Catalog
What is it used for (purpose)?
- Catalog is where you can see all the processes you can start
- For a selected process, you see:
- Start form of the process
- Preview of the Process Diagram
- Overview of the Process
- Help content
What is on this page?
- Tag Filters (left pane)
- Tag Categories
- List of Processes that can be started (middle pane)
- Filter
- Search
- Sort
- Refresh
- Actual list of processes based on tag filters/sort/search applied
- Process Start form for selected process (right hand pane)
- Start Form
- Information
- Preview
- Overview
- Help
How to use the functionality on this page?
Navigation
- There are two ways to navigate to this page
- When in the Home page
- Click WMS to go to the WMS app
- At the middle section of the Navigation Bar, click the Catalog tab
- When using the Navigation bar:
- Click ‘Apps’ on the right-hand side of the Navigation Bar
- You will see all available apps
- Click WMS to go to the WMS app
- At the middle section of the Navigation Bar, click the Catalog tab
- Click ‘Apps’ on the right-hand side of the Navigation Bar
- When in the Home page
Tag Filters (Left Pane)
Tag Categories
- This will filter the Processes using tags
- Tags are added when setting during Process Design
List of Processes (Middle Pane)
Filter (default)
- This will allow you to filter your Process list
- Filter Option:
- Show Processes I Can Start
Search
- Search function will look for all references of typed value contained within process name & process description
- In the search field type words or letters (your search criteria). Results returned are based on what you typed.
- To clear search criteria clear click on the cross button at the end of the search field
Sort
- Process List can be sorted on:
- Recent (default option) - List will be sorted by Created date in chronological order
- Name – List will be sorted in Alphabetical order based on the Process Name
Refresh
- This will refresh the Task list without refreshing the whole page
- Actual list of processes visible is based on tag filters/sort/search applied
Process Details Menu (Right Pane, collapsible bar)
Start Form
- At the top you will find in bold, the Process Icon and Process name
- Followed by fields on the form
- On the upper right-hand side, you can close the Start form of the selected process
- At the bottom of the pane, you can do the following:
- Preview – button will redirect to the Preview of the Process, you can return to the Process Catalog
- Overview – button will redirect to Overview Tab Menu
- Start Now – button will start a process
- Where there is a Rows Field in the form, you will observe the following:
- If a rows field was populated in a preceding task and used in the current task, it will reflect all added rows and values in the current task.
- Adding more row(s) in the Rows field in the current task – these will be visible in the current task and in the next task that uses the same field
- When there is Options Field in the form, you will observe that:
- When “Allow adding additional Option Item” is switched, you can add 1 additional option value and this additional value can only be used in any tasks within the same process instance
Information
- You will see the Landing Page of the Process (if it exists) explaining why you would start a process. Ideally the content will be very clear as to what is expected of you (inputs) and what you will achieve once the process is completed (the outcome)
- At the bottom of the pane, you can do the following:
- Preview – button will redirect to the Preview of the Process, you can return to the Process Catalog
- Overview – button will redirect to Overview Tab Menu
- Start Now – button will start a process
Performance
- See Process Performance vs SLA's
- Understand how lean the process is
- Obtain stats for troubleshooting and optimisation
- The performance grid will contain all tasks within the process [for all versions or for a specific version - you can select the appropriate option to view relevant stats]
- Each task will display:
- SLA(hrs)
- Duration assigned to this Task (the maximum amount of time it should take to complete this Task. Not to be confused with effort = actual time it takes to do the work).
- Average Completion (hrs)
- Average time it has taken to complete this Task. From when it first became active to when it was completed.
- Standard Deviation (hrs)
- Standard deviation indicates how far observed values vary from the mean. In any distribution, about 95% of values will be within 2 standard deviations of the mean.
- Process Instance Count
- The total number of process instances created for the process version.
- Performance Score
- Comparing SLA with actual, we want bigger performance = better, so we use the quotient: SLA/Avg Completion [so that >100% is good].
- For example: if the SLA is 5 and the Avg. Actual is 1, then 5/1 = 500%, (i.e. performance is 500%, or 5x better than SLA, which is what we want). Similarly: if SLA is 5, and Avg. Actual is 25, then 5/25 = 20%.
- Consistency Score
- For this we need to set a BENCHMARK of how much variability is acceptable, then measure what % of that population is within that benchmark.
