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1 Enter Company/Dept the diagram is for here Enter the name of the process here Enter your company name John Schuster Version 2.1c, 04/18/2018

2 Table of Contents Sample Workflow Process Diagram Sample Workflow Diagram Pan and Zoom version of diagram Print version of diagram Sample Workflow Diagram Process Documentation Symbols Reference Document History

3 Opening statement about this process diagram, function specifications and other relevant information goes here. Sample Workflow Process Diagram Sample Workflow Process Diagram Overview The process diagram outlines the workflow process for a Departmental Work Intake Process (DWIP) Regular request. A regular request is also known as a work intake request. The request is requesting some work to be performed on one of the information systems at the State of Michigan, Department of Human and Health Services (MDHHS). 1

4 Sample Workflow Diagram The process diagram below is for Sample Workflow. Requester 10. New Request Start 20. Request Filled in and Saved Done! 30. Request is Submitted 40. Status: Submitted 710. Updates 720. Updates Business Area Approved Audit Approved RTC Entered PMO Assigned Status - Started Status - User Test Status - Deployed Status - Done Note - Add - Updated Document : Add - Updated Denied - Business Area Reviewer Denied - Audit Reviewer 800. Add Note 810. Add General Note(s) 820. Mote Added 830. To: All invloved Note added or updated 850. Add Document 860. Add Documnets 870. Word, XMS, PDF 890. Document Added 1. DWIP Regular Request V2.1u 03/20/18 Optum 70. Approved? Business Area Reviewers 50. WTD New Regular Request ready for review 60. Work-Queue Review Request No 80. Status: Business Area Denied Yes 110. Staus: Business Area Reviewed 120. To: Requester Business Area Approved No 140. Audit Review Required? Yes To: Requester Request Request Denied Closed 130. Business Area Approved 800. Add Note 810. Add General Note(s) 820. Note Added 830. To: All invloved Note added or updated 850. Add Document 860. Add Documnets 870. Word, XMS, PDF 890. Document added DWIP Reviewers Audit Reviewer 200. WTD New Request AuditRequired 210. Work Queue Request Audit Review 220. Approved? Yes 260. Status: Audit Reviewed No 230. Status: Audit Denied 270. To: Requester Audit Approved 240. To: Requester Denied 280. Audit Approved 250. Request Closed 800. Add Note 810. Add General Note(s) 820. Note Added 830. To: All invloved Note added or updated 850. Add Document 860. Add Documnets 870. Word, XMS, PDF 890. Document Added 870. Word, XMS, PDF RTC Entry 300. WTD New Request RTC Entry Ready 310. Copy-Paste Into RTC System 320. Status: RTC Entered 330. To: Requester RTC Entered 340. RTC Entered 800. Add Note 810. Add General Note(s) 820. Note Added 850. Add Document 860. Add Documnets 890. Document Added 830. To: All invloved Note added or updated PMO's Status Updaters PMO Assigners 500. Work To Do 510. User Scheduled Queue Review 520. Something Changed Status 400. Change PMO 360. BDL Assignment 390. Meeting PMO Change Weekly Needed Select Status: Primary (1) PMO's Second (0->M) Assigned or Affected (0->M) Re-assigned 530 Add-Action 550. Add Status 540.Add Status User Test Start Work 560. Add Status 570. Add Status Deployment Done To: Requester PMO PMO Assigned Assigned Re-assigned Re-assigned 580. Status: Add-Status Change To: Requester Add Action Status Done Updates 610. Add-Status Done? Yes 620. Status: Done 800. Add Note 800. Add Note 630. Request Done 810. Add General Note(s) 820. Note Added 830. To: All invloved Note added or updated 810. Add General Note(s) 820. Note Added 830. To: All invloved Note added or updated 850. Add Document 850. Add Document 860. Add Documnets 860. Add Documnets 870. Word, XMS, PDF 890. Document Added 870. Word, XMS, PDF 890. Document Added Figure 1. Sample Workflow Pan and Zoom version of diagram This diagram may be difficult to view in a browser or on the printed copy. The link below will allow you to view the diagram on a new tab in the browser. Link to Pan-Zoom version of Sample Workflow Browser keyboard usage for Diagram 2

