Our applied workflow methodology

What is a workflow portal/groupware system? - First of all a workflow is a routine or a process in an enterprise, that is supervised, steered and supported by a software system. The goal of such a system is to improve processes in their flow and structure in order to be able to produce deliverables faster and more economically, to improve quality, to be able to react more flexibly to changes or simply to be better informed.

 

The SuperSoft workflow analysis approach is unique in so far as to the steps employed that map not only simple service processes, but also complex and dynamic production processes, all completely web based.  Our web workflow analysis process is a term derived from classical, function-based software systems that translates to Production Planning and Control. Thus the system not only supports individual functions, like employee management, order and inventory management, planning or machine control, it integrates all these functions into a coherent financial process - from the beginning to the end.

 

The systems we develop can handle users of multiple clients, is multilingual and provides exchangeable skins. The 3-tier architecture is based on a web, application and database server. Dependent on the underlying hardware our systems are scaleable from a cost-effective single workstation up to thousands of users on distributed servers. Through load balancing and clustering the availability of the systems can be enhanced even more. Besides the applying of modular structures the basic database engine, which is inherently flexible, the system can additionally be customized to individual needs through different levels.

 

In the following we briefly outline and clarify some current topics that have contributed to the rise of workflow type systems.

 

While conventional software only covers individual functions, like for instance, production planning and control or financial accounting, the focus now has shifted to the interaction of these functions with people and then within a process.

 

This holistic view has enormous advantages if individual functions (e.g. development, procurement, production, sales, dispatch, accounting) no longer work independently, but as a whole processes. Those activities that essentially belong together are seamlessly integrated. While drafting the workflows, the goals of the individual functions are no longer considered separately, but with respect to their impact on achieving the overall business goals.

 

In the last hundred years or so physical labour has changed tremendously in most industries like manufacturing or agriculture. Through massive deployment of technology and in particular machine automation, work was rationalised substantially.

 

In the service industries and in knowledge-based production (e.g. the media or software industry), there was however no corresponding boost to productivity. The potential for productivity gains in these industries and departments lies not in automation itself, but to large extent in the efficient organisation of the work itself. The goal is to make the most of the expensive and creative human potential by freeing it from trivial work like information acquisition and distribution, data punching, archiving or writing reports etc.

 

Today the Internet facilitates the automated exchange of information between, and thus the consolidation of, departmental and enterprise-wide production chains. While previously even a single customer order resulted in numerous labour-intensive inquiries, sub-orders, confirmation faxes and delivery notes, the response nowadays is co-ordinated automatically in real time.

 

In the recent past the demands on enterprises have increased fiercely. Today changing consumer behaviour demands almost instant reaction and response. It is no longer adequate to rely on quarterly results to take informed decisions. Real time information and effective control mechanisms based on these figures are crucial to survive in today's business environment.

 

 

More and more enterprises offer very differentiated product mixes. You can configure your car in many of different variations. This holds true for other sectors as well, because products and services will become ever more individualised and personalised. Yet this increasing complexity in production and administration must remain manageable and clear.

 

Many enterprises must adapt to ever changing norms and quality management requirements (laws, ISO 9000, EPM etc.). In order for these methods and standards not to thwart productivity growth, but rather to generate genuine value, an integrating instance is required that does not permit differences between everyday business activities and quality requirements. A well-defined workflow portal/groupware management system can connect these two worlds smoothly.

 

So there is a whole range of insights that have led to the proliferation of terms like Customer Relationship Management (CRM), Supply Chain Management (SCM) and Enterprise Content Management (ECM) etc.

One word however is common to all these concepts and lies at the heart of the matter: workflow. Workflow portal/groupware management systems describe and generally optimise processes; completely independent of whether those processes involve supplier or customer relationships or any other form of the data processing.

 

Modern workflow management supports, automates and rationalises operational sequences and processes. It raises data in real time, visualises it and allow for new insights that make optimal control possible.

 

At a managerial level, the fundamental function of real-time monitoring is now made possible whilst the overall processes, with its goals and current states, is understood intuitively by co-workers or sub-ordinates. Even customers can be included in this information process with the help of their own login at any time.

 

Changes in the workflow definitions can be implemented easily and quickly, without elaborate briefings of co-workers and renewed definition of forms or interfaces.

 

Standardisation

 

The standardisation of processes, process times and documents brings continuity into the production process and is therefore an important tool for quality assurance and planning.

 

By bringing down process and communication costs, cumbersome arrangements, enquiries, forms, faxes, mails etc. can be avoided, because the system controls the important information flows automatically. Work becomes less stress-prone and communication can be reduced to the essence - or sometimes even to insignificant matters.

 

 

Effective controlling of quality management by workflows avoids errors during the production process or pro-actively points these out in time.

 

 

Smooth interlinking of work procedures and their coordination by the system reduces lag, stunted run and production times, which benefits the enterprise as well its customer directly.

 

 

By supporting the entire value chain creation process, every piece of relevant information can be archived automatically and be evaluated for standardised or individual reports.