A. Konak IST 301/ Intro to IBM Workbench 2. A. Konak IST 301/ Intro to IBM Workbench Click OK or press Enter.

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1 IST 301: Section II: Business Processes II-B IBM Holosofx Workbench Sales Order Fulfillment Process Abdullah Konak School of Information Sciences and Technology Penn State Berks Lehigh Valley A. Konak IST 301/ Intro to IBM Workbench 2 Components Organization: Organizational Units, Functions, Roles, Employees, Resources Process: Taks, External Entities, Phis (input and Outputs), Connections, Mediums, Processes, Decisions, and Choices Attributes: Cost, Time, Place, State Creating a New Organization File You should start your work by creating a new Organization File. In IBM Holosofx Workbench, an Organization File is stored in a folder of the same name. The Organization Folder contains the Organization File and all the files related to the Organization File. 1. Open IBM Holosofx Workbench. The Organization File dialog box appears. 2. Select the Create A New Organization radio button. 3. Click OK. The New Organization dialog box appears. A. Konak IST 301/ Intro to IBM Workbench 3 A. Konak IST 301/ Intro to IBM Workbench 4 Applying the Appropriate Editing Mode The Process modeling capabilities of IBM Holosofx Workbench can be used for many purposes. The data required for modeling in preparation for Procedure Publishing can be different from the data required for modeling in preparation for Workflow integration (Refer to the Integration Guide for more information about modeling Processes for Workflow Applications). 1. Select Format > Editing Mode. The Editing Mode dialog box will appear. 2. Select the Basic Mode radio button. Creating a Process 1. Select File > Save Process As with the untitled Process opened. The Process Name dialog box appears. 2. Type "Sales Order Fulfillment" in the Name box. 3. Click OK or press Enter. A. Konak IST 301/ Intro to IBM Workbench 5 A. Konak IST 301/ Intro to IBM Workbench 6 1

2 Working with the Data Repository The Repository allows for the storage and management of different types of data tailored to individual Processes, independent of Process model construction. It contains data that pertains to the attributes of an Organization. In addition, it contains data that pertains to the attributes of Business Processes. Once a data record (such as a Task with related attributes) has been created in the Repository it becomes available to be used in all Process models within the organization and can be reused as often as needed to define the Process model objects drawn in the IBM Holosofx Workbench diagrams. Data Repository: Creating External Entities 1. Select Repository > Organization Data > External Entities. The External Entities dialog box appears. 2. Type "Customer" in the Name box. Click the < button next to the Color box to display a palette of predefined colors. Click once on a basic color to select a pre-defined color. 3. Click Add. The "Customer" item will appear in the External Entity list box. A. Konak IST 301/ Intro to IBM Workbench 7 A. Konak IST 301/ Intro to IBM Workbench 8 Data Repository: Creating Roles A Role identifies the type of work that employees who perform tasks in your organization's Process can perform. Multiple employees can have the same role. 1. Select Repository > Organization Data > Roles. The Roles dialog box appears. 2. Type "Order Processing Clerk" in the Name box. 3. Type "500" in the Standard Cost box and then select the cost increment "week." This entry reflects $500 a week. A. Konak IST 301/ Intro to IBM Workbench 9 Data Repository: Functions A Function represents various management functions performed in your organization. Examples of these Functions are Production, Sales, Marketing, and so forth. 1. Select Repository > Documentation Data > Functions. The Functions dialog box appears. 2. Type "Customer Services" in the Name box. A. Konak IST 301/ Intro to IBM Workbench 10 Data Repository: Creating Organization Units Organization Units are the building blocks of your organization's structure. Units usually represent departments, divisions, or sections. 1. Select Repository > Organization Data > Organization Units. The Organization Units dialog box appears. 2. Type "Order Processing" in the Name box. A. Konak IST 301/ Intro to IBM Workbench 11 Data Repository: Creating a Working Calendar A Calendar defines daily work shifts, weekly working/non-working days, and annual holidays of your organization. IBM Holosofx Workbench comes with a standard calendar already installed. 1. Select Repository > Organization Data > Calendars. The Calendar dialog box appears. 2. Type "Corporate Calendar" in the Name box. 3. To define the hours in your workweek, type "7" instead of 8 in the Day (Hours) box and "35" instead of 40 in the Week (Hours) box. 4. Click the "M" square of the rectangular calendar to select Mondays. 5. Type "9:00" as the starting time instead of "8:00" in the A. KonakWorking Hours IST 301/ Intro to IBM Workbench 12 2

