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2PRIVATE/PROPRIETARY/CONFIDENTIAL
Topics of Discussion
• Project Description
• Business Objectives
• Understood Scope
• Current Environment
• Proposed Environment
• Project Timeline
• Solution Components
• Testing & Acceptance
• Appendix
3PRIVATE/PROPRIETARY/CONFIDENTIAL
Project Description
The Outlook Workflow is an initiative to automate the IRB signature process using Outlook Workflow tools to improve business processes and serve as a model for automating other manual paper-driven processes.
4PRIVATE/PROPRIETARY/CONFIDENTIAL
Business Objectives
ICS Marketing has stated the following business objectives:
• Implement an email based workflow tool to mechanize the IRB signature process
– To reduce delays in the approval signature process
– To be able to track the status of a document in progress
– To have an audit trail
5PRIVATE/PROPRIETARY/CONFIDENTIAL
Documents
(Initial)
Understood Scope
Work Brief
Project Stage Gate
Microsoft Outlook
ICS Sales
ICS Marketing
ICS Finance
Core
Organizations
Core
Systems
In Scope
High-level Scope Summary
6PRIVATE/PROPRIETARY/CONFIDENTIAL
Current Environment
In the current process, a file folder containing the Work Brief and the Project Stage Gate documents is manually carried from desk to desk. This can cause significant delays. Also, there is a risk that the package can become misplaced or permanently lost.
Director Approval
IRB Submittal
VP Approval
Finance Approval
IRB Final Approval
7PRIVATE/PROPRIETARY/CONFIDENTIAL
Director Approval
IRB Submittal
Outlook
Proposed Environment
VP Approval
1 2 43
Finance Approval
In the proposed workflow the document is electronically submitted and automatically routed via email to the next approver.
5
IRB Final Approval
8PRIVATE/PROPRIETARY/CONFIDENTIAL
Project Timeline
Weeks 0 1 2 3 4 5 6
Go Live
Communications/Training & Project Closeout Activities
Project Initiation
Planning & AnalysisPrototype
Design & Cons. Testing
Pilot
1/31/04 2/13/0412/08/0312/01/0311/26/03 2/6/04 2/27/04
Current
9PRIVATE/PROPRIETARY/CONFIDENTIAL
Solution Components
• Microsoft Outlook Forms Application• Approval Forms• History Forms• User Instructions
solution includes the following components…
10PRIVATE/PROPRIETARY/CONFIDENTIAL
Testing & Acceptance
• Testing– Provide instruction to the participants in the Workflow process
• Jay Angelucci• Greg Harris• Jennifer Thomas• Cassandra Jackson • Richard Tingle
– A tester will initiate a Workflow document by properly completing it online and submitting for approval
– The approvers will verify that they have received notice via email, open and approve the document
– Will perform functionality testing to ensure that status and history are updated
– Will analyze the end-to-end test to determine success