We start by providing you with an overview of the key feature of the IBM BPM Process Portal.
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- Bartholomew Reed
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1 Lab 1 Process Portal 1.1 Overview This lab exercise will make you familiar with the key capabilities of the ready-to-use Process Portal included with IBM Business Process Manager (BPM). You will experience how Process Portal enables task management, task completion, and process visibility. In the second part of the lab, you will experience collaboration. 1.2 Introduction Process Portal provides end-users with a ready-to-use environment that allows them to manage their tasks, interact with the user interface of business processes and collaborate with other users. Process visibility can also be acquired through Process Portal. It is the user interface environment that allows users to interact with, and gain visibility over, business processes. It is provided as a ready-touse web application that also has rich collaboration features. Process Portal can be customized to fit the graphical look and feel of each company. Customers may also opt to create their own process portal. However, it is important that you consider the value you can get by simply reusing the portal capabilities that IBM BPM offers ready for immediate use. 1.3 Exploring Process Portal We start by providing you with an overview of the key feature of the IBM BPM Process Portal Importing the Process application and managing users In order to experience the various capabilities of the Process Portal, you will import a version of the Mortgage Approval process that we have tailored to highlight certain features in this lab. Also, you are going to associate some users with Teams in your Process Center environment, so that you can fully experience task management and collaboration. The users were previously created for this lab. 1. Startup the environment, if not already started: Your environment should be up and running before you continue with this lab. Your instructor probably did this setup ahead of time. In case it is not running, please follow the procedures described in the Appendix. Lab 1 Process Portal Page 1
2 2. Import the Process App: We have provided a specially modified version of the Mortgage Approval application. Let s import it into the Process Center: a. If not already logged in, login into Process Designer with the following credentials: Username: admin Password: admin Click Log In and then click Yes at both Security Alerts that might appear. Lab 1 Process Portal Page 2
3 b. Make sure you are at the Process Apps tab by clicking Process Center in Process Designer. c. From the Process Center, click on Process Apps. d. From the Process Apps tab, click on Import Process Apps on the right side. Lab 1 Process Portal Page 3
4 e. Click Browse and select the following file: C:\BPM-V8.5.5-PoT\LabWorkbook\PORTAL\Mortgage_Application_Process_Portal - V1_-_Initial.twx Click Open and then click OK. At the Import Process App, click Import. f. Once the import operation is complete, open the Process Application in the designer by clicking Open in Designer: Lab 1 Process Portal Page 4
5 We have previously created three users for you that we are going to associate to each role that is part of the process, defined as Team members: Jane is a member of the Mortgage Officer team. She will initiate mortgage applications. Jack is skilled in reviewing and collecting mortgage information. He is recognized as a SME and is an Underwriter team member. Mike is responsible for mortgage approvals. He is a member of Mortgage Managers team Create Teams and associate members Let s now create the Teams we are going to associate to each lane and then associate the existing users with the appropriate Teams in the process. You should have the Mortgage Approval Process application opened in the designer perspective. 3. In the navigator pane, click in the right of Teams, and then click on Team: 4. You will be prompted to enter the Team name. Type Mortgage Officers: Lab 1 Process Portal Page 5
6 Teams can be populated with users or groups. The association between teams and groups or users can be modified later on, after deployment, if required. 5. Click Add User and select Jane to be a member of this group. 6. Below the Members section, select the manager team for Jane s team as Mortgage Managers (this team was created for you, if you are not seeing the Managers section, scroll down until it appears): Lab 1 Process Portal Page 6
7 7. Click Save, then close the Mortgage Officer team editor: Repeat previous steps to create the Underwriters Team and to add user Jack to that team, as well as set the managers for the team. Now, to add Mike to the Mortgage Managers Team, which we created for you ahead of time: a. b. c. Click Teams and then double-click Mortgage Managers under Teams. In the editor pane that opens up, click Add User and select Mike to add it to the Members list. Save your work (Ctrl-S) Associate the Team to a swim lane Now, we need to associate the appropriate Team to its specific swim lane From the process library, click Processes and then double-click on Mortgage Approval Process. The business process diagram will open. Click anywhere in the white space within the Mortgage Officer s lane. Lab 1 Process Portal Page 7
8 12. In the Properties pane beneath the process diagram, click Select button by Default lane team. You will be shown the list of available teams to select. a. Select Mortgage Officers The settings should look like as follows: Save your work (Ctrl-S). Perform the same steps for the Underwriters swim lane, mapping it to the Underwriters team. Perform the same steps for Mortgage Managers swim lane, using Mortgage Managers team Exposing process information and start action to the Process Portal We want to expose the process to the Process Portal, so that only selected users can start a new instance of the process, and only certain users can view the dashboards that relate to it. Lab 1 Process Portal Page 8
