Workflow Management Systems

Software Tips

What is a workflow?

A workflow is a plan of operations. This workflow outlines the operational aspects of the business process by means of structured steps. These steps build on each other. Once a step has been executed, its result determines the subsequent step. The processing of these steps in the workflow can be IT-supported.

What does workflow management mean?

Workflow management includes the administration of all individual workflows as well as their modeling, simulation, control and monitoring. A workflow management system supports this planning, management and monitoring. The system includes tools with which the individual workflows can be created and edited. Here, systems with graphical interfaces and the ability to create even highly complex processes without programming knowledge via an easy-to-use Workflow Designer are advantageous. The system assists in modeling the individual work steps as flow diagrams. Workflow management systems often provide preconfigured workflows that can then be easily adapted.

Advantages and goals of a workflow management system

Workflow management systems (WMS) support the automation of routine company processes. This involves freeing structured tasks and processes from duplicate or superfluous work steps and then automating them efficiently with IT support. The goal of workflow management is to coordinate the process agents or teams. The processors can often be distributed spatially or, in the case of remote work, they can process the individual work steps and monitor the progress of the process from their home offices. The processing of the operations of a well-created workflow takes place smoothly and without errors. The quality of the processes is usually improved by workflow management, the processing times are shortened by automation and the transparency of the process is increased.

How is a workflow mapped digitally?

A workflow management system usually includes a graphical workflow designer and predefined workflow templates. Individual workflows can then be created or predefined workflows can be modified or supplemented using drag & drop. Sub-processes can run simultaneously or independently of each other. Rules are defined that take effect automatically when corresponding entries are made by an agent. The next step is the execution by means of the workflow engine. The workflow engine monitors the compliance with the process steps and starts with the respective following work steps according to the defined rules. In addition, the workflow software includes a monitoring component. Monitoring is used to evaluate and subsequently improve the workflows.

Example of a workflow

A typical example of a workflow is the vacation request. An employee starts the workflow process by going to the Self-Service Portal and clicking on "Request leave". The leave request is then recorded via a form. Once the form has been completed, the request is automatically forwarded to the employee's supervisor. If the request is approved, it is forwarded to the HR department, where it is checked whether the relevant remaining vacation days are still available. If this is the case, the corresponding vacation days are recorded in the personnel department. If the supervisor does not approve the leave, a notification is sent back to the applicant. If there are not enough vacation days left, a message is also sent back to the applicant.

Tips and question suggestions

Tips and question suggestions for evaluating workflow management systems:

• Before making a software decision, conduct a thorough market research of potentially suitable solutions. Our tip: Use our free research service without any obligation. Large parts of the tender are taken over, potential solutions are presented in a structured way and the communication with the providers is documented!
• Is there an easy-to-use workflow designer? Is this designer based on graphical elements and can it be used without code programming?
• Ask if the form editor is drag and drop. You usually need to insert a whole bunch of text fields, calculations, drop-downs, etc. This is much more efficient via drag & drop.
• Ask if real-time data can be displayed and if you can easily link to different databases in the design process.
• Clarify if the editor allows to add another branch with additional tasks to a process if needed.
• Does the system allow publishing of processes e.g. in Word, PDF or SharePoint or exporting to Visio or PNG, PBM, SVG etc.? This supports company-wide dissemination and communication.
• Ask if the workflow process automatically sends emails or push notifications when an approval is pending. Can these notifications be customized by the user?
• Clarify whether there is a smooth exchange of data between the workflow and, for example, calendar, CMS, e-mail program and financial software.
• Since the workflow management system usually runs cloud-based, clarify whether the required compliance and data protection concerns are sufficiently met.
• Ask whether the software solution includes a reporting function. In order to analyze whether a workflow is actually working efficiently, you need a robust KPI-based reporting function with which you can determine where problems still occur in the workflow and then correct them accordingly.
• Is the dashboard clearly arranged? For example, are there color distinctions depending on the urgency of the tasks to be processed?
• Find out how user rights are assigned. Many workflows contain confidential information that should not be shared with all users or user groups. Can you specify what each user can see and edit? Do changes to the user rights of a workflow affect its execution?
• Does the workflow management system allow for version management in the processes?
• Clarify whether automatic recording of e.g. telephone calls, trips and external activities is possible.
• Ask whether the workflow management software supports the use of electronic signatures. This can speed up business processes enormously.
• Are master / detail relationships supported, among others? Can you represent n:n relationships with the WMS?