UNIVERSITY OF IOWAELECTRONIC WORKFLOW

Common Solutions Group | September 12, 2014Steve FleagleAssociate VP & CIO

The Team: This is Their Work!

Ed Hill – co-leader, back-end architect Mike Kaplan – co-leader, front-end architect Sam Schrup – user interface design Ransom Briggs – workflow engine development Ben Kazemi – workflow engine development

UI Workflow

Powered Employee Self-Service Portal since Dec. 2002

Supports online forms from HR, AP/Travel, Purchasing, VP for Research, Facilities, Fleet Services, Accounting Services, Business Services

Routes forms from initiator to sublevel/supervisor, dept., org., central offices

MAUI Workflow

In production since Aug. 2008 Supports online forms from

Admissions, Billing, and Registrar’s Office

Supports wide variety of business processes, routes forms and information to various academic offices

Background: 2 Separate Workflow Systems

Goals of New System

Combine Finance/HR workflow with student system workflow

Platform neutral, functionality exposed via web services

Ability to support any institutional process Services for all aspects of workflow

Form management, routing, communication, security, roles, etc.

Build a suite of workflow tools to define forms, approvals, & business processes Portal Form builder tool Workflow group/approver rights

management

Electronic Workflow Architecture

Workflow PortalInboxToolsForms

Employee Self-Service

Complex FormsForm Input

Customizations

Student Information System

Complex FormsForm Input

Customizations

Workflow EngineEntities

Roles & GroupsRoutesForms

TemplatesBusiness Logic

Web Services

Use

r In

terf

ace

Use

r In

terf

ace

Electronic ProcurementHuman Resources

General Ledger

Travel/pCardBusiness Services

Pre-Award Proposals

Current Capabilities

(Jobs@UIowa)

Equal Opportunity and DiversityMerit Dept. Competitive PromotionMerit Position RequisitionP & S/Faculty/Recruitment PlanPostdoctoral RequisitionPostdoctoral Request to HireResearch Intern RequisitionResearch Intern Request to Hire(Miscellaneous)CLAS Faculty ReviewsComp & Class RedesignEmployee Time RecordePersonnel Document UploadLearn/Dev Tuition Assistance AppRequest Vacation DonationRetirement

AP-POE-VoucherTravel RequestTravel Expense

Business Services

UI Surplus RequestPrinting Department Order ApprovalGas Cylinder Order FormParking Forms

Finance & Operations

Decision Support Request

Human Resources

(HR Transactions)Adjunct SupportAppointment Change of StatusLeave Of AbsencePositionPrior Special CompensationSpecial CompensationSummer SupportTerminationTransfer

Fleet Services

Fleet Services Requisition

Purchasing

Requester AdminPurchase Requisition

Research Information SystemsVPR Internal Funding InitiativeDSP Non-Monetary Routing FormAdvance MFKDSP Proposal Routing Form

Treasurer’s Office

Merchant Account Form

UI Health CarePA/ARNP Privileging Process

Student Information SystemRecord Merges Online Application ProcessingGrade Postings and ChangesCourse Offerings and FeesResidency ReviewDepartmental Scholarship

Human Subjects Office

Institutional Review Board

Facilities ManagementFacilities Management Requisitions

Accounting Services

Cash Handling

FY03FY04FY05FY06FY07FY08FY09FY10FY11FY12FY13FY140

100,000

200,000

300,000

400,000

500,000

600,000

700,000

800,000

900,000

HRFinanceStudentOther

Transaction Counts

Workflow Inbox

Keys to Project Success Governance & executive-level support

Campus discussion & engagement

Frequent communication with stakeholders

Co-leaders with complimentary skills & focus

Good working relationship between development groups Separation of front-end user interface & back-end workflow engine

development

Clear goals/roles for each effort

Next Steps

Complete form builder application Assist other application owners in taking

advantage of new features Continue to roll out new forms/applications Migrate existing workflow processes to

new system

Lessons Learned

Unified inbox was greatly appreciated by campus

Develop a simple system that accommodates a range of users

Flexible definitions of roles and routes Difference between administrative

and academic workflows Orgs and Depts have flexibility to do

their own internal routing Incremental development and phased

releases Developed and demonstrated

WYSIWYG form builder tool first but then decided not to deploy until later phases