Background - a 'workflow computing' system takes advantage of four trends in computing:

o integration of messaging in all applications,

o applications that improve the flow of work through an organization, and

o use of 'agents' for messaging, and,

o remote access or 'intermittently connected' networking.

Business users (both in HQ and branches) work now in a collaborative manner, but this involves much repetitive data entry into separate computer systems, and person-to-person electronic mail, fax and telephone calls. Significant time is spent in manual activities that computer systems could do, thus freeing staff time for thinking and planning. A system that supports this collaborative activity in an efficient manner would be a workflow computing system.

What is workflow?

Workflow computing is AUTOMATING THE TRANSFER OF INFORMATION TO SUPPORT THE FLOW OF WORK. The goal is to create a "just-in-time information" computer system which parallels the organisation's work process. This contrasts with the automation of single, isolated tasks.

What systems are needed to support this workflow application?

Workflow computing systems must be scalable (that is, easily made smaller or larger) to meet a range of organisation sizes, inclusive so that all who are in the information flow are included, and, be very flexible. The system components are:

o a reliable organisation-wide electronic mail system with the ability to send and receive electronic mail and files to and from third parties,

o LANs in both HQ and all key branch functions,

o a LAN database and line systems group that can build database systems that used to be the province of the mainframe, and

o state-of-the art LAN-based real-time text management system that covers handling, automated receipt, distribution, and filing, as well as ad hoc retrieval.

Workflow computing must involve the integration of a database approach with electronic mail. Integration of operating text (text that can be tied to business operations) and data with mail enabling is the key to an effective workflow application. Mail enabling means that business events should tell people that they have occurred, and, where possible, facilitate the action to be taken next by avoiding repeat data entry. In addition, periodic access to information (both read and update) by branches and other non HQ located staff will become part of the daily work process. In a very real sense they are "intermittently connected" to the system.

Business Information to be managed - both data and text

Data - Numeric and text information to be managed in "database". Capable of supporting multiple, concurrent data entry, retrieval, manipulation and reporting.

"Operating" text - text or mail that is related to business data and thus capable of being routed based on business functions or needs and thus tied to business data management "keys". It may also contain data for the "database". It is not personal text or mail.

Business systems principles

LAN systems technology is used by the business to implement workflow computing. The objective is a computer system which supports the organisation's work process:

o information is entered only once by originator,

o information is available to all who need access, and

o computer systems carry out work for users and communicate with each other and users.

Business ownership and control of systems and information (data / text / mail):

o all users in business organizations (HQ, branches and other groups) have transparent access to common systems and information,

o line business systems develop shared, common systems together with end users, and

o end users develop own personal applications within overall systems and information framework.

"DPRB" Information management strategy - covers both data and operating text

Data is managed by the LAN database - relational, SQL or "object oriented".

Operating text acquisition:

o delivered by external news feeds or mail system,

o sent to outside business functions by mail system.

Acquired operating text management - routing and retrieval uses "real-time"text search/retrieval engine (based on user managed criteria - words and phrases that indicate business relevance).

Two types of operating text are managed:

o General use operating text, e.g., "News" which are automatically categorized into "business relevant" categories for any user use, and

o Business function use operating text, e.,g., "Mail" which are automatically routed to specific recipients (both prime and subsidiary) by business function.

A system to manage general use operating text can be termed a "personal news" system. "Personal news" is regular news, delivered to users, in a form prearranged to meet their needs. It is delivered electronically in "real-time" (with view and print capability) and is organized based on user supplied categories. This news is then arranged, within each category, in order of relevance to the users, with less relevant news not being presented. In this system multiple news feeds can be handled, and results can be integrated into other systems, such as "trading" or general data systems and electronic mail systems. In addition, the system can support ad hoc searches of historic news material from the document news file.

In the mail system business users can acquire and handle (read, print, annotate) business function operating text "mail" in business function "queues". The "queues" are based on the business functions carried out by users and mirror those words and phrases that a clerk would search for in order to route the mail manually. These queues act as electronic inboxes, providing routed copies of the user's mail for their processing. Reassignment of the few items of mis-routed "mail" is easily done in a cooperative fashion by the users or a dedicated clerk. "Urgent" mail can be flagged for special attention, even automated notification after hours if the user has remote connection to the system. These queues can be reassigned based on business function changes, either manually or using a program and a clerk. Mail "Rerouting" with "post-it notes" is also automated, merely by reentering annotated text into the system, where it is again rerouted automatically by business function. In this system prime users directly manage their operating text, and subsidiary users have direct access to prime users' text.

Integration of data and text - the workflow objective

This provides automated text filing with automatically added data keys. This requires pre-analysis of text and access to data in the database. when implemented it provides the key ability to go from data elements to relevant text or vice versa. The value of this data and operating text interconnectivity in implementing workflow cannot be underestimated, think of the effort involved in doing this now. When this is fully implemented, all information is "mail enabled" . We then have a workflow system which supports the organisation's work process.

DPRB can help you transform your computing systems into "workflow" computer systems that manage both data and operating text.