Sales Order Fulfillment Process
IST 301:
Section II: Business Processes
II-B IBM Holosofx Workbench
Abdullah Konak
School of Information Sciences and Technology
Penn State Berks Lehigh Valley
A. Konak IST 301/ Intro to IBM Workbench 2
Components Creating a New Organization File
Organization: Organizational Units, You should start your work by creating a new Organization File.
In IBM Holosofx Workbench, an Organization File is stored in a
Functions, Roles, Employees, Resources folder of the same name. The Organization Folder contains the
Organization File and all the files related to the Organization
Process: Taks, External Entities, Phis (input File.
and Outputs), Connections, Mediums,
Processes, Decisions, and Choices 1. Open IBM Holosofx Workbench. The Organization File dialog
box appears.
Attributes: Cost, Time, Place, State 2. Select the Create A New Organization radio button.
3. Click OK. The New Organization dialog box appears.
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Applying the Appropriate Editing
Creating a Process
Mode
The Process modeling capabilities of IBM Holosofx Workbench
can be used for many purposes. The data required for modeling 1. Select File > Save Process As with the
in preparation for Procedure Publishing can be different from the untitled Process opened. The Process
data required for modeling in preparation for Workflow
integration (Refer to the Integration Guide for more information Name dialog box appears.
about modeling Processes for Workflow Applications).
2. Type "Sales Order Fulfillment" in the Name
box.
1. Select Format > Editing Mode. 3. Click OK or press Enter.
The Editing Mode dialog box will
appear.
2. Select the Basic Mode radio
button.
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Data Repository: Creating External
Working with the Data Repository
Entities
The Repository allows for the storage and 1. Select Repository > Organization Data > External
management of different types of data tailored to Entities. The External Entities dialog box appears.
individual Processes, independent of Process model 2. Type "Customer" in the Name box. Click the Organization Data >
Roles. The Roles dialog box appears. 1. Select Repository > Documentation Data
2. Type "Order Processing Clerk" in the Name > Functions. The Functions dialog box
box. appears.
3. Type "500" in the Standard Cost box and 2. Type "Customer Services" in the Name box.
then select the cost increment "week." This
entry reflects $500 a week.
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Data Repository: Creating Data Repository: Creating a
Organization Units Working Calendar
Organization Units are the building blocks of A Calendar defines daily work shifts, weekly
your organization's structure. Units usually working/non-working days, and annual holidays of
your organization. IBM Holosofx Workbench comes
represent departments, divisions, or sections.
with a standard calendar already installed.
1. Select Repository > Organization Data > 1. Select Repository > Organization Data > Calendars. The
Calendar dialog box appears.
Organization Units. The Organization Units
2. Type "Corporate Calendar" in the Name box.
dialog box appears. 3. To define the hours in your workweek, type "7" instead of “8” in
2. Type "Order Processing" in the Name box. the Day (Hours) box and "35" instead of “40” in the Week
(Hours) box.
4. Click the "M" square of the rectangular calendar to select
Mondays.
5. Type "9:00" as the starting time instead of "8:00" in the
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External Entity External Process
External Entities model either individuals or The External Process is the activity that is
organizations outside the company that performed by an outside organization within
interacts with your Process. your Process.
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External Entity Attributes Adding An External Entity To Your
This attribute
defines whether one
1. Click the External tool button on the ADF
or more activities
can process the Phi
Toolbar.
simultaneously.
2. Click inside a cell on the grid to insert an External
If an external entity
Process/Entity Object inside that cell.
is not available in
the combo boxes,
3. Select the Pointer tool button , either by clicking
Elapsed Duration is the
total length of working time
click here to create the Pointer tool button on the ADF Toolbar, or by
it.
that the External
Process requires. right-clicking anywhere on the diagram.
The Calendar assigned to an
4. Double-click the External Process/Entity Object you
External Process defines the
Working Hours during which an
have just inserted. The External Process/Entity
This is available only for
External Process can begin (e.g.,
from 9:00 a.m. to 5:00 Object dialog box appears.