3 External Entity External Entities model either individuals or organizations outside the company that interacts with your Process. External Process The External Process is the activity that is performed by an outside organization within your Process. A. Konak IST 301/ Intro to IBM Workbench 13 A. Konak IST 301/ Intro to IBM Workbench 14 External Entity Attributes Adding An External Entity To Your This attribute defines whether one or more activities can process the Phi simultaneously. Elapsed Duration is the total length of working time that the External Process requires. This is available only for External Process Objects. The Start Option specifies additional conditions for the start of the External Process. If an external entity is not available in the combo boxes, click here to create it. The Calendar assigned to an External Process defines the Working Hours during which an External Process can begin (e.g., from 9:00 a.m. to 5:00 p.m.). 1. Click the External tool button on the ADF Toolbar. 2. Click inside a cell on the grid to insert an External Process/Entity Object inside that cell. 3. Select the Pointer tool button, either by clicking the Pointer tool button on the ADF Toolbar, or by right-clicking anywhere on the diagram. 4. Double-click the External Process/Entity Object you have just inserted. The External Process/Entity Object dialog box appears. 5. Select the Entity radio button. Select "Customer" from the External Entity list. A. Konak IST 301/ Intro to IBM Workbench 15 A. Konak IST 301/ Intro to IBM Workbench 16 Phis Phis : General Attributes Phis model input/output objects to activities in a Process Model. A Task may or may not transform a Phi during the performance of the task. This attribute defines whether one or more activities can process the Phi simultaneously. A Phi Type is a class or a group of Phis sharing a common factor. This is a check box to specify if the Phi will be a copy that will be tracked through the Process separately from the original Phi. There are three (3) Phi Type categories: Paper Document, Electronic Document, and Other. Phi Types are assigned a category. Use these buttons create new Phi and Phi types which are not available in the combo boxes. A. Konak IST 301/ Intro to IBM Workbench 17 A. Konak IST 301/ Intro to IBM Workbench 18 3

4 Phis: State Attributes A Phi can be assigned different states, but can hold only one state at a time at any location in the diagram. For example, you can define the states of a document to be Approved, Not Approved, or Pending. Defining Phi States aids in modeling the status quo of the Phi and in analyzing its life cycle through the Process. If a state is not available in the combo box, type the state name here, and then click apply. Adding Phone Order Phi 1. Click the Phi tool button to draw a Phi object. 2. Click inside the cell to the right of the "Customer" object to insert a Phi Object inside that cell. 3. Select the Pointer tool. Double-click the Phi Object you have just inserted. The Phi Object dialog box appears. 4. Type "Phone Order" in the Phi list. 5. Click Phi Type button 6. Type "Phone Call" in the Name box, then click Ok. 7. In the The Phi Object dialog box, select Type as "Phone Call". Click Ok to finish. 8. Click the Connector tool button to connect the two objects in your diagram. 9. Click and drag from the center of the "Customer" External Entity object to the center of the "Phone Order" Phi object. A. Konak IST 301/ Intro to IBM Workbench 19 A. Konak IST 301/ Intro to IBM Workbench 20 Partner Interactions Partner Interactions Attributes Partner Interactions can be considered to be Phis of a very specific purpose. They represent electronic data that is transferred between one company and another for the purpose of a business transaction. This attribute defines the expected number of transactions between business partners for a given period of time. This attribute defines the amount of time you would expect the Receiving Partner to respond to the message if a response is required. When the Time Out has been exceeded, the message can be sent again the number of times as specified in the Times to Retry attribute. If a partner interaction is not available in the combo box, create it by clicking here. This attribute defines the number of times the transaction will be sent to the receiving Partner if the Time Out is exceeded. A. Konak IST 301/ Intro to IBM Workbench 21 A. Konak IST 301/ Intro to IBM Workbench 22 Tasks A Task is the lowest level of work in the Process Modeling of IBM Holosofx Workbench. If you do not want to break down an activity into a lower-level of detail, then model that activity as a Task. If you do want to break down an activity into a lower-level of detail, then model that activity as a Process. A. Konak IST 301/ Intro to IBM Workbench 23 Task: General Attributes IF a Role, Function, Application, Org. Unit, or Calendar is not available in the corresponding combo boxes, you can create new ones by clicking these buttons. An Organization Unit can be assigned as being A Role is assigned as responsible for the Task. This being responsible for assignment can be used to performing the Task. determine the time and costs associated with the Process for each Organization Unit that participates. An Application can be assigned as being A Function represents utilized for the various management performance of the functions performed in your Task (eg. Word organization. Examples of processing ) these Functions are Production, Sales, Marketing, and so forth. Elapsed Duration is the total length of working time that the Task takes from the time the Task begins to when it The Start Option specifies actually ends. A Task additional conditions for the begins when the Phi(s) start of the Task. arrive and the Start Option is satisfied. A Working Duration is the total length of Task ends when the Phi(s) leaves. A. Konak time that the Resources IST 301/ Intro actually The Calendar assigned to a Task defines to IBM Workbench 24 spend performing the Task. the Working Hours during which a Task can be completed 4

