Labor Saving of Mailing Work, the Backend for it

'Enhance the BPMS as backend!' (Business Process Management System)

What the hell is this? A spell or what?? Actually, this seems a 'remark not uncommon' for the people in IT industry. The point is, they are simply calling computers which are;

• far side from human as 'Backend'
• near side to human as 'Frontend'

among the IT system that consists of a lot of computers.

To be more specific, a mechanism (computer) which corresponds User Management, Database Management, File Management, etc. is called Backend, whereas PC applications or mobile applications are called Frontend. Recently, there exist terms of 'Backend as a Service' or 'mobile Backend as a Service', and focusing on 'Frontend development' for more convenience is becoming the trend.

However...

Here in this world where Information Communication has well evolved, humans are always on the network also. A mechanism of Backend is not always must be composed only with computers. Business process management (BPMS) is the back-end systems, including humans. (It would not be called a 'Cloud computing' anymore, though...)

For example, humans may be interposed in a 'Billing system'. Rather, it could be better for the improvement of deliverable's quality by human interposition... So, I tried to think about a Backend, which is 'Postal matter Shipping Request system'. In this Workflow, although the cover sheet will be automatically generated, enclosing and posting will be done by humans.

Hum, if adding APIs more to it, the more automated 'Backend-system' it might become...

[Postal Matter Sending system]

Workflow which to be Started at the External Environment Changes, e.g. "Power Utilization": part 2

General public to cooperate in the "power saving".

'Consumers' thoughtfully suppress 'purchasing', understanding the circumstance of the service provider (power firms). What a humble story... Contrary to the "economic rationality". However, now in Japan, many citizens are cooperating, recognizing the necessity of it. Especially the local government and public institutions, they must attempt the power saving initiatively. (Innovations for 'energy saving' and 'cost down for renewable energy' are being desired.)

In the previous article, we studied a mechanism of auto-detection, in which

• 1) a Workflow is launched in the morning on weekdays
• 2) it records the power supply and demand hourly (utilizing APIs)
• 3) it alerts if the usage rate exceeded '89%'
• and when it exceeds '94%', human will perform 'power saving procedure'.

This can be said that 'systemizing the crisis management manual'. If you use a cloud-based workflow, it will be built in three-four hours.

Yet, in this setting, we did not assume the business scenario, i.e. 'case that suddenly raising of power usage, 88% to 96% within an hour'. Realistically, it won't happen. (rare case) However, If it requires only few changes, we want to incorporate it into the setting. Now, how should we do?

[Power Saving Procedure flow] (Previously shown)

Workflow which to be Started at the External Environment Changes, e.g. "Power Utilization"

'Checking every an hour... 10 times a day...' (Loop)

It is really annoying though, I have to do... Since we are a public institution, so we must take the initiative to perform "Power saving". The checking operation I mentioned before, is about "power usage" which the electric power firm announces. Alert when the actual value of 1 hour average exceeds 89%, and if it exceeds 94%, 1) Turn off MFP and the shredder, 2) Turn off the hot water supply machine, 3) Turn off the office lighting, 4) Stop the elevator, etc..

Since '3.11' in 2011 (Earthquake & nuclear accident), power firms in Japan are publishing 'power usage' every 3 minutes (or 5). Despite in autumn or winter other than midsummer, the usage exceeds 90% once or twice a month.

Indeed, 'People who are really need the power' should be priority, but frankly, it is an annoying job. Even though I'm using Twitter and Email notification service, they don't totally fit our business. I wonder if I could manage, using APIs?

[Power Saving Procedure flow]

Importing the Records of Decision-making of the Past in Bulk

We will redesign the definition of "Decision-making flow" on this occasion.

• Internal regulations have been established in preparation for stock listing,
• Organizational structure has been flattened.

Since the business rule became simple, I will rewrite the 'Business Process Definition' from scratch, rather than to modify existing definition. That's what I thought, so I redesigned "Decision-making flow".

Whereas, I cannot discard data of past decision-making. Actually,I need to 'Refer' or to 'Search' them. Also 'Quarterly summary' and 'Summurise by sections'...

