Jad approach and workflow definition template

Workshop (JAD) Approach

• Identify task objectives– What is to be accomplished?

– Why is the task being done?

– What happens if the task does not get done?

• Identify inputs to the task– What has to happen before this task?

– What information is needed?

– What business rules need to be followed?

• Identify task steps– What needs to be done?

• Identify task outputs– What are the task deliverables?

– What information is produced / updated?

– What happens next?

• Identify task Key Performance Indicators (KPI’s)– How do you know if the right task was

done right?

• Identify task roles

– Who provides the inputs?

– Who executes the steps?

– Who gets the outputs?

– Who has or provides authority

• Identify decision support requirements

– What information is needed to make

decisions about this task?

– What subsequent decisions will be

made based on the results of this task?

– What authorizations are needed for

decisions?

• Information / Records Mgt Focus

– Metadata requirements

– Legislation & privacy (Who has access

to info? How long to retain info?)

Joint Application Design

Workflow Definition – [Process Name / Workflow name]

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Process -> Workflow -> Activity

• Process – a series of related workflows that produce value for an organization– Typically involves multiple roles & multiple business units

– E.g.: Corporate Procurement

• Workflow – a series of related tasks required to complete a portion of a process– May involve multiple roles & multiple business units

– E.g.: Process Purchase Request

• Activity – a single piece of work that must be completed in order to allow a workflow to progress– Involves single role & single business unit

– E.g.: Initiate Purchase Request


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Client Name

Project Name

Process Name – Workflow Name

Workflow Definition Specification


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Document Control

Version Date Author Comments

1.0

Approval

Approved By (name / title / Org) Signature Date


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Workflow Identification

Workflow ID

Workflow Title

Workflow Owner1

Parent Process ID

Parent Process Title

Parent Process Owner

Workflow Summary

Provide a summarized description of the workflow. Include any relevant assumptions, business rules, constraints, and

business drivers.

[Summary description]

Workflow Overview

This section can be started prior to starting the Activity Definitions, but it is recommended to complete the Activity Definitions prior to completing this section.

Business Rules: List the business rules that affect this workflow.

1.

Stakeholder Org Units: List the Org Units that are affected by this workflow.

Org Unit Name Affected How? S or P2

Starting point(s): List the starting points / conditions / triggers that initiate this workflow.

1.

Inputs: List the inputs to this workflow (details will be provided with the Activity profiles).

1.

Activities: List (in order) the activities that occur as part of this workflow.

1.

Outputs: List the outputs of this workflow (details will be provided with the Activity profiles).

1.

1 Owner refers to the Business Unit that has overall responsibility for the Process or Workflow

2 S or P = Stakeholder, Participant


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End point(s): List the possible end points of this workflow, including conditions.

1.

Forms: List the forms used in this workflow

Form Name Form Description Paper or Online

Reports: List the reports produced by or required for this workflow.

Report Name Report Description Report Format

Report Frequency

Roles & Groups: List the User Roles & Groups that participate in this workflow.

Role Group Access (CRUD

3)

Interfaces: List interfaces that are relevant to this workflow.

System Name

System Description I/O/B4 Data or Content

Transferred

KPI’s: List performance indicators measured for this workflow.

KPI Name KPI Description KPI Target Value

3 CRUD = Create, Read, Update, Delete

4 I/O/B = Inbound / Outbound / Bi-Directional


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Workflow Diagrams

Figure 1 Sample Workflow Diagram


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Figure 2 Sample Workflow Diagram 2


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Activity Definitions

Make a copy of this table for each activity in this workflow.

Activity ID

Activity Title

Activity Description Provide a description of the activity, including its justification (why it occurs).

Parent Workflow ID

Starting point(s): List the starting points / conditions / triggers that initiate this activity.

1.

Inputs: List the inputs to this activity.

Input Name Description Source Format

Outputs: List the outputs of this activity.

Output Name Description Destination Format

End point(s): List the possible end points of this activity, including conditions.

1.

Business Rules: List the business rules & exception handling options that affect this activity.

Business Rule Description Exception Handling


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Executed By Indicate the user role/group that executes this activity.

Execution Mode Indicate who executes the activity and how it is executed.

Execution Type

(Manual, Automated, External System)

Execution Actor

(User Role & Group or System Name)

KPI’s List the performance indicators measured for this activity.

KPI Name KPI Description KPI Target Value

Forms List the forms used in this activity.

Form Name Form Description Paper or Online

Reports List the reports produced by or required for this activity.

Report Name Report Description Report Format

Report Frequency

Data Inputs List the data fields used as inputs for this activity.

Field Name Description Source

Data Outputs List the data fields populated or updated by this activity.

Field Name Description Target Value

Content Created List content created by this activity.

Name / Description

Type

(E/P)

File

Format

Classification, Fileplan Details

Record

(Y/N)

Storage Location