Use the ctrl and mouse-wheel to zoom in and out Use the ctrl++ keys to zoom in Use the ctrl+- keys to zoom out Use Up Arrow and Down-Arrow keys to slowly scroll vertically Use Page Up and Page Down

5 Use the ctrl and mouse-wheel to zoom in and out Use the ctrl++ keys to zoom in Use the ctrl+- keys to zoom out Use Up Arrow and Down-Arrow keys to slowly scroll vertically Use Page Up and Page Down to quickly scroll vertically Use Ctrl+Home keys to scroll to the top of the diagram Use Ctrl+End keys to scroll to the bottom of the diagram When you are done viewing the diagram you can close it by closing the tab in the browser. Print version of diagram Print PNG Version The link below will display a PNG version of this diagram. PNG Version Link for printing This PNG version can be downloaded by saveing it as a file by Right-Clicking anywhere on the diagram Select the (Save as ) selection. Sometimes printing this PNG to the printer, even with larger paper, the printed result may be difficult to read. How to print PNG across multiple pages Here is a method to print the PNG version of the diagram across multiple pages to make it much easier to read. Right click on the saved PNG file. The click on (Edit) selection. Figure 2. Edit the PNG file This will open the PNG in the Microsoft Paint program. Now we can configure the PNG to print 3

Move the mouse over to the right pane and click on (Page setup) Icon, this will open the Page Setup window. Figure 4.

6 across multiple pages. Figure 3. Configure MSPaint 1. Click on the (File) menu item at the top of the Paint window. 2. Hover over the (Print) Icon, do NOT click on it 3. Move the mouse over to the right pane and click on (Page setup) Icon, this will open the Page Setup window. Figure 4. Page setup window You may need to experiment with how many pages to print the PNG but, a good start is 2 pages wide and 2 pages high, 1. Click on the Fit to: button in the Scaling section in the lower right corner. 4

7 2. The number of pages wide is the first field, 2 is a good start 3. The number of pages high is the second field, 2 is a good start 4. Click on the [ OK ] button and the original PNG will be displayed. Figure 5. Preview or Print PNG Now you have the options to preview the print to see how it will look across multiple pages or to print the PNG. 1. Click on the (File) menu item at the top of the Paint window. 2. Hover over the (Print) Icon, do NOT click on it. 3. Move the mouse over to the right pane and click on (Print Preview) Icon, the preview window will open. You can scroll though the pages by clicking on the (Next Page - Down arrow) Icons. If the layout of the pages doesn t look good go back to (Page Setup and adjust them.). 4. To print the PNG, move the mouse over to the right pane and click on (Print) Icon, the print window will open where you can select what printer to use. 5

8 Sample Workflow Diagram Process Documentation Sample Workflow documentation Every element on the BPMN diagram has a number on it (ie: 10.). That number (ie: 10.) has a row in the table below describing the element it in more detail. It is possible that any entity on this documentation may have a possible failure with a known remedy. If a failure/remedy exist for an element it will be displayed in the appropriate row. 6

9 Table 1. Process Functional Documentation Task Type Description Failure Remedy (10) New Request StartEvent A new work request is needed. Login to the DWIP application via MiLogin (30) Request is Submitted UserTask The regular reuest form is completed. All of the required fields and validations are completed. The request is submitted and the BIC Request # is assigned. NOTE: No futher update to the request can be made by anyone upon submitting the request. Additional details can be added to the request by using Notes and/or Documents. This request is moved along the review workflow. (40) Status: Submitted ServiceTask The DWIP system updates the status of the request to "Submitted" (50) WTD New Regular Request ready for review ReceiveTask A message is received indicating that a new request needs a review. (60) Work-Queue Review Request This request will be displayed in the work queue. UserTask The work queue will display all of the requests that need to be reviewed. Each reviewer can have option to add Review-Notes to help the requester understand the reason for the reviewers decision. (70) Approved? 7

