fix

Embedding Business Data in Auto-email! (Files, Choices...)

'Embedding data into automated emails, it is helpful!'

Someone Starts an issue, it flows through Business flow diagram, and it passes through a "certain point" in the flow diagram. Then,
sending an email Automatically or
generating a PDF document Automatically, etc....

That's right, Automating of business operations will cut 'business costs' largely, will reduce 'mistakes', and will eliminate 'forgotten to do'. Especially the automatic [e-mail], is a highly versatile for sending a "business alert" to persons concerned with in the company, or sending "Acceptance Completion notice" towards the outside.

The following is a sample (Business Template) that you can experience the data embedding into 'auto-email'.

You can experience how the generated email body seems like when embedding various data such as String type or Date type or File type, etc.. Previously, I had published a sample of "You can experience the [input interface]", it has become popular content surprisingly. So I'm trying to get lucky again. There isn't any "discussion of how to proceed work" as in the usual articles. (I feel emptiness somehow...)

"String type(!), Date type(!!), File type(?!), Discussion type(?!!)" (2014-02-24)

= Official Manuals =
M224 Auto Sending of Email with Business data Inserted

[Auto-email Test]

[Email setting screen]

The Significance of [The REVOLUTION] which is "Digitization to Minutes Board of Directors Meetings"

[The Intention of the company] is determined by the board of directors.

In many cases, it is decided through the "deepening of the discussion". Or rather, the typical pattern is that the president tried to convince the directors, and over the discussions like "this or that" beforehand, finally it is determined at the Board of Directors. As a matter of course, it is recorded only "as the result of careful deliberation, the proposal was approved without objection" in the [Board minutes]. Such as the initial opinion of each director and complicated interactions will not remain in the official records.

Yet, the most [important information] is the "process" till the determination.
It is "the process" till the determination, that information which directors of the future would want to read.

The following workflow is a system that each director can record their opinions independently. First, select from "-2, Disagree", "-1, Somewhat Disagree", "0, Neither Disagree nor Agree/ Pending", "+1, Somewhat Agree", "+2, Agree". Then record their own opinions freely. Anyhow, it will be operated separately from the "minutes" which prone to formalism. That is, it is utilized for the assertion of opinions and ideas before the meeting, or to record the post-discussion opinion and thoughts over the discussion after the meeting. It is definitely different from mere "electronic voting system".

[Opinion Expressing flow]

String type(!), Date type(!!), File type(?!), Discussion type(?!!)

'Input Form, How will it kook?'

'Input Form' is important for a Workflow system. Particularly, for the person in charge of [Process Modeling](*) at the scene, it worries that how the input screen would come along. You need to seriously think about, for example, what and where a precautionary statement should be described to help the colleagues of the organization. (* Object that the people in charge of the "Process Modeling" created -> Process Model)

With that said, the following is an experiencing sample of the input form. String type, Date type, File type... You can experience inputting into various [Data type items] at one time. Even though you can download only a template that can be imported to the cloud-based workflow "Questetra BPM Suite", "data input experience" might be essential In the selection process of the workflow product.

I am going to upload the template in the "Online Demo". However, because it could have been edited, you should better to import it to your "Free SaaS Edition" if you are a user. (Would not hurt.)

By the way, we have been continuing to provide 'samples' for three and a half years in this website "Workflow-Sample", but I think this article is so much not related to the 'business improvement' for the first time.

[Input Test]

Revision Control of Internal Documents on Workflow

There are a lot of 'documents to be referred by many people' in a company.
It would be a wide variety of types of documents such as, 'User's Manual' of products, 'Work Manual' of work site, 'Template of Agreement', or 'Company Regulations'. And it would be a big affliction to continue maintenance upon them. Moreover, it would be extremely difficult to control if the documents were required 'to be translated into other languages' at time of revision.

The following Process Diagram shows the work procedure of revising 'Product Manual'. By bringing this Business Process Definition into the system, the locations of revisions and person who finally checked will be recorded automatically.

[Manual Revising]

Free Trial of a Workflow, What Do You Run on It? (Work Request)

* Series; Can be used immediately, part 3.

Considering the introduction of the workflow system... I want to evaluate Workflow products by running data that is even a little significative.

In the third of the series, I would like to pick up "General-purpose Work Request" as the theme. The following "General-purpose Work Request flow" is a little bit unusual. Anyway, it can be used for any business. Weirdly to say, it is defined a "business flow that is undefined".

However, it is very important to visualize (to uncover) this "work in the undefined area". The contents which have been asked many times in the "General-purpose Work Request" might mean that some important business processes have not been defined. Suppose if it would become exactly the same flow diagram (*structure), it might be better to operate in another Workflow (Process Model) to automatically record the business history.
*Request structure of "1. Work request" > "2. Completion report" > the "3. Completion confirmation", between two parties

[Work Request flow]

Processing Business Data in Child Process (Translating)

Considering "a Workflow" to be incorporated into "a Workflow". (What?)

That is, "the jobs on which professional skills should be exerted cross-sectoral". Although it may differ greatly depending on company size or its Business Activities, these are in varieties such as "Typo Checking", "Document Translation", "Trademark Law Violation Check" and "Presentation materials brush up", so on.

The following Workflow definition is, a "Document Translation flow" for a company in which 'Japanese -English document translation' would occur in many different sections. It is excellent because it is designed to be called (be incorporated) from another Workflow. Moreover, it will send translated document data, back to 'the Process of the original' on completion of translating. It is a mechanism of "Subroutine" speaking in terms of the old IT terminology. We might call it "Subprocess call" in BPM basis.

This team, we should call it "Translation Center in-house", is a group of specialized technicians. Defining 'Inputs to them' and 'Outputs from them' will greatly contribute to improvement in business efficiency. (It might suggest for telecommuting system.) By the way, it could often be controversial that 'it should be outsourced to focus on our own business', but there is a big difference in the work quality because they have a deeper knowledge of in-house term and specialized term.

[Document Translation flow]

A General Workflow for General Requests

Emailing is one of IT's greatest inventions, but it does have its own problems. One is that it is hard to differentiate between emails that need to be answered and those that don't. Especially if there are long-term deadlines, like "Please reply within 1 month," which tend to get lost in ever-overcrowded inboxes.

You may want to consider a general request workflow.