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The setup of the work flow analysis tests should mirror the company's current work flow process. There are standard tests available in Framework ECM which can be viewed as a guide, however, it is recommended that the relevant staff for each work flow stage review their current processes in preparation for creating work flow analysis tests.
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| Work flow analysis tests to be created against the administration work flow stage should be reviewed by the administration manager and operations manager. It is recommended that this analysis commence with a review of the current Administration Overview screen for a sample of jobs, with the crux of the analysis focussing on which activities are dependant on each other in achieving administration complete. Current work flow time frames should be used as a starting point for work flow analysis tests. |
Planning
Analysis of time frames currently achieved against work flow dates must be undertaken prior to implementing any work flow analysis test. Realistic durations should be set against the work flow activities based on the analysis undertaken.
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| Let's say you are creating a work flow analysis test for a soil report that determines the time taken between the soil report ordered date and the soil report received date. Current processes reveal that the time taken between the two dates is five (5) days, then the work flow analysis report would ensure that the duration for this particular test is five (5) days. |
If the durations set against the tests are unrealistic, staff will ignore the tests, thus negating the benefits of configuring work flow analysis tests. Once the tests have been implemented for a period of time and if the durations are being met, consideration can then be given to reducing the durations (where this can be done) to provide a new goal for staff to strive to achieve.
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- Soil Report Received: Jobs where the soil report must be received 14 days after it has been ordered.
Draftsperson Role
The role of Draftsperson – All key drafting roles is different to other roles available. While most roles are "one to one", meaning there is one allocation for that role per job, Draftsperson – All key drafting roles include a job if the selected staff member is allocated to any of the primary types of drafting on your jobs.
As this option considers more than one allocation on the job it may require you to create a different type of workflow test.
Firstly, if the same drafting staff member completes all types of drafting for a given job, there are no changes needed, and standard workflow tests will operate the same under this role as any other existing role.
If however different staff complete different types of drafting on a given job, specific drafting-type tests should be created that include each staff member as criteria.
Setting Test Field 3 to require a specific Draftperson will target the specific job-tasks they’re responsible for, and will prevent them seeing results that are related to jobs they have/will work on, but are tasks assigned to other drafts people.
Allocating Work Flow Analysis Tests
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- Click Edit on the user to be allocated a work flow analysis test. The General tab of the User dialog will be displayed.
- Select the Region/Division tab.
- From the toolbar, click . The User Region/Division dialog will be displayed.
- Ensure the following fields are entered:
- Work Flow Analysis Group
- Major Stage
- Minor Stage
- Staff Role
- Staff Member
- Results To Include:
- All Tests: Returns jobs that meet the entered criteria.
- All Completed Tests: Returns jobs that meet the entered criteria and for which there is an end date and (should have) a start date.
- All Incomplete Tests: Returns jobs that meet the entered criteria and for which there is a start date, but no end date. Also includes jobs with stages that are overdue.
- Incomplete Tests Overdue: Returns jobs that meet the entered criteria and for which there is a start date but no end date, and duration of the stage has exceeded the allowance allocated for that minor stage.
- All Future Tests: Returns jobs that meet the entered criteria and for which there are no dates yet entered.
- Tests To Perform
- Work Flow Analysis Group
- Click OK.
Draftsperson Role
The role of Draftsperson – All key drafting roles is different to other roles available. While most roles are "one to one", meaning there is one allocation for that role per job, Draftsperson – All key drafting roles include a job if the selected staff member is allocated to any of the primary types of drafting on your jobs.
As this option considers more than one allocation on the job it may require you to create a different type of workflow test.
Firstly, if the same drafting staff member completes all types of drafting for a given job, there are no changes needed, and standard workflow tests will operate the same under this role as any other existing role.
If however different staff complete different types of drafting on a given job, specific drafting-type tests should be created that include each staff member as criteria.
For example:
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List of Work Flow Analysis Test Deployed with Framework (see attached Framework Work Flow Tests - Standard Tests.pdf).