- To do this we need to calculate "what % of results are within [SLA]"? [z-score] Unfortunately, this is a non-linear calculation, requiring us to integrate the area under the distribution curve between [0] and +-n.
- As an approximate alternative we use a variation of the "standard deviations rule of thumb" [68% within 1SD | 95% within 2SDs | 99.7% within 3SDs] to create a RAG indicator:
- SLA < AVG + 1SD = Green. (50+68/2=84% of popn within SLA).
- This is an approximation to "if 80% are within SLA, then that's good"
- SLA > AVG = Amber. (50% of popn within SLA)
- This is saying "if Average is within SLA, then that's okay"
- SLA < AVG = Red. (most of popn not within SLA)
- This is saying "if Average is worse than SLA, then that's bad"
- SLA < AVG + 1SD = Green. (50+68/2=84% of popn within SLA).
- SLA(hrs)
- So assuming the SLA is 10, the Average is 15 and the SD is 5, then:
- First: calculate SLA (AVG + 1SD) = 10 (15+5) = -10, which is negative, so it's not green.
- Second: calculate SLA AVG = 10-15 = -5, which is still negative, so it's not amber.
- Third: as it's neither green, nor amber, it must be red.
- This can be expressed as: =if(( 'SLA (hrs)'-( 'Average Completion (hrs)'+ 'Standard Deviation (hrs)'))>0,"3 (green)",IF(( 'SLA (hrs)'- 'Average Completion (hrs)')>0,"1 (Amber)","1 (Red)")).
- In the consistency score column of the performance grid: 3 = Green, 2 = Amber and 1 = Red.
Preview
- You will be redirected to another page for Preview Mode of the Process
- Preview Mode allows you to train: Go through tasks in the process without having to complete these (changes are not saved). Great to familiarise yourself with requirements and understand the bigger picture
- Process Icon and the Name of the Process are in bold
- Below the Process Name, there is a label “Preview for Process”
- ‘Back to Catalog’ button on the upper left corner of the preview section allows you to return to the Process Catalog
- In the Upper right corner of the preview section, you will see
- Preview Status inside the bubble with gray color fill
- Ellipsis
- Start – takes you to the Start Form of the Process
- Overview – takes you to overview of the process in Expand View. Process Overview is a combined view of all instanced processes and counts for each task with colour coordinated status (Active, Overdue, Inactive, Completed) and stats (completion %)
- Reset Preview – Reverts to default settings; zoom value and position of the process diagram
- You can reposition the diagram by dragging the diagram
- You can use the scroll wheel of your mouse to zoom in or out
- Process Status Key – Located at the bottom left corner of the diagram
- Click the collapse button on the Process Status key
- The labels should be hidden and only the color codes are visible
- Click the expand button on the Processes Status key
- The labels should be visible
- Click the collapse button on the Process Status key
Overview
- Process Overview is a combined view of all instanced processes and counts for each task with colour coordinated status (Active, Overdue, Inactive, Completed) and stats (completion %). Process overview also shows real time movement between tasks (bubbles show tasks completing and activating as end users are working). Immediately, any user can identify at which stage of the process most of the instances are and easily spot strengths and weaknesses in a process. The ability to quickly and easily assess where there are issues enables and promotes good business decisions for improvement of the design or flow of a process (troubleshooting and optimisation).
- On the Upper left corner, you will see
- Process Icon and the Name of the Process are in bold
- Below the Process Name, there is a label “Process Overview”
- Reset zoom and Diagram Position
- Inside the button is the zoom percentage of the process diagram
- When the button is clicked process diagram will reset the zoom to 100% and it will go back to its original position
- Process Icon and the Name of the Process are in bold
- On the Upper right corner, you will see
- Ellipsis
- Start – You can start the process
- Preview – will redirect to the Preview of the Process, you can return to the Process Catalog
- Expand Button
- When clicked, the Process Diagram will occupy all panes
- When expanded, use the collapse icon to go back to normal view
- These will group the process versions that have the same process diagram
- Below the Expand Button you will see
- Settings
- Group compatible designs – This will group the process versions that have the same process diagram. For example, if you create a version where you didn’t change the process diagram then it will group the new version with the previous version but if you create a new version with major modifications in the process diagram it will not group the new version with the previous one
- Process Version
- When Group compatible designs is enabled, you will see the list of Process Versions which are grouped together. For example, if Version 1 to 5 have similar process diagrams then Version 6 has some changes in the process (either added or removed shapes), Version 6 is not similar to the previous versions. Process Version list displays the following:
- Version 1-5 (Published date)
- Version 6 (Published date)
- When Group compatible designs is switched off (disabled), you will see each version of the process with the published date in the list. Versions are listed by Published date. The current version will be the last time on the list. The list is arranged in ascending order.
