Customize a Workflow

Description

This function is part of Customizable Workflow and is used to customize a workflow for a function.

This function is to allow District to customize the workflows associated with Work Order and Estimate approval by adding, re-ordering and removing pre-defined review steps. The pre-defined review steps will be established by BOCM. These steps may contain mandatory steps which will not be allowed to be removed or re-ordered by the District.
A secondary objective is to facilitate delegation of tasks down the chain of command. For example, currently DE approval is the only step in estimate approval; however, in most Districts this task has been delegated to the ACE assigned to the project.

There is a set of default work flows that were initially established from the current workflow. Within each Workflow District table, District '00' contains the default review steps for a specific workflow. These default steps are applicable to ALL districts during the initial implementation. These default workflows are used by the system in determining the next review step when the workflow has not been customized for the District or the Project.

Note:Changes to the default workflow 'Minimum Number of Steps' and 'Mandatory Steps' fields will reset the customized workflow for ALL District and ALL Projects for that workflow.

Each workflow may have a pre-defined set of mandatory review steps and an associated sequence for these minimal steps. These steps and their sequence must be enforced by the system. A Mandatory Indicator column indicates whether the steps must be included in the specific workflow (cannot be removed by individual Districts).

For the Specific workflow in question, each District can modify the default workflow and add review steps by selecting from a pre-defined list of possible review steps. The users are also able to re-order and remove review steps from a workflow provided the minimal steps for the workflow are included and ordered correctly.

The customizable workflow for a specific District can be created and edited by authorized District office staff.
The workflow for Work Orders may vary by Category, Change Type and Major/Minor Indicator. For Estimates, the workflow may vary by Estimates with certain types of adjustments and all other Estimates.

Each Work Order or Estimate Type will be initially assigned a work flow from the list of default work flows. The District staff may change the default workflow to a customized workflow for all the projects within their district or for just one project in their district.

Any changes or edits to an existing workflow will take place immediately. This has the potential of affecting the steps of an in-process work order or estimate approval. When determining the next review step, the system will check to see if the workflow has been changed since the last review step and if so, return to the first review step.

While approving a Work Order or Estimate, users have access to a link that displays the current workflow for the process in question.

The Workflow Maintenance screen displays the available, selected and mandatory reviewers for the workflow type and description selected.

Step-by-Step Directions

User Action	Result
Navigate to the ECMS website.	The ECMS Welcome page appears displaying the login link and the navigation bar on the left side.
Using the Registered Users Login fields at the top of the navigation bar, enter your user ID and password. Click GO or tap the Enter key.	The ECMS Welcome page appears. Your user name now appears at the top of the navigation bar, and the navigation bar options are tailored to your security group(s).
Select the Administration option on the navigation bar.	The Administration functions available to your user group are displayed.
Select the Workflow Maintenance option beneath Administration on the navigation bar.	The Workflow List screen is displayed.
Select the desired Workflow to customize by clicking the View icon	The Workflow Maintenance screen is displayed.
Click CUSTOMIZE	The Workflow Maintenance screen is displayed in Edit mode.
Enter a brief description	The text you entered appears in the field.
If more reviewers are desired, select the reviewers from the Available Reviewers field by clicking on the usergroup and holding down the Control Key. Click the Right Button by the Selected Reviewers field	All the reviewers selected are moved to the Selected Reviewers field.
If more mandatory reviewers are desiried, select the reviewers from the Selected Reviewers field by clicking on the usergroup and clicking the Right Button by the Mandatory Reviewers field	All the reviewers selected are copied to the Mandatory Reviewers field.
If the usergroup listed are not in the order you desire, you can move them up/down by clicking the Up and Down arrows by the Selected Reviewers field or by the Mandatory Reviewers field (depending on which typ of review you want to rearrange).	The users are moved.
Click SAVE&EXIT	Information saved. The Workflow List screen is displayed.

Created by
Joseph D Howe/PennDOT on 03/16/2005 at 10:51:25 AM