Workflow StrategiesPeter Chanda

What is Workflow?Is the Pain Worth the Gain?Challenges in Higher Ed.Peer StatisticsParadigm Shift – Kuhn CyclePossibilities at WKU Vendor Selection Strategy

Welcome and Thank you for joining!

Every organization has distinctive rhythm,

which is expressed in the flow of

information, decision making processes and interactions between

people. Today's workflow systems allow the organization alter the rhythm and, when

used effectively, increase the speed,

flexibility and efficiency of entire

operation.

What is Workflow?

Is the Pain worth the gain?

In 2010, a powerful blizzard shut down much of the Northeast, stranding most of Johns Hopkins University’sadmissions staff at home during its busiest admissions season in the school’s history with a “decision” deadline fastapproaching.

Potentially bad news because, in the world of higher education, the sooner you can accept college applicants in theadmissions cycle, the better chance the student will select your university to attend. It’s also important becauseuniversities want to identify and offer admission to the best-fit students (those that will excel and graduate) faster thanthe competition.

Challenges in Higher EducationDifficulty with costcontrol, compliance andauthorization of paperbound processes

Changes in the goal of theorganization - addingvalue to students. Thebalance of power in themarketplace has shiftedfrom university to students,dictating fundamentalchanges in the value chain.

The values of the organization -transparency, continuous improvement, sustainability.

A new paradigm is being pursued by many managers that thrives on the ethos of imagination, exploration, experiment, discovery, collaboration and self-organization.

Peer StatisticsCornell UniversitySuccessfully managed 35% increase in applications without an increase in staff

College of Southern MarylandReduced the time it takes to process financial aid documents by 50%

California Institute of TechnologyIncreased productivity in the admissions department 40%

Illinois State UniversityCut graduation audit processing time by 50%

Metropolitan Comm. CollegeReduced transcript processing time from four days to one

University of Michigan-FlintAchieved $5 million in cost savings over the lifetime of their deployment

Paradigm Shift

Changes are not incremental, but significant

Organizational Behavior ModelOrganization Size

Large

SmallImmature Mature

Development

Growth through creativityEntrepreneurial

Growth through DirectionCollectivity

Growth through systemic change

Formalization

Growth through Leadership

Elaboration

Transformation through Identity Change

OR

Decline and Death through Identity Loss

Morphing

Crisis: Need for Leadership

Crisis: Need for Delegation of control

Crisis: Excessive Bureaucracy

Crisis: Need for re-vitalization

Daft Model (2008)

Growth through Creativity

Possible candidates for workflow:

Tasks involving papersTasks involving duplicate data entryTasks involving approversTasks involving decision points

Multidisciplinary teams can present a management challenge, but the potential rewards are worth it. Effective teamwork divides the task and multiplies the success.

Growth through Direction: Collectivity

Application: Smart Card

Payment Gateway

Software

SSO

LDAP Authentication

Banner 8.X

Software

Campus Access

Software

Smart Card Production

Door

Control

Smart Card

Vendor Terminals

Bookstore

Vendor Management

Application: Return of Title IV

SFRNOWD –students with dropped course/s

Registrar runs this report to list the students with dropped courses (STVRSTS code CD, DC, PD), but still

SFAREGS status is showing Eligible (EL).

SFAREGS – Withdraw student

Registrar change student status from EL to W (Withdrawn) based on SFRNOWD report. W code is attached to T4

withdrawal code in STVESTS.

SFRWDRL –Withdrawn student report (Student Acct)

Get report for all students with SFAREGS status = W, but no record in SFAWDRL. This process creates SFAWDRL record in update mode.

RPATIVC – Title IV return calculations

Financial Aid runs this process to see eligible disbursement, whether amount has been disburse by FINAID, Institutional Return, Student

return amount etc. FINAID runs RPAAWRD to disburse funds if eligible disbursement does not match with disbursement amount.

RPRTIVI – Review FINAID adjustment

Student Account runs this report to see adjustments made by FINAID.

Drop Course/s

Student drops course/s. Counselor contact each student and finds out the reason for withdrawal from the course/s. Workflow solution is intended to be used here as a retention effort.

Workflow sends email to the R2T4 email group after

withdrawal.

Workflow emails Registrar after 5 days of grace period (redundant)

Wednesday Reminder

Thursday Reminder

Friday

Reminder

Friday

Reminder (Redundant)

Graduate ApplicationApplicants

Submit Transcript, Test Scores, Personal Statements, recommendations

Admission Director

Program Director

Dean’s Decision: Letter generation

Feedback to Directors

Admission decision

Thank you: Complete Application

Incomplete Application

Vendor Selection: ISO/IEC 9126 Characteristics

Functionality

Suitability

Accuracy

Interoperability

Security

Compliance

Reliability

Maturity

Fault Tolerance

Recoverability

Compliance

Usability

Simplicity

Learning Time

Operability

User Interface

Compliance

Efficiency

Time

Resource

Compliance

Maintainability

Changeability

Stability

Testability

Compliance

Probability

Adaptability

Replacement

Compliance

Reference: Assessment of Workflow Software Tools (Todor Stoilov,Krasimira Stoilova, Institute of Computer and Communication Systems,Bulgarian Academy of Science, Sofia, Bulgaria)

Vendor AnalysisISO

CharacteristicsActive BPEL Borland

TogetherEnterprise Extension

Oracle BPEL SAP Netweaver WfMOpen

Functionality 4.8 4 5.2 4 3.6 4.8

Reliability 4.5 3 4.5 3 2.5 5.5

Usability 2.75 4.75 3.75 4.5 3 4.25

Efficiency 2.68 1.43 2.68 2.68 2.02 2.66

Maintainability 3.6 1.6 2.8 0.8 2.8 4.8

Probability 4.4 4.4 2.8 3.6 2 4