External Process Objects. p.m.).
The Start Option specifies
additional conditions for the
5. Select the Entity radio button. Select "Customer"
start of the External
Process.
from the External Entity list.
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Phis Phis : General Attributes
Phis model input/output objects to activities in
a Process Model. A Task may or may not
transform a Phi during the performance of the This attribute
defines whether one
This is a check box
or more activities
task. can process the Phi
simultaneously.
to specify if the Phi
will be a copy that
will be tracked
through the Process
separately from the
A Phi Type is a class original Phi.
or a group of Phis
sharing a common
factor.
There are three (3) Use these buttons
Phi Type categories: create new Phi and
Paper Document, Phi types which are
Electronic Document, not available in the
and Other. Phi Types
are assigned a combo boxes.
category.
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Phis: State Attributes Adding “Phone Order” Phi
A Phi can be assigned different states, but can hold only one state at a 1. Click the Phi tool button to draw a Phi object.
time at any location in the diagram. For example, you can define the
states of a document to be Approved, Not Approved, or Pending. 2. Click inside the cell to the right of the "Customer" object to
Defining Phi States aids in modeling the status quo of the Phi and in insert a Phi Object inside that cell.
analyzing its life cycle through the Process. 3. Select the Pointer tool . Double-click the Phi Object you
have just inserted. The Phi Object dialog box appears.
4. Type "Phone Order" in the Phi list.
If a state is not
available in the
5. Click Phi Type button
combo box, type 6. Type "Phone Call" in the Name box, then click Ok.
the state name
here, and then click 7. In the The Phi Object dialog box , select Type as "Phone Call".
apply.
Click Ok to finish.
8. Click the Connector tool button to connect the two objects
in your diagram.
9. Click and drag from the center of the "Customer" External
Entity object to the center of the "Phone Order" Phi object.
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Partner Interactions Partner Interactions Attributes
Partner Interactions can be considered to be
Phis of a very specific purpose. They This attribute defines
the expected number
represent electronic data that is transferred of transactions
between business
partners for a given
If a partner
interaction is not
between one company and another for the period of time. available in the
combo box, create
it by clicking here.
purpose of a business transaction. This attribute defines
the amount of time
you would expect
the Receiving Partner
to respond to the
message—if a
response is
required. When the
Time Out has been
exceeded, the
message can
be sent again the This attribute defines
number of times as the number of times
specified in the Times the transaction will be
to Retry sent to the receiving
attribute. Partner if the Time
Out is exceeded.
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Tasks Task: General Attributes
IF a Role, Function, Application, Org. Unit, or Calendar is
not available in the corresponding combo boxes, you can
A Task is the lowest level of work in the create new ones by clicking these buttons.
An Organization Unit can be
Process Modeling of IBM Holosofx A Role is assigned as
assigned as being
responsible for the Task. This
Workbench. If you do not want to break down being responsible for
performing the Task.
assignment can be used to
determine
the time and costs associated
an activity into a lower-level of detail, then with the Process for each
Organization Unit that
participates.
model that activity as a Task. An Application can be
assigned as being A Function represents
utilized for the various management
If you do want to break down an activity into a performance of the
Task (eg. Word
functions performed in your
organization. Examples of
processing )
lower-level of detail, then model that activity these Functions are
Production, Sales, Marketing,
and so forth.
as a Process. Elapsed Duration is the
total length of working
time that the Task
takes from the time the
Task begins to when it The Start Option specifies
actually ends. A Task additional conditions for the
begins when the Phi(s) start of the Task.
arrive and the Start
Option is satisfied. A Working Duration is the total length of
Task ends when the time that the Resources actually Workbench The Calendar assigned to a Task defines
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Phi(s) leaves. spend performing the Task. the Working Hours during which a Task 24
can be completed
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Task : Classification Attributes Task: Resource Attributes
Tasks need Roles (Staff), Application, or other Resources (machinery,
facility, tools, services etc.). Tasks consume resource and inquire cost.
