Process Automation: More than Simply Automating Processes

Transcription

1 Process Automation: More than Simply Automating Processes Friday, April 06, :35 a.m. 10:35 a.m. Mia Redovan, Application Manager, American Academy of Physical Medicine and Rehabilitation Brenda J. Barnhart, Manager, IT solutions, RSM US LLP

2 Process Automation - Agenda What is it? Benefits Process Automation (PA) vs. Process Automation Plus (PA+) What can I use it for? Real-world examples

3 Process Automation Process Automation entails much more than simply automating s, or displaying alerts. During this session see how others organizations are using it to enhance their use of imis and to effectively personalize IQA results, format as HTML or to personalize content.

4 Process Automation What is it? imis feature/module Comprised of: Alerts Tasks Display alerts Navigation alerts Scheduled tasks Triggered tasks Incorporates user friendly tools to create IQAs / Business Objects HTML WYSIWYG Inside imis so no third party product needed.

5 Process Automation - Benefits Streamline work load Repetitive, time-consuming, tedious tasks can be automated Allows staff to do work that requires thought or interaction Stop playing catch-up. Be Proactive! Increase and personalize user engagement Communication is regular and consistent Schedules do not depend staff availability or PTO Makes your messaging uniform by having templates and standardizing look and feel Unlimited number of tasks and alerts If you can write an IQA query to return the result, you can use it in PA

6 Process Automation: PA vs PA+

7 Process Automation What can I use it for?

8 Process Automation - Examples Send an Event Confirmations Welcome member s Membership expiring soon Upcoming events Incomplete tasks

9 Process Automation - Examples Generate a report a monthly A/R statement the Board of Directors weekly reports registrants an attendee list a week ahead chapter leads a membership list members their data sheet for GDPR requirements

10 Process Automation - Examples Run a stored procedure Update a confirmation date after ing Generate a member number when a new member joins Update a certification date after an event is attended Delete credit card information periodically

11 Process Automation - Examples Calculate engagement scores Update engagement scores on a schedule Different schedules for each formula Send a report with top 10 engaged as well

12 Process Automation - Examples Run content workflows Send expired content notification Remove expired content Remove expired navigation items

13 Process Automation - Examples

14 Process Automation - Real-world examples

15 Process Automation - Real-world examples

16 Process Automation AAPM&R Is an association for PM&R physicians. PM&R physicians are medical doctors who have completed training in the specialty of Physical Medicine and Rehabilitation (PM&R) also known as Physiatrist. Over 9000 member physicians who are specialist in PM&R. imis user for over 20 years Currently on version

17 Process Automation Created: Participation ribbons Medical student application Participation Ribbon Medical Student Application Alert display Simple iqa trigged Reinforces the recognition on our community platform Scheduled task Simple iqa trigged Automates medical student application Visible to users on their profile page (RiSE) Sent to all users that are Fellow members of the academy

18 Process Automation Ribbons iqa Thru_Date Contact_Key The alert is triggered when a nonblank value is inserted in the Contact_Key field with the Thru_Date set to today s date *Using Contact_Key will result in no returned records when you run the iqa

19 Process Automation Ribbons Tasks Add the same iqa you added to the previous tabs in the data sources Check the box next to Add to alert set Click Add new set You will need to create a new alert set if you do not have an existing alert to group it with. Add the iqa you created in the data source Add the badge or icon to the Alert Add the same iqa ability to use existing data source. The condition restricts the task to run Message section. only if the data source returns results.

20 Process Automation Ribbons Alert sets For the ribbons to display, an ALERT needs to be created and associated with a TASK

21 Process Automation Ribbons Display

22 Process Automation Online Member Application Process Automation Confirmation to applicant Confirmation to customer service

23 Process Automation Application iqa Applicant_Date_Stamp The s are triggered when a non-blank value is inserted in the Applicant_Date_Stamp Field on today s date.

24 Process Automation Application iqa

25 Process Automation Application Tasks There are several options on the frequency of sending out the s. *Database change only works with standard imis UD fields.

26 Process Automation Application Sent to medical students that filled out the online application to join our association. The alert is triggered when a non-blank value is inserted in the Applicant_Date_Stamp field with the value set to today s date Scheduled to run every day at 7am.

27 Process Automation - Real-world examples

28 Process Automation The Toy Association The not-for-profit trade association representing all businesses that design, produce, license, and deliver toys and youth entertainment products. Over 1100 member companies. imis user for over 20 years. Currently on imis Q since May 2017.

29 Process Automation The Toy Association Created five new tasks to automate membership tasks: Welcome letter Renewal Thank You letter Cancellation letter Two past due notice letters (30 & 60 day) Modified the out of the box event confirmation task to create a scheduled task specific to the Toy of the Year (TOTY) Awards registration. Began the conversion process of existing Task Centre tasks to PA Plus.

30 Process Automation The Toy Association The membership department would manually send out welcome, renewal, cancellation and past due notices and they wanted to automate the process. Decided to go with PA Plus because: It allows the creation of custom tasks. It is query-based, meaning most tasks can be set up using an IQA query and don t require SQL. The communication templates allow for a branded and aesthetically pleasing look to the and are very easy to create.

31 Process Automation The Toy Association Past Due Notice Sent to member company s renewal contact. Scheduled to run, when applicable, 30 and 60 days after the first day of every payment quarter. includes amount due for current quarterly payment and each past due quarterly payment. Uses two custom IQAs and a SQL view. The SQL view determines who is outstanding, when their 30 and 60 due dates are and the amount owed.