※ Questetra: Cloud Workflow v10 gets Expanded Free Tier
  ＝ Unveiling New Filtering Chart for Business Process Improvement ＝ (2014-11-07)

Especially, I think it is significant that to keep data of the same month last year in the state of easy reference. These are very important reference information to make new 'project' or 'determination'. Hmm, isn't there any way how to migrate the business data of the past, to the "Decision-making Workflow" which newly operating?

[Decision-making Approval flow]

'Timed Event' is Effective for Contract Renewal Process

'Renewal of Maintenance Service Contract' demands more sales force than you think.

You know what, my firm provides 'Maintenance Service for Communication Equipment', but they haven't adopted "Auto-renewal" for the contracts. So, each time, I have to request my customers to make their "Renewal Procedure" and the "Payment". I guess a salesman for insurance would feel the same way; it is tough...

Well, as the business manual, first I send an email asking 'Please renew the contract'. (Of course, the sales personnel must make phone call or visit the customer, afterward.)

1. 60 days before Expiration : 'Acknowledgement of Renewal'
2. 30 days before Expiration : 'Reminder for Service Expiration'
3. 7 days before Expiration : 'Notice of Service Expiration'
4. 7 days after Expiration : 'Appreciation for your long term usage of our service'

In those emails of four in total, the mail body and sent date,etc. are already set by the Workflow system. Therefore, all I have to do is only to transmit them without any modifying, normally. However, it is quite difficult not to forget to do, somehow.

So, I imagine if they could be sent automatically when they have been left till 'transmission day'. (I don't care it might cross.)

[Sales Activity for Contract Renewal]

Non-payment! Automatically Escalation!

Billing job? It's simple. Just to print out 'invoice PDF' and put it into window envelope. (Though, it's the words by accounting stuff.)

Data for the billing, such as 'Contents of Delivery' or 'Billing Address' has been set in the data items of "Order-Delivery process" already... The 'Invoice PDF' has been generated automatically on the Workflow... So, inputting errors by the Accounting personnel will never happen. Yeah, things have become convenient nowadays. I'm not good at typing, so I'm so happy that I don't have to. (Of course, I always check on Billing amount and the date, etc., if they are properly or not.)

However...

Actually, there are some Steps that some sort of skills are required among such billing jobs... The Reporting of when Non-payment occurs is that. That is, 'How to report to in-house smoothly, when the payment from the customer could not be confirmed on the deadline day'. It may sounds trashy, but it is difficult to be done properly.
For instance, suppose if I sent an email to a in-house Sales person in one afternoon, in insipid single line sentence such as 'I don't' confirm the payment from ***, Co..', it will make some kind of bad atmosphere. Whereas, if my report delayed, the supervisor will blame it on me... (Either way, there will be no praise for me.)

Hmm, is there a way to improve the Business Process, like automatically (1) Fixed form email will be sent to whom concerned, and (2) Demanding Task will be assigned to the salesperson?

[Billing-Payment Confirmation flow 1]

Create a Mechanism that 'Daily Report' which might have been Piled up, won't be so!

In the morning, a Task in the title of "Daily Report, Nov. 4th" is added in your 'My Tasks'.

Not bad...

If it were not for this function, you would have forgotten to submit 'Daily Report' on the half of the weekdays. (I'm sure about it.) Incidentally, 'Submit by the time you leave' is its rule. Submit it on the next day, even if you forgot. Even worse, in the morning after the next, at least.

However...

Although all the members are flowing a 'Daily' on this Workflow in their own way,,, I'm aware of something wrong in this function of [Automated Start].

That is, the mechanism is that the Task is automatically added to 'my Tasks' of all in every morning of Monday to Friday, whereas it will be piled up in vain when you took a few days off.
For example;

• Bereavement leave, major holidays, Christmas holidays, etc..
• Childcare leave, maternity leave, nursing leave, etc..
• (There might be irregular shift workers...)

Well, on the Reports for few days, you would have worked hard, one by one. But for amount of 30 day, 60 days, or even for one year, it is definitely impossible.

[Daily Report flow 1]