9 We want to make sure that only members of the Mortgage Officers team can start an instance, and only Mortgage Managers can see the dashboards. 16. In the process diagram editor, switch to the Overview tab: 17. Now, focus on the Exposing section of the settings: a. Use Select in bottom right to make the Teams selections: i. ii. iii. Map Expose to Start to Mortgage Officers. This will authorize any member of the Mortgage Officers team to start a process in the Process Portal. Map Expose Business Data to All Users. This will allow users to leverage certain types of data, for instance it will allow end users to search for tasks based on business data. Map Expose Performance Metrics to Mortgage Managers. This will allow any member of the Mortgage Manager team view the Process dashboard and the Team dashboard, both of which are provided by the Process Portal. Your settings should look like the following screenshot: 18. Save your work (Ctrl-S). 1.4 Exploring the Process Portal main capabilities Let s now play around with the various users in the Process Portal Work in the portal as user Jane of the Mortgage Officers team: 19. Open Firefox and navigate to At the security exception, add a security exception for the page. Lab 1 Process Portal Page 9
10 20. Log in as Jane using password as the password. You will be taken to the task list for user Jane. Initially, the task list might be empty: 21. Let s populate it with some tasks. On the right side, under Launch, click a few times (four times is enough) on Mortgage Approval Process to initiate a few processes and kick off a few tasks: 22. You will see a few of these pop-up messages, indicating that new process instances have been initiated: Lab 1 Process Portal Page 10
11 23. If necessary, click Work on the top bar to refresh the task list. You should now see a number of tasks, all Due Today: Lab 1 Process Portal Page 11
12 24. Later on, we are going to show you how a user can start working on a task immediately right now, the tasks just appear on the task list and are ready to be claimed. Let s now take a look at the Main Tab Bar: Work This is the Task List for the currently logged-in user. A second sub Tab bar may appear if Saved Searches have been defined and are available to this user (we will see that later). Processes This is a dashboard that allows (process) Instance Owners to query, view and act on in-flight and completed process instances. This is where ready-to-use and custom Dashboards will appear. Additional Dashboards Ready-to-use dashboards include Team Performance and Process Performance Custom Dashboards are created on a Process App by Process App basis as Human Services that can be exposed as Dashboards to selected Teams. Individuals can easily customize the set of dashboards they view and in what order by clicking, dragging and dropping. 25. Let s now take a look at the navigation section on the right side: Lab 1 Process Portal Page 12
13 Launch This provides a list of available Processes and Services the user is permitted to start. We have already had some experience using the launch panel. If multiple versions of a given process are exposed and activated, then the process app name will appear in parenthesis. Following Following provides a place to view tagged process instances users have chosen to follow (by clicking a star). This way a user can easily stay on top of particular processes. Similar to Twitter, this is the place where users can view messages from anyone who has mentioned them (in the context of working on a process). Also included will be a link to the particular Often, this communication happens in , phone and generally outside the BPM environment. However, now, people can collaborate with one another within the instance provides a list of all the contributions the current user has made across all streams. This data is stored and can be analyzed later for process improvement (i.e. why are there so many mentions at step 6?). Now we understand the basics of Process Portal, let s claim and complete a task. 26. Click Work, again on the main tool bar. (Some of the tasks may be overdue by now, that is ok): Lab 1 Process Portal Page 13
14 27. Click on a task name (for example, the first one on the list). A pop-up tells you that you are about to take responsibility for the task: 28. Click Claim Task. The first coach of the task will be displayed in the Process Portal. In tasks list, it shows that Jane is performing this step. The green ball shows that she is online. Lab 1 Process Portal Page 14
15 29. Before you fill out the form and complete the task, click the pull-down menu below the task header and familiarize yourself with the various operations you can perform while working on a task: Notice that you can: Modify the task (that is, assign it to a different user) Reassign it to the participant group (that is, unclaim it) Collaborate with other users (ask your instructor to demonstrate this feature). This option may not show up for you now because Jane is the only member of Mortgage Officers. Inspect the characteristics of the process instance the task belongs to View the instance diagram in a graphical format. 30. Fill out the Applicant Information form with data. Fill out the Application Information tab form, too, with data of your choice, and click Submit. The task is now complete and should disappear from your inbox. This action also causes the process to move to the next step, which is up to Jack to perform Viewing business data on the task list 31. In order to see business data in the Portal, you need to select what data you want to track. Note that you should only judiciously track a small subset of variables, especially if you enable autotracking. Auto-tracking is a mechanism that tells IBM BPM what fields you want to track and it will track their values everywhere in the process. Lab 1 Process Portal Page 15
