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UNIVERSITY OF IOWAELECTRONIC WORKFLOW
Common Solutions Group | September 12, 2014Steve FleagleAssociate VP & CIO
The Team: This is Their Work!
Ed Hill – co-leader, back-end architect Mike Kaplan – co-leader, front-end architect Sam Schrup – user interface design Ransom Briggs – workflow engine development Ben Kazemi – workflow engine development
UI Workflow
Powered Employee Self-Service Portal since Dec. 2002
Supports online forms from HR, AP/Travel, Purchasing, VP for Research, Facilities, Fleet Services, Accounting Services, Business Services
Routes forms from initiator to sublevel/supervisor, dept., org., central offices
MAUI Workflow
In production since Aug. 2008 Supports online forms from
Admissions, Billing, and Registrar’s Office
Supports wide variety of business processes, routes forms and information to various academic offices
Background: 2 Separate Workflow Systems
Goals of New System
Combine Finance/HR workflow with student system workflow
Platform neutral, functionality exposed via web services
Ability to support any institutional process Services for all aspects of workflow
Form management, routing, communication, security, roles, etc.
Build a suite of workflow tools to define forms, approvals, & business processes Portal Form builder tool Workflow group/approver rights
management
Electronic Workflow Architecture
Workflow PortalInboxToolsForms
Employee Self-Service
Complex FormsForm Input
Customizations
Student Information System
Complex FormsForm Input
Customizations
Workflow EngineEntities
Roles & GroupsRoutesForms
TemplatesBusiness Logic
Web Services
Use
r In
terf
ace
Use
r In
terf
ace
Electronic ProcurementHuman Resources
General Ledger
Travel/pCardBusiness Services
Pre-Award Proposals
Current Capabilities
(Jobs@UIowa)
Equal Opportunity and DiversityMerit Dept. Competitive PromotionMerit Position RequisitionP & S/Faculty/Recruitment PlanPostdoctoral RequisitionPostdoctoral Request to HireResearch Intern RequisitionResearch Intern Request to Hire(Miscellaneous)CLAS Faculty ReviewsComp & Class RedesignEmployee Time RecordePersonnel Document UploadLearn/Dev Tuition Assistance AppRequest Vacation DonationRetirement
AP-POE-VoucherTravel RequestTravel Expense
Business Services
UI Surplus RequestPrinting Department Order ApprovalGas Cylinder Order FormParking Forms
Finance & Operations
Decision Support Request
Human Resources
(HR Transactions)Adjunct SupportAppointment Change of StatusLeave Of AbsencePositionPrior Special CompensationSpecial CompensationSummer SupportTerminationTransfer
Fleet Services
Fleet Services Requisition
Purchasing
Requester AdminPurchase Requisition
Research Information SystemsVPR Internal Funding InitiativeDSP Non-Monetary Routing FormAdvance MFKDSP Proposal Routing Form
Treasurer’s Office
Merchant Account Form
UI Health CarePA/ARNP Privileging Process
Student Information SystemRecord Merges Online Application ProcessingGrade Postings and ChangesCourse Offerings and FeesResidency ReviewDepartmental Scholarship
Human Subjects Office
Institutional Review Board
Facilities ManagementFacilities Management Requisitions
Accounting Services
Cash Handling
FY03FY04FY05FY06FY07FY08FY09FY10FY11FY12FY13FY140
100,000
200,000
300,000
400,000
500,000
600,000
700,000
800,000
900,000
HRFinanceStudentOther
Transaction Counts
Workflow Inbox
Keys to Project Success Governance & executive-level support
Campus discussion & engagement
Frequent communication with stakeholders
Co-leaders with complimentary skills & focus
Good working relationship between development groups Separation of front-end user interface & back-end workflow engine
development
Clear goals/roles for each effort
Next Steps
Complete form builder application Assist other application owners in taking
advantage of new features Continue to roll out new forms/applications Migrate existing workflow processes to
new system
Lessons Learned
Unified inbox was greatly appreciated by campus
Develop a simple system that accommodates a range of users
Flexible definitions of roles and routes Difference between administrative
and academic workflows Orgs and Depts have flexibility to do
their own internal routing Incremental development and phased
releases Developed and demonstrated
WYSIWYG form builder tool first but then decided not to deploy until later phases
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