Workflow Management Systems
Workflows are handy little helpers in work processes. Designed to steer processes, they harbor great potential for automation. If you want to work less, get more done and keep an overview of everything, workflow management systems will be a big benefit to you. They manage all of the digital work processes in companies. All for the sake of a successful business process.
Definition
What is a workflow?
A workflow can be seen as a model for a large number of work processes that are repeated over and over. It is a flow chart for work processes. A workflow essentially handles the following aspects:
- Defining the trigger for the upcoming tasks
- Summarising the sequence of tasks into a meaningful workflow
- Determining the departments and persons involved in the process
- Identifying the relationships to and dependencies on other work processes in different departments.
Workflows organise and structure all recurring work processes of a company.
Who approves what, when, where, how and under which conditions – this is what the workflow describes. Even exceptions and errors, such as malfunctions and people not being available, are identified and regulated by workflows. The focus is always on efficiency, simplification and achieving goals.
Where are workflows used?
These automated helpers are an integral part of automation in many business software applications. For example, workflows can be found in the following areas:
- Incoming invoice management (e.g. for approval processes),
- Contract management (e.g. for signature processes),
- HR work (e.g. for the onboarding process) or
- Contract lifecycle management.
Workflows structure and organise all of these work processes, ensuring that the defined steps are followed and controlling the flow of documents as well as the overall coordination.
Example of a workflow
Let’s illustrate this with the following workflow example from an approval process in contract management:
A new draft of a contract is available
The workflow starts as soon as the contract sum exceeds 20,000 euros. It instructs both the contract manager (position A) and the managing director (position B) to make sure the content of the contract is correct and approve it.
As soon as the contract has been verified as correct and has been approved
The workflow instructs the contract manager (position A) to initiate the signing process for the contract: The managing director (position B) and external contract partner (position C) receive an invitation to sign the contract in digital form.
Once the signing process has been completed
The workflow triggers easy contract to retrieve the signed contract and store it in the contract management system. As soon as this is done, the workflow notifies the contract manager (position A) to take over deadline monitoring.
What is a workflow management system?
Ideally, a digital workflow management system (WfMS) controls all of the workflows in the company. In other words, it’s also about task management. A system of this kind comprises at least three key features and functions:
Modeling and simulation
One of the central workflow management functions concerns the need for a graphical representation of workflows consisting of many work steps for the sake of easier handling. However, workflows first have to be entered, divided into subsections, precisely described and finalised before they can be displayed in the workflow management system. This requires answering the 6W questions. Once all that has been clarified, the WfMS provides visual support during the modeling and workflow configuration by displaying the structure tree of the workflow, its branches, dependencies and conditions, etc. Once the workflow model has been finalised, you definitely want to test it in a simulation. For example, the workflow must be tested to ensure it is functional and free of errors.
Instantiation and execution
The workflow management system must instantiate precise and case-specific processes so that it will later be able to execute the workflow models. In this context, instantiate means that the workflow management system has an “idea” of which data, people, applications (programs), etc. it can interact with via the workflow model. In practice, this can mean that the workflow management system determines the appropriate processors and programs for all sub-steps. Once this has been done, the workflow must be executed within the relevant programs, initiated by the workflow management system. No simple matter. This is because the appropriate applications and staff must be identified, their presence and restrictions taken into account, data transferred to and from other applications and synchronised – all by the workflow management system.
Monitoring and analysis
The key features and functions of workflow management systems also include the monitoring of current work steps and the analysis of processes that have already been carried out. This involves answering questions using the data generated in the workflows. Not only does this help to identify errors, the workflow management system also uses this data to provide the basis for ongoing workflow optimisation. It can also be used to generate meaningful reports and statistics – with the consistent aim of continuously improving workflows within the company.
Why workflow management?
From a macro perspective, workflow management systems (WfMS) combine the overarching strategic corporate planning of management and its business objectives with the operational level of process management. For better task management, both levels should ideally be continuously linked to one another through reports and analyses, e.g. via the workflow management system.
Good to Know
The benefits of workflow management systems
At the operational process management level, a WfMS ensures that collaboration is simply better, more transparent and more efficient. The advantages of workflows are:
- Process compliance to ensure that the sequence of individual work steps is followed in defined procedures
- Provision of the necessary information for all process participants, resulting in greater transparency
- Workflows automatically distribute tasks to the designated process participants
- Simplified process monitoring
- Problems and weak points are easier to detect
While a digital workflow management system does drive process standardisation, these systems should not be seen as a straitjacket. Modern workflow management systems have workflows that can be dynamically adapted at runtime, ad-hoc workflows and much more, which greatly simplifies and streamlines work processes in the company.
What is the difference between a workflow and a business process?
The business process is made up of individual sequences or work steps. It takes a business management perspective as the work steps have the primary task of achieving a defined operational goal. An example of a business process is the core business process of an online store, i.e. the customer visit and the purchase process.
In simplified terms, the workflow for placing orders from suppliers consists of four processes:
- Checking stock levels, with triggering of a supplier order by the workflow if stocks are below a certain limit
- Processing the supplier invoice
- Receiving goods and processing the delivery bill
- Incoming goods inspection: Has everything been delivered as ordered?
It is obvious that this workflow is essential to support the core business process.
Workflows support and enable the business process
The individual sequences of the core business process are clearly not merely accompanied and supported by various work processes:
- A successful business process is only possible by linking the individual steps with other work processes.
And that’s what workflows do – they shape, control and structure the necessary work processes and the tasks to be completed.
Workflows FAQ
What are the advantages of workflows?
A workflow ensures clear structure and efficiency by processing tasks in a fixed order. This reduces errors and ensures that nothing is skipped or overlooked. The workflow includes defined roles and responsibilities. This simplifies collaboration and communication in the course of work. Automated processes save time and minimise human error. They also enable better traceability and transparency, making it possible to monitor progress and identify bottlenecks. Finally, workflows offer the flexibility to react to changes and can be continuously optimised to improve processes.
What does a workflow management system do?
A workflow management system (WfMS) is a software solution that supports the design, execution, management and monitoring of workflows.
What kinds of workflows are there?
A workflow consists of a series of activities or tasks that are performed in a specific order. The sequence can be linear, conditional or impromptu, e.g. if the process only consists of a few work steps.
- Ad-hoc workflows: These come without a fixed schedule and can be used flexibly. An example might be obtaining approval for the amendment of a contractual passage that must be approved by management.
- Linear workflows: The individual work processes are executed in a fixed, sequential order.
- Rules-based workflows: All decisions within the workflows are based on previously defined rules, e.g. for Automated Accounts Payable (AAP).
What is an example of a workflow?
One illustrative example is the substitution workflow. This ensures that tasks and responsibilities in organisations continue seamlessly. For instance, the substitution workflow takes effect as soon as employees go on vacation, fall ill or are absent for other reasons.
How can I create a workflow?
Planning a workflow begins with identifying the tasks and their logical sequence. This is conveniently sketched on paper. Only then is it time to open the workflow management tool, which serves for visually defining the work steps and setting conditions. WfMs also enable a clear allocation of roles and responsibilities. The workflow must be put to the test before it is deployed. This ensures that it functions efficiently and can be further optimised as required. Next, the workflow is documented. Only then is it put into practice. Going forward, it is important to regularly review the workflow-controlled work processes and make any necessary adjustments.