MIMICS Process Flow Module System Overview
MIMICS Process Flow System is generalized so that any process can be tracked. It defines what steps are taken during any process. MIMICS Process Flow System allows the user to define the flow of a process with both automated and manual components. The user defines the events and decision points that occur during the flow and follow the transactions through the process. At each point a user will approve or disapprove the step determining the queue for verification by the decision makers at these points. For example during the approval step, if the user disapproves the transaction, the transaction will appear on another user’s screen for processing. An email may be automatically generated with instruction regarding the transaction. At some points along the way reports may be generated during the process or data may be exported at these points. The user has a dashboard on which they can view the transactions in the various queues and, if they have authorization, can verify that the transaction has met the criteria of the event, passing the transaction along in the process flow. The system will create alerts to the user for action to be taken, including action for transaction that become stale in the queue.
Simple Process Flow Example:
We want to set up a sales program based on leads generated from our website. Our website logs the prospect requests and passes them to our sales force. Our sales force calls the prospect and either makes a sale or adds the prospect to a call-back queue. This process is, of course, highly simplified but the flow is shown below.
The whole process can be described as a series of events with choices that can be made. These events and optional choices include the queue to which the transaction is sent, what is to be printed, if anything, and what kind of alerts to set.
Event Definition
The event is the basic unit in the Process Flow. The event defines when in the process something is to occur and is to be reviewed or approved. Various processes can occur within an event such as printing reports or adding additional data to the database. In addition, the “manager(s)” or person(s) responsible for each event is defined.
Flow of Events
The flow of events is defined by each event in the process. Each event defines the next event or events that can occur. For example, the next events to occur could be to approve the transaction and move it to the next event or to reject the transaction and send it back for further processing. The sum of all the events with their definition of the next events defines the flow of the process.
Alerts
When a transaction is sent to another event it can be sent with a special alert to the responsible party for that event. It will show up on the manager’s dashboard as usual but a pop-up alert will appear on that person’s screen.
Report Printing
Reports can be defined for each of the events so that the manager of the event can print this user-defined report. It could be a status report, list of items in the queue or any other report created from the database.
Additional Data Entry
At each event, data can be entered to the database by way of a user-defined screen. Automatically, the status of the event is added to the database but, for example, the user may be expected to collect some information from a customer or prospect that will be added to the database.
Dashboard
Each user has a dashboard that shows their queue(s) of transactions. The person may be manager of several events so there will be several queues shown. By double-clicking a transaction in the queue, the transaction is passed to the subsequent event. The manager is also able to print reports or add more data from the dashboard. The administrator has a dashboard showing the status of all transactions and all queues for all managers for monitoring purposes.
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