5 Task : Classification Attributes Task: Resource Attributes Tasks need Roles (Staff), Application, or other Resources (machinery, facility, tools, services etc.). Tasks consume resource and inquire cost. A task may use multiple number of a resource The names of the resources used by the task Click on next row (white space) to add a new resource Use these buttons create new resources which are now available in the combo boxes. Use these buttons create new resources which are not available in the combo boxes. A. Konak IST 301/ Intro to IBM Workbench 25 A. Konak IST 301/ Intro to IBM Workbench 26 Enter Order Information Task Decisions and Choices 1. Click the Task tool button on the ADF Toolbar. 2. Click inside the cell to the right of the "Phone Order" Phi object to insert a Task Object inside that cell. 3. Select the Pointer tool 4. Double-click the Task Object you have just inserted. The Task Object dialog box appears. 5. Enter "Enter Customer Order" in the Task Name list. 6. Select "Order Processing" from the Organization Unit list. 7. Select "Order Processing Clerk" from the Role list. 8. Select "Customer Services" in the Function combo box. 9. Type "20" in the Elapsed Duration text box and then select "Minutes" 10. Type "10" in the Working Duration text box and then select "Minutes" 11. Click the Classification tab at the top of the Task Object dialog box. 12. Click the Real Value Added radio button to set the Value-Added 13. Click the Not Quality Control radio button to set the Quality Control 14. Click the Potential Workflow radio button to set the Workflow 15. Click OK or press Enter. The Task Object will be defined. 16. After you have modeled the "Enter Order Information" Task, make a connection from the "Phone Order" Phi to the Task. A Decision is a situation with multiple Choices. During the Process, you may encounter situations that result in conditions that influence the routing of work. A selection must be made in these situations to define the subsequent Tasks (for example, the question, Is a review required? requires a Decision). If a review is required, review Tasks should be performed. Otherwise, no review Tasks need to be considered. The Decision can have many outcomes, which are called Choices. The Choice determines which path the Process takes. Choices have a probability attribute that is used to calculate the full probability of a given path through the Process. A. Konak IST 301/ Intro to IBM Workbench 27 A. Konak IST 301/ Intro to IBM Workbench 28 Decision Types Decision Attributes Binary Decision Multiple Decision A Binary Decision does not use Choice Objects. The position of the exit point of the two (and only two) Connectors determines the Choice. The Yes Choice exits from the right point of the Decision diamond. The No Choice exits from the bottom point of the Decision diamond. These Connectors lead to the next object in the Process (not a Choice Object). Multiple Decisions use Choice Objects to model the two or more Choices that are part of the Decision. All Connectors exit from the right point of the Decision diamond and lead to a Choice Object. The next objects in the Process are connected from the Choice Objects. A. Konak IST 301/ Intro to IBM Workbench 29 Binary Decisions have A Decision that is a Follow will two default Choices: be treated as a copy that Multiple Decisions have no default Yes and No. You behaves exactly the same as Choices; therefore, the can modify the name the Source Decision to which it Choices can be created and named as and percentage of is linked. For a given path you prefer. The Choices and occurrence, but you through the Process, either in their percentages are modeled in cannot add another Case Generation or in Choice Objects, which are Choice. Simulation, the Choice that connected to the Decision Object in the was selected for the Source drawing. A. Konak Decision will be automatically IST 301/ Intro to IBM Workbench 30 selected for the Follow Decision. 5

6 Follow Choice Attributes A Defined Decision Object must be connected to the Choice Object before the Choice Object dialog box will open. Percent of the time the choice will be selected. A. Konak IST 301/ Intro to IBM Workbench 31 A. Konak IST 301/ Intro to IBM Workbench 32 "Type of Order?" Decision 1. Click the Decision tool button on the ADF Toolbar. 2. Click inside the grid cell to the right of the "Enter Customer Order" Task. A Decision object will be inserted inside that cell. 3. Select the Pointer tool 4. Double-click the Decision object. The Decision Object dialog box appears. 5. Select the Multiple Radio Button. 6. Type "Type of Order?" in the Decision list. 7. Click OK 8. Connect the "Enter Customer Order" Task to the " Type of Order?" Decision. Choices "Rejected, Off Shelf, or Assembled Product" 1. Click the Decision Choice tool button on the ADF Toolbar. 2. Click inside the grid cell to the right of the " Type of Order?". A Decision Choice object will be inserted inside that cell. 3. Add two more Decision Choice objects, one above and one below of the cell in Step 2 4. Select the Connecter tool. 5. Make connections from the "Type of Order?" to these three Decision Choice objects 6. Select the Pointer tool. 7. Double-click the Decision objects to edit them. Your model should look like as follows A. Konak IST 301/ Intro to IBM Workbench 33 A. Konak IST 301/ Intro to IBM Workbench 34 Connectors Connector Attributes Connectors are used to model both the sequence in which activities occur and the Medium by which a Phi progresses from one activity to the next. When a Connector Object is defined in a diagram, it can be connected with information from the Media category in your Repository and can identify Transfer Time that may be associated with the Phi transfer from one activity to the next. Certain rules must be followed when drawing a Connector. Because a Connector represents the forward progression in the Process Diagram, a Connector can only be drawn going from left to right. A. Konak IST 301/ Intro to IBM Workbench 35 F/S: When this flag is set, the source Task must finish before the target Task can start. F/F: If this flag is set, the source Task must finish before the target Task can finish. S/F: When this flag is set, the source Task This is the method of must start before the transferring the Phi target Task can finish. (e.g., a courier or a S/S: The source Task fax). must start before the target. Transfer Duration is the total length of time If the desired that it takes to transfer medium not the Phi with the available in the Medium. combo box, create it by clicking here. The Calendar assigned to a Medium defines the Working Hours during which a Medium can transfer the Phi (e.g., from 9:00 a.m. to 5:00 p.m.). A. Konak IST 301/ Intro to IBM Workbench 36 6

