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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
2© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID
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
3© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID
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
4© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID
Life Before Where’s My Workflow
5© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID
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.
6© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID
System Features
7© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID
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.
8© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID
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.
9© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID
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.
10© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID
Where’s my Workflow Interface in SSB
11© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID
Workflow Status
12© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID
Workflow Detail
13© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID
Development Environment
14© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID
Development Environment
• Each application maintains a transaction tracking table
• Trigger a Workflow event
• Must join parent transaction row to workflow event through unique key.
15© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID
System Components
16© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID
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.
17© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID
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
18© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID
System Components
• Functions
• Return workflow ID for event and unique transaction key.
• Return array of context variables and values.
19© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID
System Components
Calling Where’s My Workflow
• Create WebTailor Menu item.
• du_bwgkwmwf.P_ShowWFItem?p_wfevent=<Workflow.Event.Name>
20© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID
System Components
21© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID
System Components
Workflow Tables
• Workflow.event
• Workflow.eng_workflow
• Workflow.eng_workitem
• Workflow.eng_workflow_alert
• Workflow.eng_properties_value
• Workflow.wfuser & Workflow.role
22© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID
Future Considerations
23© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID
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.
24© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID
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
25© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID
Questions & Answers
26© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID
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
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