A task may use
multiple number of a
resource
Use these buttons
create new
The names of the
resources used by resources which
the task are now available
in the combo
boxes.
Click on next row (white
space) to add a new
resource Use these buttons
create new
resources which
are not available in
the combo boxes.
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“Enter Order Information” Task Decisions and Choices
1. Click the Task tool button on the ADF Toolbar. A Decision is a situation with multiple Choices.
2. Click inside the cell to the right of the "Phone Order" Phi object to insert a Task
Object inside that cell. During the Process, you may encounter situations
3. Select the Pointer tool that result in conditions that influence the routing of
4. Double-click the Task Object you have just inserted. The Task Object dialog box
appears. work. A selection must be made in these situations to
5. Enter "Enter Customer Order" in the Task Name list. define the subsequent Tasks (for example, the
6. Select "Order Processing" from the Organization Unit list. question, “Is a review required?” requires a Decision).
7. Select "Order Processing Clerk" from the Role list. If a review is required, review Tasks should be
8. Select "Customer Services" in the Function combo box. performed. Otherwise, no review Tasks need to be
9. Type "20" in the Elapsed Duration text box and then select "Minutes"
10. Type "10" in the Working Duration text box and then select "Minutes"
considered.
11. Click the Classification tab at the top of the Task Object dialog box. The Decision can have many outcomes, which are
12. Click the Real Value Added radio button to set the Value-Added called Choices. The Choice determines which path
13. Click the Not Quality Control radio button to set the Quality Control
14. Click the Potential Workflow radio button to set the Workflow
the Process takes. Choices have a probability
15. Click OK or press Enter. The Task Object will be defined. attribute that is used to calculate the full probability of
16. After you have modeled the "Enter Order Information" Task, make a connection a given path through the Process.
from the "Phone Order" Phi to the Task.
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Decision Types Decision Attributes
Binary Decision Multiple Decision
A Binary Decision does not use Choice
Objects. The position of the exit point of
the two (and only two) Connectors
determines the Choice. The “Yes” Choice Multiple Decisions use Choice Objects to model Binary Decisions have
A Decision that is a Follow will two default Choices:
exits from the right point of the Decision the two or more Choices that are part of the be treated as a copy that Multiple Decisions have no default
Yes and No. You
diamond. The “No” Choice exits from the behaves exactly the same as Choices; therefore, the
Decision. All Connectors exit from the right point can modify the name
Choices can be created and named as
the Source Decision to which it
bottom point of the Decision diamond. of the Decision diamond and lead to a Choice is linked. For a given path
and percentage of
you prefer. The Choices and
occurrence, but you
These Connectors lead to the next object Object. The next objects in the Process are through the Process, either in cannot add another
their percentages are modeled in
Choice Objects, which are
in the Process (not a Choice Object). connected from the Choice Objects.
Case Generation or in Choice.
connected to the Decision Object in the
Simulation, the Choice that
was selected for the Source drawing.
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selected for the Follow
Decision.
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Follow Choice Attributes
A Defined Decision Object must be
connected to the Choice Object before the
Choice Object dialog box will open.
Percent of the time the
choice will be selected.
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Choices "Rejected, Off Shelf, or
"Type of Order?" Decision
Assembled Product"
1. Click the Decision tool button on the ADF Toolbar. 1. Click the Decision Choice tool button on the ADF Toolbar.
2. Click inside the grid cell to the right of the " Type of Order?". A
2. Click inside the grid cell to the right of the "Enter Decision Choice object will be inserted inside that cell.
Customer Order" Task. A Decision object will be 3. Add two more Decision Choice objects, one above and one below of
inserted inside that cell. the cell in Step 2
3. Select the Pointer tool 4. Select the Connecter tool.
5. Make connections from the "Type of Order?" to these three Decision
4. Double-click the Decision object. The Decision Choice objects
Object dialog box appears. 6. Select the Pointer tool.