10 Task Type Description Failure Remedy ExclusiveGateway The reviewer will determine if this request should proceed. 1. Is there a similar request that fills the need for this request? 2. Is the request something that is obviously not needed? 3. The request is so large that it needs to be split into multiple requests Someone on the request prevents it from being reviewed at this time. The rquest can be left in the unreviewed status while details to resolve the issue have been received. The goal is to approve or deny a request within 24 hours. 4. The person requesting the work in not authorized to issue a request 5. The person who request work is not in the correct department. (80) Status: Business Area Denied ServiceTask The request has been denied by the reviewer. It is suggested that a Review-Note be added to help the requester understand why the request was deneied. (90) To: Requester Request Denied IntermediateThrowEve nt A message to the Requester is sent to indicate the request has been denied. This message may include the reason (Reviewer-Note) for the denial. (100) Request Closed EndEvent The reviewers work for this request has ended. (110) Staus: Business Area Reviewed ServiceTask The request has been approved and will move along the workflow to the next step in the process. (120) To: Requester Business Area Approved 8

11 Task Type Description Failure Remedy IntermediateThrowEve nt A message to the requester is sent to inform them that thier request has been approved at this level and it moving along the work flow process. (130) Business Area Approved The message could include details as to who or what the next review step is. EndEvent The reviewers work for this request has ended. (140) Audit Review Required? ExclusiveGateway The system determines if an Audit Review is required. (200) WTD New Request AuditRequired If the requester select "Audit" in the "Business Reason" on the request this automatically requires an Audit Review. If an Audit Review is required a message will be sent to the Audit Reviewer indicating there is work to do (WTD) Requests that do not require a Audit Review are moved along to the RTC Entry part of the workflow process. ReceiveTask A message is received that a new request required an audit review. The message includes a link to the Work-Queue section of DWIP. (210) Work Queue Request Audit Review UserTask The work queue will display any requetsts that need to be reviewed. As the review is being done the reviewer can add a Review-Note to help the requester understand the decision for this request. (220) Approved? 9

12 Task Type Description Failure Remedy ExclusiveGateway The audit review is performed.??? - What is done??? - Fail??? - remedy (230) Status: Audit Denied ServiceTask The request has been denied by the reviewer. It is suggested that a Review-Note be added to help the requester understand why the request was deneied. (240) To: Requester Denied IntermediateThrowEve nt A message to the Requester is sent to indicate the request has been denied. This message may include the reason (Reviewer-Note) for the denial. (250) Request Closed EndEvent The reviewers work for this request has ended. (260) Status: Audit Reviewed ServiceTask The request has been approved and will move along the workflow to the next step in the process. (270) To: Requester Audit Approved A message is sent to the RTC Entry person to perform entering the request into the RTC. IntermediateThrowEve nt A message is sent to the requester to indicate the audit review has been completed and the request is moving on to the RTC Entry. (280) Audit Approved EndEvent The reviewers work for this request has ended. (300) WTD New Request RTC Entry Ready 10

13 Task Type Description Failure Remedy ReceiveTask The work queue will contain any RTC Entry requests that need to be completed. (310) Copy-Paste Into RTC System There is no review done in the step of the process.. UserTask The RTC Entry person uses a special DWIP form to expidite the manual transfer of information from the DWIP request into the RTC system. (320) Status: RTC Entered When they mark the RTC Entry as being complete a message is sent to the Reviewer with PMO assignment role. ServiceTask The DWIP system updates the review status of the request to "Completed". (330) To: Requester RTC Entered IntermediateThrowEve nt A message is sent to the requester to inform them that the request has been transferred to the RTC system. This marks the end of Phase I of the DWIP application. In Phase II the process picks up with the PMO Pool and Manager lanes shown below. (340) RTC Entered EndEvent The entry work for this request has ended. (360) BDL Meeting Weekly StartEvent This is a regular scheduled meeting between the users with the PMO Assign role to review all requests that are pending PMO assignments. (380) Status: PMO s Assigned or Re-assigned ServiceTask The system records all PMO assignments over time. (390) PMO Change Needed 11

