12266

1© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID

GPS for WorkflowWhere’s My Workflow: A Solution!

Liz Sanchez and Todd Adams

University of Denver

April 14, 2015

Session ID 12266


Introduction: Where’s my Workflow

That’s what we asked, so we built “Where’s my Workflow”

Who has not asked about the status of a transaction in workflow?

• Whose worklist is it in?

• Is there an error?

Empower users to answer this question


GPS for Workflow: Where’s My Workflow

Implementing Where’s My Workflow…

• Life Before Where’s My Workflow

• System Features

• Development Environment

• System Components

• Future Considerations and Modifications


Life Before Where’s My Workflow


Life Before Where’s My Workflow

Why did we do this?

• Increased use of Banner Workflow to solve business problems

o Most new Self-Service Banner applications implement workflow.

o IT staff improved development techniques.

• “Are we there yet? Are we there yet? Are we there yet?”

o User’s Pain + Developer’s Pain = Critical Mass.


System Features


System Features

• Application Independent

o Simple engine returns baseline information generated by workflow.

o Register your application and go. Minimal coding for “out of the box” use.

• Institution Specific Customization

o Everything you need is already in Banner/Workflow environment.

o Single “gotcha” is how you utilize workflow.


System Features

• Displays Points of Contact – User or Role

o Reveal where the work item will be or has been directed in the approval chain.

o Shows who originated the work item.

• Restricted Access

o Originator of transaction.

o Workflow approver or Workflow owner role.


System Features

• Filters on status, date range and/or work list label

o Running, Completed, Alert, Abort.

o Searchable worklist with wild cards.

o jQuery Datepicker.

• Hyperlink to transaction detail

o Calls procedure application package to display transaction information.


Where’s my Workflow Interface in SSB


Workflow Status


Workflow Detail


Development Environment


Development Environment

• Each application maintains a transaction tracking table

• Trigger a Workflow event

• Must join parent transaction row to workflow event through unique key.


System Components


System Components

Where’s My Workflow Components

• Registration table provides WMWF access for application

• Custom table with key fields needed for engine to build application-specific search.

• Application HTML Procedure

• Custom procedure to render HTML application details.


System Components

Where’s My Workflow Registration Table

• Workflow event name – Identifies specific workflow

• Workflow owner role name – Enable global user access

• Workflow ID – Define data elements that link application to work item


System Components

• Functions

• Return workflow ID for event and unique transaction key.

• Return array of context variables and values.


System Components

Calling Where’s My Workflow

• Create WebTailor Menu item.

• du_bwgkwmwf.P_ShowWFItem?p_wfevent=<Workflow.Event.Name>


System Components


System Components

Workflow Tables

• Workflow.event

• Workflow.eng_workflow

• Workflow.eng_workitem

• Workflow.eng_workflow_alert

• Workflow.eng_properties_value

• Workflow.wfuser & Workflow.role


Future Considerations


Future Considerations

• Remove WF owner dependency.

• More consistent application of roles.

• How does your institution manage WF roles?

• Approvers “down stream” can see all work items, at any time.

• Show approver decision.

• Further develop ability to access values of context parameters.


Summary

• WMWF a method to track status of WorkFlow events

• Searchable method to fetch transaction details

• Empowers users to research their work

• Work in progress

• Access to more information within Workflow

• WMWF Makeover: Improved UI


Questions & Answers


Thank you!Liz Sanchez Todd Adams

Please complete the online session evaluation form.• Via your registration account Log into your registration account at

https://ellucianlive2015.smarteventscloud.com/connect/publicDashboard.ww

• choose the link to “Surveys””

Session ID 12266

12266

Documents

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