32 Process Automation The Toy Association Past Due Notice Since In order the for the Communication Template to link uses the a IQA DuesList with the Data source, communication a DuesList template, datasource you must select also one needs of the to following be included properties as a column or use one of these terms as a column alias: in the PA+ task. ContactId Contact Id Party Id If DuesList is not included as a Data source in the PA+ CustomerId StudentId task, Customer when Id PA+ executes the template, Student it Id will not see the imisid Id DuesList fields that are referenced in the template imis Id Aliases are case sensitive PartyId

33 Process Automation The Toy Assoc. Renewal Thank You Letter Sent to the member company s renewal contact. Included in the body of the is the company roster with titles and contact information, so that the recipient can let the membership department know of any updates. This has been tremendously helpful in membership s efforts to keep member data records up to date. It is triggered when the paid-thru date is changed to a non-blank value in the future. Uses two IQAs and a SQL view. The SQL view determines the correct paid_thru date range and prevents new members from being triggered.

34 Process Automation The Toy Assoc. Renewal Thank You Letter

35 Process Automation The Toy Association LOVE IT! Eliminated the need for the membership department to manually send out all process s. templates are branded, aesthetically pleasing and match our marketing campaigns. Once you have your queries and views in place, PA Plus is very easy to set up and accessible through the staff site. If you re using an OTB task or just want to trigger s using simple queries, it is a breeze.

36 Process Automation - Real-world examples

37 Process Automation American Board of Thoracic Surgery They serve the public by promoting excellence in practice through rigorous evaluation and examination, providing leadership in education, and ensuring high standards for professionalism, lifelong learning and certification in thoracic and congenital cardiac surgery. (They re a certifying board for surgeons.) Currently have 3 employees, but normally 5 6. New imis user. Cloud based.

38 Process Automation ABTS Maintenance of Certification Maintenance of Certification Process (high level) 10 year term Milestones to be completed at 5 and 10 year Physician can have one or two certifications. The different certifications were on different cycles. Now merging. Need to determine which certification held by physician Where is the physician in the certification term. If physician holds both, ready for merged applications or stay on separate tracks. All applications going to online Rules on when applications can be submitted and completed. Application fees: Fees for 5 year and 10 year milestone applications Fees for late submission in a date range 5 year milestone has additional fees if submitted in year 6, 7, 8 or 9.

39 Process Automation ABTS Maintenance of Certification Logic for Application Flow (10 year MOC - primary only) Set of alerts Set of alerts Triggered tasks Set of alerts

40 Process Automation ABTS Maintenance of Certification

41 Process Automation ABTS Maintenance of Certification Triggered tasks

42 Process Automation ABTS Maintenance of Certification Inserts into Subscription table Initates a set of Navigation Alerts Takes physician to ContactId Contact Id CustomerId Customer Id imisid imis Id PartyId Party Id StudentId Student Id Id

43 Process Automation ABTS Maintenance of Certification Triggered tasks

44 Process Automation ABTS Maintenance of Certification

45 Questions???

46 Interacting with Communication Template In order for the Communication Template to link the IQA with the communication template, you must select one of the following properties as a column or use one of these terms as a column alias: ContactId Contact Id CustomerId Customer Id imisid imis Id PartyId Party Id StudentId Student Id Id Aliases are case sensitive

47 Process Automation - Help Process Automation Help automation.htm Process Automation FAQ automation_faq.htm Process Automation Tutorial an_automatic_ _tutorial.htm

48 Your Presenters Mia Redovan, AAPM&R Brenda Barnhart, RSM US LLP

49 Process Automation The Toy Association Welcome Letter Sent to all new member company reps Uses a simple IQA. The s are triggered when a non-blank value is inserted in the join_date field. Branded, aesthetically pleasing, communication template.

50 Process Automation The Toy Association Confirmation Copied the OTB event confirmation task and changed the query so that only people registering for five specific TOTY functions would get it. Scheduled the task to run every time someone registered and/or modified their registration. Created an event-branded communications template.

51 Process Automation The Toy Association Cancellation Letter Sent to all member company reps. Uses a simple IQA. The is triggered when the cancel_date field is changed to a non-blank value.

52 Process Automation The Toy Association Confirmation For the Toy of the Year (TOTY) Awards registration, in addition to the imis-generated order confirmation , we needed an directing registrants to a link where they could enter attendee names. As the event drew closer, we also needed to send out reminder s to those that hadn t entered attendee names.

53 Process Automation The Toy Association Reminder Instead of using a scheduled task, we created a query for each of the functions where attendee names where required and assigned them to each template. This allowed us to trigger the as needed, not rely on a specific action by the recipient. Each time the was triggered, we were able to review the recipient list and uncheck anyone we didn t want to get the .

54 Thank You to Our Partners STRATEGIC PARTNERS CORPORATE PARTNERS Americaneagle.com Ascension Technology Solutions, LLC Association Technologies, Inc. C Systems Global CadmiumCD Computer System Innovations Intuitive Business Concepts ISG Solutions MemberPrime RSM US LLP Visual Antidote EVENT PARTNERS Armstrong Enterprise Communications EventLink Higher Logic ifinity PLC Lane Services, LLC Source of Knowledge