14 Task Type Description Failure Remedy StartEvent An event has determine that the PMO assignments for a request need to be revised. (400) Change PMO Assignment UserTask The users with the PMO assignment role can update the PMO assignments for this request. Any previous PMO assignments are saved and a history of the PMO assignments is displayed when the request is viewed. There is one Primary PMO required to be assigned to the request. There can optionally be one or multiple Secondary PMO s assigned to the request. There can optionally be one or more Affected PMO s assigned to the request. It is recommended that a PMO- Assignment Note be added to any re-assignment to let users know why the request was reassigned. (450) To: Requester PMO Assigned Re-assigned IntermediateThrowEve nt A message is sent to the requester to indicate the a PMO assignment or a PMO re-assignment has happened. (460) PMO Assigned Re-assigned This mesage will direct the requester to view the request to determine who the current PMO assignments are. EndEvent The PMO Assignment work has ended. (500) Work To Do IntermediateCatchEven t A message is received to indicate that Add-Actions updates can be done for this request as they occur. (510) User Scheduled Queue Review 12

15 Task Type Description Failure Remedy StartEvent The PMO users may schedule to review thier work queues in order to update the status on various requests. (520) Something Changed Status StartEvent Some event may trigger the PMO s assigned to this request to do a Add- Action which updates the status. (580) Status: Add-Status Change ServiceTask Upon every Add-Action being added to the request the overall status of the request is updated. (590) To: Requester Status Updates The users with Add-Action roles can add Add-Action notes to help clarify the action being added. IntermediateThrowEve nt A mesage is sent to the requester to indiate that a new status has been added to the request. Details about the status update could be added to the message and/or the user can be instructed to view the request to get the updated status information. (610) Add-Status Done? ExclusiveGateway If the Add-Action is the "Done" status then the request is considered closed and it s overall status is changed to Completed. It is rare but a request could have additional non "Done" status added if there were some issues during the solution implementation. (620) Status: Done ServiceTask The Add-Action of Done indicates the request has been completed. (630) Request Done EndEvent At this point the request is considerd ended. (710) Updates 13

16 Task Type Description Failure Remedy IntermediateCatchEven t The requester will receive messages updating the status and workflow progress for the request. This group of messages indicate the approval and progress messages. (720) Updates IntermediateCatchEven t The requester will receive messages that the request has been denied. This group of messages indicate the request has been denied and is considered closed. (800) Add Note StartEvent At some point the user need to add a general note about the request. General Notes are sepearte from notes associated with and event or action (Reviews, Assignments, Status updates) Notes can be added to help clarify questions or answers to questions. Any note can be edited by the author of the note for one day, after which the note is frozen. Notes thatr have content which is offensive or contains sensitive infromation can be hidden. The DWIP administrator is the only one who can "Hide" a note. After a note is "Hidden" it can only be viewed by the DWIP admins. Notes that are hidden will result in a message being sent to the author indicating the note has been hidden and the reason for this action. (820) Mote Added EndEvent At this point the add note is considered ended. (830) Select Primary (1) Second (0 M) Affected (0 M) 14

