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MODERN OFFICE ENVIRONMENT

MODERN OFFICE ENVIRONMENT. Session 4 12:15 - 12:45 Dr Deepak B Phatak, IIT Bombay. SESSION OVERVIEW. Modern Tools Integrated Office Environment Work Flow Management. MODERN TOOLS. CONVENTIONAL TOOLS Word Processors Spread Sheets Simple Data Managers More Advanced Facilities

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MODERN OFFICE ENVIRONMENT

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  1. MODERN OFFICE ENVIRONMENT Session 4 12:15 - 12:45 Dr Deepak B Phatak, IIT Bombay

  2. SESSION OVERVIEW • Modern Tools • Integrated Office Environment • Work Flow Management Modern Office Environment

  3. MODERN TOOLS • CONVENTIONAL TOOLS • Word Processors • Spread Sheets • Simple Data Managers • More Advanced Facilities • E-mail, Bulletin Boards Modern Office Environment

  4. INTEGRATED OFFICE ENVIRONMENT • Multiple Sessions In Different Windows • Single Environment • No Multiple log-ins • Browser Front-end Modern Office Environment

  5. INTEGRATED OFFICE ENVIRONMENT • Cut And Paste Information Across Applications • Automatic Info Movement • E-Mail to Data Base to Graphics • Multi Media Capability • Project Management • Office 2000 Modern Office Environment

  6. WORKFLOW MANAGEMENT • Coordinating • Multiple Activities / Programs • Many People • Examples • Application Processing For Credit Cards, Loans • Course Registration By Students Modern Office Environment

  7. CHARACTERISTICS OF WORKFLOWS • Humans And Computers Are Involved • Integrated Office Environment Desirable • Code And Document Repositories • Can Be distributed Modern Office Environment

  8. CREDIT CARD APPLICATION • Step 1: Receive Application • Decision Point [DP] Is The Information Sufficient? • Yes, Go To Step 2 • No, Receive More Information Modern Office Environment

  9. CREDIT CARD APPLICATION • Step 2: Get Information From • Credit Reporting Agency • Applicant’s Bank • Applicant’s Employer • [DP] Is Information Satisfactory? • Yes, Ship Card • No, Reject Application Modern Office Environment

  10. BENEFITS OF WORKFLOW • Increasing Quality of Service • Automated Routing, Work Division • Improved Productivity • Better Throughput • Elimination of Delays Modern Office Environment

  11. BENEFITS OF WORKFLOW • Better Cost-Effectiveness • Efficient Resource Utilisation • Reducing Vulnerability • Better Monitoring and Investigating capabilities • Minimise Chances of Errors Modern Office Environment

  12. PROBLEMS IN WORKFLOW MANAGEMENT • Each Person Must Understand • Individual Tasks • Their Invocation Sequence • Program Used By Each Task • Inputs To Each Such Program • None Of These (Usually) Well Documented Modern Office Environment

  13. PROBLEMS IN WORKFLOW MANAGEMENT • Islands Of Automation • Goal: The Responsible Person Or System MUST Have the relevant Jobs And Pertinent Data At The Right Time Modern Office Environment

  14. WORKFLOW STEPS • Define Jobs, Roles, Participants • Specify Workflow Structures • Verify Model Definition • Navigate, Ensure Work Distribution • Control And Monitor Flow of Work • Post Mortem Analysis And Correction Modern Office Environment

  15. WORKFLOW TERMS • Workflow Model • Specification Of Activities • Connections Between Activities • Necessary Conditions • Activity • A Component Of The Workflow Which Is triggered By The Occurrence Of Events / Conditions Modern Office Environment

  16. WORKFLOW TERMS • Role • Helps Assign Responsibilities • Depends On Capabilities • Worklist • List Of Tasks To Be Done At Run Time As A Part Of An Activity • All These Maintained In A Workflow Database Modern Office Environment

  17. WORKFLOW MANAGEMENT • Coordination / Scheduling of Workflow Activities • Includes Failure Handling • Action Scheduling • with finite-state automation • event-condition-action (ECA) interpreters Modern Office Environment

  18. ECA INTERPRETER • When an automated activity is eligible for execution, WFMS starts the activity immediately • A human activity is added to the work list of the role responsible for that activity to be selected later by the role player Modern Office Environment

  19. ECA INTERPRETER • An application agent - workflow client - supervises the actual execution of an activity Modern Office Environment

  20. MODELING SUPPORT IN TRADITIONAL WFMSs • Workflow level details • WF, inputs, etc. • Step level details • Node, program, inputs, outputs • Data flow between steps • Control flow between steps • Staff definition and organizational hierarchy Modern Office Environment

  21. DATABASES IN WORKFLOW • Data Bases That hold Application And Enterprise Data • Data Base that Holds the State Of The WorkFlows • Hidden From Workflow Application • Both These Data Bases Can Be Centralised Or Distributed Modern Office Environment

  22. WFMS ARCHITECTURE HUMAN WF DEFINITION TOOL WORKFLOW DATABASE INTERACTION AGENT WF ADMIN & MONITORING TOOL WF ENGINE (SCHEDULER) APPLICATION AGENT APPLICATION PPROGRAM Modern Office Environment

  23. WORKFLOW PRODUCTS Notes (LOTUS) Link Works (DEC) ProcessIT (AT&T) InConcert (XEROX) WorkManager (HP) FlowMark (IBM) Exchange (Microsoft) Modern Office Environment

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