16 32. Open the Mortgage Approval Process and click Tracking. Check Enable Autotracking for the process: 33. Click Variables and then for each of the following fields (application.customer.firstname, application.customer.lastname, application.customer.city, application.mortgage.mortgagetype, application.mortgage.amount), check Visible in Process Portal (leave the default name) and check Track this Field (leave the default name). For example, application.customer.firstname looks as follows: 34. Verify your tracking selections: 35. Save the process Lab 1 Process Portal Page 16
17 36. To let BPM know what fields you want to track and business data you want available in a search, select File! Send Tracking Definitions (or, File! Update Tracking Definitions if you have done it at least once), then click OK From the Process Portal still logged in as Jane, start four other process instances and complete and submit Enter Application Data for one of the instances. Log out of Process Portal, and log back in to Process Portal as Jack (password is password). Jack is a member of the Underwriters team. Jack should have two tasks on his task list at a minimum, the one related to the process created by Jane: Since we configured IBM BPM to save certain data for display/search (Visible in Process Portal), we will begin to see that behavior upon subsequent user activity. However you may need to first open your form again and then click on the Work tab before you will see the data. 39. Click anywhere in the grey area of the task entry to display some of the key business information associated with the task: If the details don t appear for the first task, click on the second task. Lab 1 Process Portal Page 17
18 40. Notice that we have exposed some of the key business data to the task list, so that you don t even have to open or claim the task to understand what it refers to. Now, click the pull-down menu by the task name: 41. Notice that Jack who did not originate the process has fewer options than Jane in terms of managing the task. Click View Process Diagram: Lab 1 Process Portal Page 18
19 42. As you would expect, the process is waiting on the second activity in the flow, highlighted by the yellow halo. Click Enter Application Data to reveal some of the details (the details in your screen can be a little bit different from the screenshot below): Now, log out of Process Portal, and switch back to the Process Designer. We want to explore how to make it possible for a user to start working on the first coach by just kicking off the process (without going to the task list). In the navigation view on the left, click Processes and then double-click Mortgage Approval Process. The process editor comes up with the process diagram (if not, just click in the Diagram tab). Lab 1 Process Portal Page 19
20 1.4.3 Starting a process with the first Coach Let s make it possible for Jane to kick off a process, and be prompted immediately with the first screen Click Enter Application Data and in the Properties pane, click Assignments. Change the Assign To: field to Lane, if not already set to lane Change the User Distribution: Last User Save the change (Ctrl-S). Go back to the Process Portal and log in as Jane again. Lab 1 Process Portal Page 20
21 50. Under Launch, click Mortgage Approval Process again. This time, the first coach opens automatically on the main pane of Process Portal. 51. Log out of Process Portal. 1.5 Navigate the built-in dashboards Built-in dashboards for visibility are one of the areas that experienced great improvements in version 8.5 of the product. There are new, more appealing, more functional, and more powerful dashboards both for Team Performance and for individual Process Performance. Let s take a look at these dashboards Process Performance Dashboard The Process Performance dashboard allows authorized users to monitor the process activity, identify atrisk or overdue processes, and take appropriate actions to correct those situations. Let s take a look at it In the web browser, log out of Process Portal and log back in as Mike (password is password). If you recall, Mike is a manager and you earlier gave mortgage managers authority to view these performance metrics. Click Process Performance on the main toolbar: Lab 1 Process Portal Page 21
22 You will be presented to the general process performance page, where you can see the processes you are authorized to monitor: This page provides you with an overview of the all the processes for which performance data was made accessible to you. The overview page shows a pie chart for each process (as long as there are active instances), and gives you an immediate sense of whether processes are on target, at risk, or overdue. Since we just created a few instances, our Mortgage Approval Process should be 100% on target (the pie chart is all green). 54. Click Mortgage Approval Process to look at the detailed process performance metrics. Lab 1 Process Portal Page 22
