What is workflow?

Workflow, as used here and by IT specialists, is software that automates business processes to a greater extent than conventional data processing by integrating additional features like email, word processing, imaging, alarms, audit trails, Internet technology etc. It is also called workflow automation, digital workflow, business process management or bpm. As one of the information management technologies it provides unique information regarding business processes. However, it is also used by some business people to mean a manual procedure, whereby work flows from one person to another. The report examines all this, and more, but the business case is more than just explaining, what is workflow.

Why workflow?

Workflow benefits are; higher levels of productivity, better customer service, competitive advantage, and so on. The majority of the report consists of explaining such workflow business advantages.

What is a business case for workflow?

A business case is basically the what and why of workflow. It can also be called a feasibility report or cost benefit analysis. Other terms used are justification, evaluation, assessment, advantages and disadvantages, pros and cons, appraisal, value analysis, review and audit. This includes showing the meaning and purpose of workflow to enable understanding. It can also serve as an introduction. In other words, a business case is a tool to manage workflow.

Why a business case for workflow?

A business case is normally used as a formal part of project management or programme management to assess a possible business investment opportunity and its risk. It is the output from a business case study. However, with a strategic technology like workflow, it can be used for strategic management as well. The business case is then input to a procedure for workflow approval to get the necessary authorisation, or authorization (U.S.), for financial and other resources to continue the project. Without a business case, it can mean a lost opportunity, or an unnecessary risk, for a business or non-profit organisation and an employee.

Why this report has been produced?

Despite the considerable potential for workflow to improve business performance and provide the opportunity for someone to make a significant contribution to their organisation, the take-up has been surprisingly slow. Apart from lack of awareness, a common cause of this phenomenon is a difficulty in making a convincing business case. The author has seen this problem first hand when working with clients and it has been confirmed by others in the consulting publication Consultants' Advisory.

What does it do?

The report addresses the problem by explaining workflow and its related areas, the benefits, disadvantages and costs, as well as giving tips in business case management strategy and project management. Also its structures can be used to generate further information for the user's own particular case so it is seen a tool rather than just an information report. Aimed at anyone involved in a workflow business case, it has been written with minimal technical content so it will be easily understood by business as well as technical staff. It is also seen as being useful for companies who want to become independently aware of the business opportunities and threats posed by workflow.

A particular problem both the author and others have noticed is a difficulty with the benefits. So apart from providing an analysis of generic product features and benefits, the report contains a general benefits model, applicable to any business process, to be used for extracting the maximum benefits. A third view looks at applications in the typical departments in an organisation; Finance, IT, Marketing, Operations/Production and so on, giving further ideas and benefits. While the Enterprise-wide vision of workflow, re-enforced with diagrams, drives home the business integration potential. A fourth view aligns benefits to organisational strategy to address the common criticism that IT does not align with business strategy. Because risk is a current issue, the fifth view explains the Risk Management Benefits of workflow. The sixth view, due to market demand for information about management information technologies, is management information systems.

Workflow seldom occurs alone, so to help readers understand the complete picture, related technology and ideas are briefly covered, such as; Imaging, Document Management, Records Management, Summary Systems, Knowledge Management, the Internet, Intranets/Extranets, Customer Relationship Management (CRM) and E-Business.The importance of Business Process Engineering (BPR) is illustrated in a separate section giving real life examples. Business Process Management (BPM) is also explained, showing how workflow reaches out to integrate with customers, suppliers, regulators and so on. A BPM strategic design to increase flexibility and reduce costs is also given.

How does it help?

• Producing a convincing benefits case for workflow is harder than it looks, and time and money is wasted trying to get it right. The report can help you to avoid that waste.
• Even if you did it perfectly, without waste, getting information about the business case for workflow is time consuming so this saves you time
• There is also the opportunity cost of not getting a workflow system in operation earlier, if at all.
• Lack of awareness of the business implications of workflow can be even more expensive, if possibly fatal if businesses in your sector are already using it.
• Just one new idea from this report could pay for itself many times over.
• An objective view from someone outside the organisation is more likely to come up with different ideas than those who are a part of it.
• You get the information quickly. This is not a 450 page report that will be a big drain on your precious time to read, it is an informative 45 pages that you can grasp readily.
• It bridges the 'boardroom gap' between the IT department.

Who is it for?

Aimed at anyone involved in a workflow business case, or who needs to be independently aware of the business opportunities and threats. These could include:-

Senior Business Management	Users in:-
IT Directors/Managers	Finance, Accounting & Auditing
Business/Systems Analysts	Marketing
Suppliers of workflow products and services	Research/Development
Secretaries	Operations
	Production
	Maintenance
	Administration
	Personnel
	Legal
	Quality
	Health & Safety
	The Chief Executive's Office

Physical Characteristics

45 pages of A4 in an office binder.

Is it worth it?

For less than the cost of an hour's consulting you:-

• obtain the results of all the research hours the author has put in. If you did this yourself it would cost a great deal more in time or money.
• avoid waste by avoiding the mistakes others have made and make the most of the opportunities. The value of the benefits here will dwarf the cost of the report.
• can reap the benefits of an earlier operation of the system by saving elapsed time. The value of these benefits would well exceed the report's cost.
• may save yourself the cost of losing the business and your job if your competitors introduce workflow in their businesses before you.

Who else has bought it?

Satisfied buyers include:-

- The Australian Government, United States Local Government

- Staffware. Mike Gray Staffware's Sales Director said 'It is the best non-technical business case for workflow I have ever seen.'

CLICK HERE TO ORDER

Complementary services

Independent Consultancy: We can provide independent customised help, both in person and remotely, to assist you with your business case report

Training: We can train your staff to make a better contribution

PR (Public Relations): Using these services makes a better business case, as not only do you and your existing customers see the benefits of your improved business processes, but you get the message out to prospective customers as well.

To contact us:-

Email: vlilley@lilleyinfosys.co.uk

Telephone: +44 (0)20 8573 3911

Back to homepage