Work Flow Analysis - Best Practice

Work flow analysis is a feature of Framework ECM that is used to analyse and manage activities within the work flow. Work flow analysis tests measure the elapsed time between two activities and compares that time with the time allocated in the test. These tests are allocated to staff members and can be run manually or automatically. Staff members can only perform tests that have been allocated to them.

Benefits Of Work Flow Analysis

Work flow analysis enables staff to determine the relative strengths and weaknesses of the work flow and to manage jobs more efficiently. Work flow analysis can identify jobs that are not progressing through the work flow and why. These tests can also identify suppliers that are not performing as expected.

Using work flow analysis tests ensure that company processes are streamlined, resulting in quick turnaround times from initial deposit to settlement.

What To Do

Requirements

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.

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.

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.

Once the decision has been made on which tests are required and what the durations should be, the next consideration is to decide which tests will be allocated to staff members. A test can be allocated to a staff member that is required to enter the dates (i.e., sales estimator) or to an area manager (i.e., estimation manager). However, a test can also be allocated to a person coordinating the work flow (i.e., administrator) to ensure that the work is being completed in a timely fashion.

Implementation

Once the requirements have been decided and the planning has been completed, it is recommended that the implementation of work flow analysis tests be undertaken by the Framework system administrator. There is significant set up in the creation of the tests, together with allocation and user setup.

Work flow analysis tests are created and managed in the Administration module of Framework ECM, on the Work Flow Analysis Test screen, and should be set up as follows:

Creation Of Tests

The standard tests already available in Framework ECM can be modified with company specific durations and/or work flow activities or, alternatively, tests can be created from scratch.

Region/Division

Once tests have been created, they are then added to the relevant region/division. Tests can be created for a specific region/division or for all region/divisions.

Staff Member Allocation

Once tests are added to the relevant region/division, they are then allocated to the relevant staff members.

Work Flow Analysis User Setup

Once tests have been created and allocated to the required staff member, the staff member is then required to be configured for work flow analysis.

Tests are allocated to users on the Security > User screen.

Work Flow Analysis Preferences

The following security preferences must be updated for staff to successfully implement work flow analysis tests.

Once completed, staff will be ready to run the work flow analysis tests. Prior to work flow analysis commencing, it is recommended that the Framework system administrator conduct training sessions with users on running and managing work flow analysis tests.

Performing Work Flow Analysis Tests

Once staff have been trained on work flow analysis, tests should be configured to run daily for staff. Ideally, preference -10020 (Run Once Per Day) should be set for all users so the tests will automatically run when a user logs in to the system. The work flow analysis test results appear on the Work Flow Analysis screen. Users will not be able to commence any other work until these tests have been run. The tests will remain on the Work Flow Analysis screen until the users clear them.

Work flow analysis test results provide staff with a to-do list of work for the day. The list of tests can be managed from the Work Flow Analysis screen or they can be printed, depending on user preference. Missing dates can be followed up with the required suppliers and/or staff and entered against jobs. Alternatively, if there is a valid reason for a missing date, a comment can be entered against the job. Removing jobs from the list will only remove them for the current day. This is useful as tasks can be struck off the list as they are being addressed, periodically reducing the amount of tasks in the to-do list for the day. Ideally, the Work Flow Analysis screen should be empty for each staff member at the end of each day.

Ongoing Management

To ensure the maximum benefit of work flow analysis, tests should periodically be reviewed for all work flow stages. Individual tests should be reviewed for their relevance in terms of durations and dependencies. Current tests may become redundant over time and new tests may be required.

Framework system administrators should include the allocation and setup of work flow tests as part of their checklist for any staff changes (new staff, redundant staff, staff role changes).

Creating Work Flow Tests

Work flow analysis tests are created on the Work Flow Analysis screen. This screen is split into four lists:

• Work Flow Analysis Tests: Displays all existing Framework ECM tests.
• Region/Division Tests: Displays all the tests allocated to the currently logged in region/division.
• Staff: Displays a list of all staff members.
• Staff Analysis Tests: Displays a list of tests allocated to the selected staff member.

Creating A Work Flow Analysis Test

1. Select the Work Flow Analysis Tests list. A shadow will appear around the list to indicate it is selected.
2. Click New. The Work Flow Analysis Test dialog will be displayed.
3. Enter the details.
4. Click OK. The dialog will close and a new work flow analysis test will be created.

Example Work Flow Analysis Test

• 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

To allocate a work flow analysis test to a staff member, it must first be allocated to a region/division. A test can be allocated to a single region/division or all region/divisions.

1. Select the Region/Division Tests list. A shadow will appear around the list to indicate it is selected.
2. Click New. The Region/Division Work Flow Analysis Test dialog.
3. Make a selection for the following fields: 
   • Region/Division
   • Work Flow Test
4. Enter values for the following fields: 
   • Allowance
   • Order
5. From the Staff list, select a staff member.
6. Click Allocate. The work flow analysis test will be allocated to a staff member.

Configuring A Work Flow Analysis Test For A Staff Member

Once the work flow analysis tests have been created and allocated to the required staff member, configuration for work flow analysis is required for the user.

On the User screen in the Security module: 

1. Click Edit on the user to be allocated a work flow analysis test. The General tab of the User dialog will be displayed.
2. Select the Region/Division tab.
3. From the toolbar, click . The User Region/Division dialog will be displayed.
4. 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
5. Click OK.

List of Work Flow Analysis Test Deployed with Framework (see attached Framework Work Flow Tests - Standard Tests.pdf).