Today, the business environment is only partially benefiting from computerization. Many enterprises maintain their data in some electronic format, however, too often the business processes involved in generating, reviewing, routing, modifying, and actually using that data are still controlled by manual, paper-based constructs. ES3 can implement electronic Workflow Management Systems, which adhere to the business rules, policies, and regulations of your company with a completely computer-enabled system. The benefits of such systems can be enormous.
The preferred core products for ES3’s workflow management systems are:
- InConcert for the control of processes and data flow,
- Oracle for the relational database management system.
Our approach, integrates these two commercial off-the-shelf (COTS) products with
- other COTS products,
- ES3 software products,
- the legacy systems of the specific enterprise.
The cornerstone to our approach is the customization of our already existing applications software which enables ES3 to significantly reduce the time and cost of deployment. ES3 does not start at the beginning by writing code to deliver the specific functionality you need. We have an assembled and integrated suite of COTS and ES3 software from which we begin the effort of customization to meet your specific workflow needs. In this way, ES3 can offer complete workflow management systems at a very competitive price, very low risk, and rapid time to deployment.
There are two major weaknesses of today’s workflow management tools — rework and attachment of ad hoc documents. Nearly all workflow management systems have problems with these two very real world requirements. The ES3 workflow management suite has solved these industry problems. ES3 systems enable any number of steps to be reworked at any point in the workflow process. ES3 systems enable the ad hoc attachment of new documents midstream at any point and by any user in the workflow process.
The Hill AFB buyer initiates the Form 196 and attaches any appropriate documents.
ES3 system capabilities are best understood through an example of one of our client’s workflow management systems. ES3 is under contract with the US Air Force at Hill AFB for the continued development, system maintenance, and user support of the electronic Air Force Form 196 Workflow System.
When the Air Force goes to procure replacement parts for their aircraft, they typically receive several questions from potential bidders prior to the close of bids. These questions can range from simple clarification of tolerance data on a smeared drawing package to complex engineering requests for substitution of material processing steps, qualification tests or other issues that may concern the form, fit, or function of the replacement part. Government policies and regulations require that the bidder’s question be documented, routed through the appropriate data technician or authorized weapon system engineer for disposition, approved by the appropriate management levels, and finally documented so that all perspective bidders have the question, answer, and justification for the answer returned in a timely manner and before the close of bid. The bid process and eventually the procurement of the spare parts can be delayed if the Form 196 workflow is not completed properly and in a timely manner.
This workflow example is quite typical of the workflow requirements of many business and government enterprises. It requires:
- Accessing of data from a multitude of sources, both modern systems and old legacy systems,
- Imposing that only the appropriate engineers, technicians, and managers have access to view, modify, and/or approve the data for which they are authorized,
- Securing that data is never corrupted or accessible to unauthorized individuals for what is often flight safety critical components, and
- Requiring the two weakness of today’s workflow management tools—rework and ad hoc document attachments.
A buyer at Hill AFB initiates the 196 workflow process often by scanning in correspondence (letters from vendors) or attaching other formats such as fax images. All buyers at Hill AFB are provided with small Paperport scanners to enable use of the 196 workflow without leaving their PC workstation. This is an excellent example of how a low cost COTS product (~$200) can be successfully integrated into a workflow management system to enable a very user-friendly solution to attaching documents. The scanned images (or other electronic documents) are attached to the electronic AF Form 196, which ensures routing to the appropriate weapon systems engineer, screener, managers, etc.
The 196 workflow system gives each user a checklist of their required actions and provides one click access to all needed documents such as the Form 196, the appropriate Master Folder, and any attachments added by the buyer.
The Form 196 shown to the responder enables entry of those fields to be completed.
The 196 Workflow will launch the MFRS to the appropriate Master Folder.
The scanned attachment is easliy launched.
Because the attachment is saved as an image and as an OCR text file, the MFRS can be searched for by information contained in the original scanned attachment.
The 196 workflow system notifies users of new tasks by sending e-mail messages of 196 actions which are awaiting their attention. More urgent e-mail notifications are sent to users as well as buyers and managers when actions are delinquent.
Since implementing the Form 196 Workflow System, Hill AFB has reduced the time for Form 196 completion, provided consistency in processing the Form 196’s, and ensured that the completed Form 196 results in the appropriate modification of the permanent technical data record for the affected parts.
Buyers can track the status of active 196 processes using familiar Excel spreadsheets to view status of all pending Form 196 actions, with delinquent tasks shown in red.
Supervisors readily access status of employees workload enabling distribution of tasks as appropriate.
Performace status is easily captured and reported by group or individual.
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