2004 Adobe Systems Incorporated. All Rights Reserved.

Case Study Webinar:

BPM Best Practices

Beth Gold-Bernstein, VP ebizQAlan Tam,Product Marketing Manager, Adobe

Cindy Wade, Infrastructure Solutions Manager, Kansas Department of Transportation

Choosing the Right BPM Solution Choosing the Right BPM Solution

Beth Gold-Bernstein,VP ebizQ

Why BPM?Why BPM?

Automate business processes

Reduce errors

Reduce costs

Reduce business cycle times

Orchestrate application processes across Web services

Optimize business processes

Types of ProcessesTypes of Processes

Automated system to system processes

Automated processes with human interaction

Processes with both automated and manual tasks

Document driven processes

Automated ProcessesAutomated Processes

Objective: take the human out of the middle – save time and cost, reduce errors

Automated System ProcessesAutomated System Processes

Technology requirements: Integration platform with process modeling and automation

Objective: take the human out of the middle – save time and cost, reduce errors

Automated Processes With Automated Processes With Human InteractionHuman Interaction

ApprovalsException handling

Automated Processes With Automated Processes With Human InteractionHuman Interaction

ApprovalsException handling

Technology requirements: Integration platform with process modeling and automation, plus alerts (email, dashboards)

Combination ProcessesCombination Processes

Processes that include both automated and manual tasks

Combination Process Combination Process RequirementsRequirements

System integration

Process modeling

Process automation

Process simulation

Workflow managementRole based routing Interface for receiving task assignmentInterface for task/employee managementAutomated workload balancing

Integrating manual task events with rest of automated process

Document Driven ProcessesDocument Driven Processes

Working online

Working offline

People

Documents

Process

Requirements for Document Requirements for Document Driven ProcessesDriven Processes

Comprehensive security

Back end integration

On-line processing with integration to back end systems

Off-line processing with security and integrity

Choosing the Right BPM Choosing the Right BPM SolutionSolution

Understand the type of processes you need to support in the organization

Match the right technology to the type of process initiative

2004 Adobe Systems Incorporated. All Rights Reserved.

Beyond the Boundaries

Leveraging Intelligent Documentsfor Managing Processes

at the Edge-Points

Alan TamProduct Marketing Manager, Enterprise and

Development Business Unit, Adobe Systems

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Adobe Differentiation

1. Intelligent Documents2. 1.2 Billion Desktop

Clients3. Intelligent Document

PlatformOff-Line

Outside the FirewallAcross any platform

SecureRe-defines how people interact with information

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BPM Best Practices: Process Management Lessons Learned

Cindy Wade

Kansas Department of Transportation

Infrastructure Solutions Manager

Project Purpose

“To architect and implement an integrated enterprise-wide Records and Workflow Management (RWM) solution framework to meet the current and future business needs and opportunities of KDOT.”

System Components

Document Management Electronic Forms Electronic Signatures Workflow Management Imaging System Integration

Philosophy

To enable a paperless environment

Philosophy

“Build it and they will come!”

Approach

Identified and Built 4 prototype projects Gathered Agency needs and prioritized work Used consultant resources to assist on large efforts

with in-house oversight Used in-house resources to turn-around smaller

projects quickly Added additional projects for new processes Moved into event-based workflows

Approach

Workflow Process

Create pdf

Document Management

Form & Data pdf & Attach

Acrobat Distiller FileNet API

Integration

Results

Implemented approximately 40 workflows and 300 electronic forms Line-of-Business Workflows (6)

Highway Access Permits Reduced processing times from approximately 2 months to

3 weeks

Construction Project Authorization Includes FHWA concurrence Eliminated duplicate data entry Allowed for easy access to approved authorizations

Comprehensive Transportation Program Report Consolidated all Information into a single executive report Allowed for consolidation of comments and final copy

Results

Administrative/Support Workflows (34) Personnel Related

Accident and Loss Reporting Terminations Process Employee Data Changes (Name, Address, Withholding) Leadership Review Holiday Overtime Reporting Request to Fill Vacant Position

Accounting Related Request for Out-of-State Travel Travel Payment Voucher Purchase Authority/Requisition

Miscellaneous Security Related (User ID’s, Secure Key Card,

Security/Firewall Request) Multi-media, Print, Photo Lab Services

Results

Implemented approximately 40 workflows and 300 electronic forms Reduction in floor space and filing cabinets Average 60% reduction in turnaround time on automated WF Estimated an average savings of 15 minutes per day per employee

resulting in soft savings of $4.3 Million/year Eliminated faxing of Holiday/OT Reports Eliminated data entry into back-end systems Added over 60,000 documents to date from workflow to document

management Back-file conversion of paper documents approaching 1.3 million

documents

Automate the forms before the process Review the Entire Business Process

Determine how the information will be input and output Eliminate non-value added tasks Determine how External Involvement will be handled Determine how signatures and approvals will be handled Determine what will be done with the final document

Strive for Consistency from Business Users Implement the process quickly Don’t touch the process for 6 months

Lessons Learned

2004 Adobe Systems Incorporated. All Rights Reserved.

Questions

???Better By Adobe®