23 A new page opens up, showing a wealth of information about this process. Keep in mind that the metrics, the number of open tasks, and other elements in the page may look different on your system, since they are a function of time, and of how many instances were created in the past - but the screen should look similar to the following: a. b. c. d. The Quick Stats section gives you high-level information regarding the overall health of this process The Turnover Rate section provides an indication of how rapidly instances are created and completed. The Instances in Progress section (on the right-hand side) provides a quick view of the running instances of the process. Scroll down, and you will see another section named Average Duration that provides consolidated information for the tasks of all instances. This diagram shows how long each activity takes in average, and how frequently that activity is executed throughout the various process instances (keep in mind that activities could be executed only in some cases, depending on the logic within the process). Click on any task to see its information. In order to see the Average Duration dashboard populated, you need to complete at least an instance of a Mortgage Approval Process end-to-end and have it s status as Completed. If you choose to, please complete at least one instance. e. Click on Diagram tab. The dashboard will show the process diagram and consolidated information about its tasks. Keep in mind that here you are not looking at a specific instance, you are looking at the behavior of the process overall, in statistical terms. Lab 1 Process Portal Page 23
24 f. Make sure the Show tasks count checkbox is checked: g. This enables the diagram to show the task count for each task in the process, as highlighted below. Click on the task count, and observe how the list of instances in the Instances in Progress section reacts (only the instances that currently have that particular active task are shown): Feel free to explore, for example, by clicking on any process instance to drill down to that specific instance and analyze the related information Now, let s navigate to the Team Performance dashboard and check how a manager can visualize the activities associated with the managed team members. 55. Click Team Performance on the main toolbar. The dashboard main page will be displayed. You should see two teams, because we configured Mike to be a member of the Mortgage Managers team, which manages both the Mortgage Officers and the Underwriters (the pie charts may be different, depending on the timing, number of active instances, and so on): Again, the main page of the dashboard gives you an immediate sense of whether your team are working effectively enough, or falling behind schedule. Lab 1 Process Portal Page 24
25 56. Click Mortgage Officers to drill down and inspect the performance of that team: The appearance is similar to the Process Performance dashboard, but the information is specifically associated with the Mortgage Officers team. On the right-hand side, there s the Roster section that shows how the team members are performing individually (here we only have one team member). If we had multiple team members, the list would show the most productive individuals first (those who have completed the larger number of tasks). 57. As a manager, you can further drill down and check out the status of the various tasks assigned to your team members. Click Team Tasks to switch to that tab and observe the details: Lab 1 Process Portal Page 25
26 On the left, you can see the distribution of activities throughout time: you can click on a specific day of the week, and focus on activities that are due that day. 58. This dashboard also allows you to take corrective can take actions on these activities, for example, you can reassign a task to another user: click on the pull-down located by one of the task, and then Modify Task: You will see a dialog that allows you to select either a different team or a different user for that specific task. If there is only one member of the team, you will only see a user selection and the option to assign to team or individual, as shown above, will be slightly different. This concludes the lab! 1.6 Summary In this lab, you have explored the ready-to-use Process Portal that comes with IBM Business Process Manager. Lab 1 Process Portal Page 26
27 You should now understand how the Process Portal allows users to focus on the most urgent tasks at hand, and how it also offers an environment for interacting with business process instances and completing tasks. Also, you experienced the new built-in dashboards, which offer a powerful visualization of the process health and ways to take action to improve process effectiveness. Lab 1 Process Portal Page 27
28 Appendix Start Process Center Process Center Process Center is a component of IBM BPM that provides a shared repository for BPM development, testing, deployment, and overall BPM governance. We will be connecting to Process Center as we design the process to iteratively develop and test our process design Locate the Servers shortcut folder on your desktop. Double-click Servers shortcut folder to open it. Double-click Start PC Server as shown. Lab 1 Process Portal Page 28
29 The server will take approximately five minutes to start. Please wait for the server to start completely. (The command window will disappear once you press any key to continue.) Start Process Designer Process Designer Process Designer is a component of IBM BPM that enables multiple roles to collaborate on process design. The same tool is used for designing the process diagram, user interface screens, the dashboard metrics (KPIs and SLAs), process rules, and integration services. We will start Process Designer and connect it to Process Center to begin Locate the Tools shortcut folder on your desktop. Double-click Tools shortcut folder to open it. Lab 1 Process Portal Page 29
30 64. Double-click IBM Process Designer 8.5 as shown. End of lab Lab 1 Process Portal Page 30
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