- When Group compatible designs is enabled, you will see the list of Process Versions which are grouped together. For example, if Version 1 to 5 have similar process diagrams then Version 6 has some changes in the process (either added or removed shapes), Version 6 is not similar to the previous versions. Process Version list displays the following:
- Custom Filter (Functionality is not working)
- Include completed processes – When enabled, you will see all process instances in the overview including ones with completed status
- List
- When you clicked List, by default you will see the list of process that have active status
- When in settings, and the ‘Include complete processes’ is switched on, you will see the Completed and Active Processes in the list
- Filter
- This will allow you to filter your Process list
- Filter Option:
- Active
- Complete (If ‘Include complete processes’ is switch on)
- Search
- Search function will look for all references of typed value contained within process name & process description
- In the search field type words or letters (your search criteria). Results returned are based on what you typed.
- To clear search criteria clear click on the cross button at the end of the search field
- Sort
- Process List can be sorted on:
- Recent (default option) - List will be sorted by Created date in chronological order
- Status – List will be sorted in Alphabetical order based on the Process Name
- Process List can be sorted on:
- Refresh – This will refresh the Task list without refreshing the whole page
- Actual list of processes visible is based on tag filters/sort/search applied
- When you clicked List, by default you will see the list of process that have active status
- Settings
- Ellipsis
- You can reposition the diagram by dragging in the space to reposition the diagram
- You can use the scroll wheel of the mouse to zoom in or out
- Process Status Key or Legend – Located at the bottom of left corner of the diagram
- Click the collapse button on the Process Status key to hide labels and only the colour codes are visible
- Click the expand button on the Processes Status key to see labels for the colour codes
- Process Diagram
- You can see the status of each Task/Timer of the Process in color codes
- You can see the percentage of each status of the Task
- Click any Start/Task/Notification/Timer/Router/End on the process diagram to see statistics
- Select an item. A pop-up box will appear with the Name of the selected item displayed to the upper right corner part of the box
- Statistics Tab
- This is where you can see all the count of for the selected process broken down by respective status: active, completed inactive or overdue
- Tasks Tab
- In this tab you will see the list of tasks under the selected item with status
- When Group compatible designs is switched on, this will include completed status in the list
- Filter by status
- This will allow you to filter your Task list by a status
- By default, all status filters are selected
- You can change the status by clicking the Filter button and then you can check and uncheck the option you want to filter. The selected status(es) are visible as badges with color fill and name inside depending on the filter selected
- List of Filter Option:
- Inactive – filters the list by inactive tasks
- Active – filters the list by active tasks
- Overdue – filters the list by overdue tasks (tasks which have not been completed within SLA)
- Completed – filters the list by completed tasks
- Search
- Helps you to search for a specific display field value
- In the search field type word(s) or letter(s). You will notice that return is based on what is typed
- To clear a search, click the clear or cross button, it will remove whatever you typed in the search field and return full list of tasks
- Sort
- Sorts the Tasks List based on the selected option
- By default, Recent is the selected option
- The Task list will be sorted in chronological order, with the most recent one at the top
- You can change it by clicking the dropdown button
- The list of options is as follows:
- Recent – this will sort the list in Chronological order
- Status – this will sort the list by status in this order: Inactive, Overdue, Active and Complete
- Refresh – This will refresh the list without refreshing the whole page
- In this tab you will see the list of tasks under the selected item with status
- Statistics Tab
- Select an item. A pop-up box will appear with the Name of the selected item displayed to the upper right corner part of the box
Reports
- Reports
- This will show all saved report(s) under this process.
- The list is chronologically ordered by most recent saved report will be at the bottom of the list.
- Run Report - (Currently Not Working)
- Download Report (Currently Not Working)
- Go to reporting - takes you to the report set up page
Help
- Where you can read the help content for the Task. Inputs required will be explained and reasons why these are important. If inputs come from another source, you have guidance on how to find the information needed.