7 Connectors that Pass through a Phi The main purpose of Connectors is to direct the flow from a source activity to a target activity. Phis can be part of the flow between activities (see the figure below). Because the Phi is placed between two activities, the Connector that represents the flow is divided into two Connector objects. This means that the Connector from source (Task A) to the Phi functions as the same Connector that goes from the Phi to the Target (Task B). If you add a Medium to the first Connector, then that Medium is applied to the second Connector. For analysis purposes, the two (2) Connectors are treated as one (1) Connector. Connectors that Pass through a Decision In some situations, the flow from a source activity is dependent on the circumstances within the Process. That is, there is a decision that needs to be made as to which activity will be the target. Therefore, a Decision object should be placed between the source and possible target activities (see the figure below). There is a separate functioning Connector from the source activity (Task A) to all of the possible target activities (Task B and Task C). The Connector from the source activity to the Decision is not used for capturing Media information. Only the Connector from the Decision Choices to the target activities is used for Media. A. Konak IST 301/ Intro to IBM Workbench 37 A. Konak IST 301/ Intro to IBM Workbench 38 Primary and Secondary Connecters If the Start/Finish Flag is set to F/S (Finish/Start) or S/S (Start/Start), then the connection affects the start of the target Task and the Connector is defined as a Primary Connector. If the Start/Finish Flag is set to F/F (Finish/Finish) or S/F (Start/Finish), then the connection effects the end of the target Task and the Connector is defined as a Secondary Connector. These Connectors are drawn with a dashed line (see the figure below). In the Design Flow methodology, Secondary Connectors will be used to identify signals that are necessary for the completion of the activity, rather than the start of the activity. S/F Flag=FF Process Objects (Within a process) A Task is the lowest level of work in the Process Modeling of IBM Holosofx Workbench. If you do not want to break down an activity into a lower-level of detail, then model that activity as a Task in an Activity Decision Flow Diagram. If you do want to break down an activity into a lower-level of detail, then model that activity as a Process in an Activity Decision Flow Diagram. A. Konak IST 301/ Intro to IBM Workbench 39 A. Konak IST 301/ Intro to IBM Workbench 40 Process Objects Within a process To model a Process Object in an Activity Decision Flow Diagram, it is necessary to draw it, define it, and connect it with one or more input and output Phis. Then you can open the diagram for the Process Object and use the same input and output Phis to start and end the model. IBM Holosofx workbench will match the Phis at both levels (refer to the section entitled Connecting A Process Object in an Activity Decision Flow Diagram). With the matching Phis, IBM Holosofx Workbench can properly insert the lowerlevel Process into the higher-level Process during Process expansion. In an Activity Decision Flow Diagram, a Process Object is represented by a square (see the figure below). Sales Order Fulfillment Process Pack Customer Order Process A. Konak IST 301/ Intro to IBM Workbench 41 A. Konak IST 301/ Intro to IBM Workbench 42 7

8 Process: General Attributes Process: General Attributes A Numeric Variable can be assigned to the Process that will define the number of times that the Process should be repeated (how many times it will occur). You can use this variable instead of creating physical copies of the Process in the Process Model. An Organization Unit is assigned as being responsible for the Process. A Role is assigned as being responsible for overseeing the Process. The responsible Resource can be an employee or software. Displays basic statistics that include the number of Tasks, Decisions, Process Objects, Phis, External Processes, Organization Units, and Resources. You can also specify the Elapsed Duration and Working Duration of the Process. Functions represents various management functions performed in your organization. Examples of these Functions are Production, A. Konak Sales, IST 301/ Intro to IBM Workbench 43 Marketing, and so forth. A. Konak IST 301/ Intro to IBM Workbench 44 8