Business Process Management with

1. Business Process Management with João SilvaCERN Spring Campus 2014 University of Oviedo, Spain

2. Agenda • What is BPM? • BPMN • BPM at CERN • Activiti • Demo

3. Agenda • What is BPM? • BPMN • BPM at CERN • Activiti • Demo

4. What is a business process • Sequence of activities performed by one or more business participants in order to deliver value to the business • Can be represented as a workflow

5. Business Process Management • BPM is a means to study, identify, change, and monitor business processes • BPM is not about technology • BPM is not about creating diagrams • BPM is about improving business

6. Pin (chincheta) factory • Adam Smith’s pin factory buesiness process from the Wealth of Nations (1776)

7. Business Process Management • Management discipline • Software engineering

8. BPM as a Management Discipline • Analysing your business processes • Documenting your business processes • Optimising your business processes • Make the organization more efficient • The focus is on business processes

9. What do you need for BPMAAMD • Tools • Whiteboard • Word • Excel • Napkins! • Process modeling • BPMN

10. BPM as a Software Engineering Discipline • Tools to draw execution flows • Decorate diagrams with technical details • Run processes on a Business Process Management System

11. What do you need for BPMASE • Runtime engine (e.g. Activiti) • Executable process as input • Coordinates executions • Keeps track of state • State machine

12. Agenda • What is BPM? • BPMN • BPM at CERN • Activiti • Demo

13. What is BPMN • Business Process Model and Notation • Graphical representation of a business process • Current version is 2.0.2 (January 2014)

14. Why BPMN • Standardized • ISO standard in process modeling • Interchangeable • Capable of being interchanged between IT solutions (no vendor lock-in) • Executable • Automation improves process efficiency and consistency

15. Why BPMN (continuation) • Human-oriented • Contrast with BPEL, which is machine-oriented • Bridge for the gap between process design and process implementation

16. BPMN Example • Vacation Request Process

17. BPMN 2.0 Constructs • A set of elements plus rules used for representing a business process model • Events • Sequence flow • Gateways • Tasks • Sub-processes and activities • Transactions

18. Events • Model something that happens during the lifetime of a process • Visualized as a circle • Examples Start Event Timer Event End Event Error Event

19. Sequence flow • Connector between two elements of a process • Visualized as an arrow Default flow Sequence flow Conditional flow

20. Gateways • Control the flow of execution (if, else) • Visualized as a diamond shape, with an icon inside (gateway type) X O + Parallel Inclusive Exclusive

21. Exclusive Gateway (XOR) • Model a decision in the process • Follows a single outbound path

22. Parallel Gateway • Model concurrency in a process • Follows multiple outbound path

23. Inclusive Gateway • Combines the exclusive and parallel gateway

24. Tasks • Action that occurs in a process • Send an e-mail • Call a Java Web Service • Request work to be done by a human • Visualized as a rounded rectangle User Task Service Task Script Task Loop Task

25. Sub-processes • Activity that contains other activities • Allow hierarchical modeling • Creates a new scope for events

26. Agenda • What is BPM? • BPMN • BPM at CERN • Activiti • Demo

27. EDH Electronic Document Handling @ CERN

28. The Need for EDH • Over 100 official procedures • Used by all CERN personnel • Over 250000 documents per year • Examples: • Purchase orders • Training Request • Holiday Request

29. Paper Purchase Order

30. Almost any Procedure

31. e-business Annual Appraisal (MAPS) Automatic Small Order (< 500CHF) Contract Request End of probation period authorization End-of contract authorization Export Formalities request External Training Request Fire Permit Illness declaration Import Formalities declaration Inter-departmental funds transfer Internal Purchase Requisition Invoice authorization Leave Request Official Travel Claim Official Trip On-site Training RequestOpening of Post Request Overtime request Part-time working schedule request Payment to Third Party Pro-forma invoice request Request for an Advance Request to Access Computer Centre Request to Access Restricted Areas Request to Drive CERN vehicle Request to Enable/Disable Alarm Request to Import merchandise (EU or Switzerland) Request to Perform Maintenance Work Request to Purchase from Stores Request to transit the French/Swiss Tunnel Request to use Forklift Truck/Tractor/Crane School fees ReimbursementSkills Inventory Subsistence Claim Sundry Expenses Claim Telephone Subscription Request Temporary Labour request Travel To Home Station “CERN’s EDH enables staff to focus on CORE activities by minimizing the overhead of business processes”

32. Workflow in Action

33. Workflow in Action

34. Workflow in Action

35. Workflow in Action ********

36. Workflow in Action  AlreadyApproved 

37. Workflow in Action XML Order

38. Workflow in Action

39. Signature Event Signature event is a task for interacting with people, who are asked to approve or reject an electronic document  BPEL4People: “WS-HumanTask”(definition of human tasks and notifications) 

40. Typical signature functions • Find who can sign • Assign signature to a person • Notify chosen person • Interact with signature processing service • Choose another person in case of absence / inactivity • Skip signature if person already signed • Handle forward / postpone • Return a result

41. Signature Targets • Specific person • - John Doe • Group of people • - leave-admins • Role/Right • - Department Head

42. Signature Roles • Could be hierarchical (e.g. Group Leader) or nominated (e.g. Safety Officer) • Have target(s) • DepartmentHead(IT) • SafetyOfficer(NICA) • CollaborationLeader(CMS, JINR) • Valid during a period of time • Have a priority

43. Rights Hierarchy • At CERN, one role can give many rights… • Group leaders are responsible for signing financial documents, signing leave requests of people they supervise, signing personnel action forms etc… • To reduce their workload managers may delegate part of their rights to other persons • For example, a group leader may want that purchase requests were signed by his deputy • A hierarchy of rights is needed to support such partial delegation of rights • May not be a problem for smaller organizations

44. Signature: Rights hierarchy Role(Group Leader) Personnelrights Financialrights Right to signleave requests Right to signovertime claims Right to signofficial travels Right to signpurchase requests

45. Rights Management by EDH Roles held by Derek MATHIESON (GS-AIS-EB) Priority Holder Type Target Validity date(s) 0 Derek MATHIESON (AS-IDS) SL GS-AIS-EB 01.01.2009 Profiles held by Derek MATHIESON (GS-AIS-EB) Priority Holder Type Target Validity date(s) 4500 Derek MATHIESON (GS-AIS-EB) LFC(SL) 71101 01.01.2009 700 Derek MATHIESON (GS-AIS-EB) SLSADMIN(SL) GS-AIS-EB 01.01.2009 4500 Derek MATHIESON (GS-AIS-EB) SHIPS(SL) GS-AIS-EB

46. Signature Replacements Who can sign if the main responsible is away or does not respond? • Same role, lower priority • Deputy • Supervisor • Nobody: • Assign back to the first person • Stop workflow, notify responsible persons • Skip signature (in certain cases)

47. Signature Time-out Time-out is a maximum delaywhich a document can waituntil escalating the signature At CERN: Typically 3 days, but could be shorter or longer depending on the nature of the document • Sometimes time-out is not applicable (examples: requestor’s signature, DG’s signature, ...)

48. Agenda • What is BPM? • BPMN • BPM at CERN • Activiti • Demo

49. Activiti • BPMN 2.0 Workflow Engine • BPM for Business and IT people • Written in Java (just a “jar” file) • Transaction support • Spring integration • Open source

50. Desktop Modeler (Eclipse)