17 Task Type Description Failure Remedy UserTask The users at the scheduled meeting make a selection of whom the PMO s to be assigned to the request will be. There is one Primary PMO required to be assigned to the request. There can optionally be one or multiple Secondary PMO s assigned to the request. There can optionally be one or more Affected PMO s assigned to the request. This initial assignment of PMO s can be revised later if needed. (830) To: All invloved Note added or updated IntermediateThrowEve nt NOTE: This symbol is orange to indicate it has not been implemented but is planned for the future. A message will be sent to anyone who has worked on this request including reviewers, RTC entry users, PMO assignment and Add- Action users. The message will indciate the a new General-Noter has been added to the request. (850) Add Document StartEvent At some point the user wants to add a document with additional information to help define or clarify the request. (860) Add Documnets UserTask The user can upload documents related tro the request. The document that is uploaded will have a timestamp and an owner. (870) Word, XMS, PDF 15

18 Task Type Description Failure Remedy DataObjectReference The type of documents that can be uploaded for a reqest are limited to 1. DOC & DOCX for Microsoft Word 2. XLS & XLSX for Microsoft Excel 3. PDF Adobe protable document format 4. TXT text files 5. PNG and JPG image files (890) Document Added EndEvent At this point the document add has ended. 16

19 Symbols Reference The following reference table shows each of the possible symbols on the process diagram. Considerations The official meaning and usage of these BPMN symbols is clearly documented in the Object Management Group BPMN 2.0 document at This symbol reference document may deviate from the strict BPMN 2.0 standard for clarity and simplicity. Table 2. BPMN Symbol reference BPMN Type Symbol Description ComplexGateway DataStoreReferenc e EndEvent ExclusiveGateway Complex Gateway Data Store Reference End Event Exclusive Gateway Complex Gateway is used to indicate one or more flows, where not all of the outbound flows are required for the next task. Complex Gateway can also be used to indicate one or more inbound flows, where not all of the inbound flows are required. Data Store Reference indicates a file, group of files or package of files with data, information or application code. Data Store References are always attached to some type of task. Indicates the end of the process flow for that branch of the diagram. The end of the entire process is known as the Terminate End Event An Exclusive Gateway models where a decision is made to follow a certain path. Exclusive Gateways may have multiple paths depending on the decision. 17

20 BPMN Type Symbol Description Lane Participant Lane Lane A partition that is used to organize and categorize activities within a Pool. A Lane extends the entire length of the Pool either vertically or horizontally. Lanes are often used for such things as internal roles (e.g., Manager, Associate), systems (e.g., an enterprise application), or an internal department (e.g., shipping, finance). Message Intermediate Catch Event Parallel Gateway Message Intermediate Catch Event Parallel Gateway This message catch event is used to indicate the receipt of a Send Task that does not necessarily require any further action by the person/lane who received it. Parallel Gateways can are used to model concurrency in a process. This indicates that multiple paths are done concurrently. 18

21 BPMN Type Symbol Description Participant / Pool Participant A business entity (e.g., a company, company division, or a customer) or a business role (e.g., a buyer or a seller) that controls or is responsible for a business process. This can also known as Pool ReceiveTask Receive Task A Receive Task is a message to indicate some task needs to be performed by the recipient. The Receive Task is typically driven by a Send Task done by someone else. ScriptTask Script Task A script task is an automated activity. This activity could be done by a human actor, service or system. Typically the Script Task requires the use of a utility or tool to perform and complete the process. SendTask Send Task A Send Task is used to model a message being sent to have other required tasks performed. The Send Task typically generates a Receive Task to someone else. Service Task Service Task A Service Task is used to model a task performed by a system which maintains or updates the application. Examples are database updates, web service call and batch transfers. StartEvent Terminate End Event Start Event Terminate End Event An Event that indicates where a particular Process starts. The Start Event starts the flow of the Process. When a terminate end event is reached, the current process instance or sub-process will be terminated and is considered complete. 19

22 BPMN Type Symbol Description Timer Start Event A Timer Start Event is a start event tied to a specific day/time of the week or an elapsed duration of time. UserTask Timer Start Event User Task A User Task is used to model work that needs to be done by a human actor. 20

23 Document History Table 3. Document History Date Version Author Description 04/13/2018 V2.1c JHRS Added CAM2ADOC includes 04/11/2018 V2.1b JHRS Initial version of document 21

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