5. Select the Multiple Radio Button. 7. Double-click the Decision objects to edit them. Your model should
look like as follows
6. Type "Type of Order?" in the Decision list.
7. Click OK
8. Connect the "Enter Customer Order" Task to the "
Type of Order?" Decision.
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Connectors Connector Attributes
Connectors are used to model both the sequence in
F/S: When this flag is
which activities occur and the Medium by which a Phi set, the source Task
must finish before the
progresses from one activity to the next. When a target Task can start.
F/F: If this flag is set,
the source Task must
Connector Object is defined in a diagram, it can be finish before the target
Task can finish.
connected with information from the Media category S/F: When this flag is
set, the source Task
This is the method of
in your Repository and can identify Transfer Time transferring the Phi
(e.g., a courier or a
must start before the
target Task can finish.
S/S: The source Task
that may be associated with the Phi transfer from one fax).
must start before the
target.
activity to the next. Certain rules must be followed Transfer Duration is
when drawing a Connector. Because a Connector the total length of time
that it takes to transfer
If the desired
medium not
the Phi with the
represents the forward progression in the Process Medium.
available in the
combo box, create
Diagram, a Connector can only be drawn going from The Calendar assigned to a
it by clicking here.
left to right. Medium defines the Working
Hours during which a Medium
can transfer the Phi (e.g.,
from 9:00 a.m. to 5:00 p.m.).
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Connectors that Pass through a
Connectors that Pass through a Phi
Decision
The main purpose of Connectors is to direct the flow from a source activity to a In some situations, the flow from a source activity is dependent on the
target activity. Phis can be part of the flow between activities (see the figure circumstances within the Process. That is, there is a decision that needs to be
below). Because the Phi is placed between two activities, the Connector that made as to which activity will be the target. Therefore, a Decision object should
represents the flow is divided into two Connector objects. This means that the be placed between the source and possible target activities (see the figure
Connector from source (Task A) to the Phi functions as the same Connector that below). There is a separate functioning Connector from the source activity (Task
goes from the Phi to the Target (Task B). If you add a Medium to the first A) to all of the possible target activities (Task B and Task C). The Connector
Connector, then that Medium is applied to the second Connector. For analysis from the source activity to the Decision is not used for capturing Media
purposes, the two (2) Connectors are treated as one (1) Connector. information. Only the Connector from the Decision Choices to the target
activities is used for Media.
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Process Objects
Primary and Secondary Connecters
(Within a process)
If the Start/Finish Flag is set to F/S (Finish/Start) or S/S (Start/Start), then the
connection affects the start of the target Task and the Connector is defined as a A Task is the lowest level of work in the
Primary Connector. Process Modeling of IBM Holosofx
If the Start/Finish Flag is set to F/F (Finish/Finish) or S/F (Start/Finish), then the
connection effects the end of the target Task and the Connector is defined as a Workbench. If you do not want to break down
Secondary Connector. These Connectors are drawn with a dashed line (see the
figure below). an activity into a lower-level of detail, then
In the Design Flow methodology, Secondary Connectors will be used to identify model that activity as a Task in an Activity
signals that are necessary for the completion of the activity, rather than the start
of the activity. Decision Flow Diagram. If you do want to
break down an activity into a lower-level of
detail, then model that activity as a Process in
S/F Flag=FF an Activity Decision Flow Diagram.
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Sales Order Fulfillment Process
Process Objects Within a process
To model a Process Object in an Activity Decision
Flow Diagram, it is necessary to draw it, define it, and
connect it with one or more input and output Phis.
Then you can open the diagram for the Process
Object and use the same input and output Phis to
start and end the model. IBM Holosofx workbench
will match the Phis at both levels (refer to the section
entitled Connecting A Process Object in an Activity
Decision Flow Diagram). With the matching Phis, IBM
Holosofx Workbench can properly insert the lower- Pack Customer
level Process into the higher-level Process during Order Process
Process expansion. In an Activity Decision Flow
Diagram, a Process Object is represented by a
square (see the figure below).
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Process: General Attributes Process: General Attributes
A Numeric Variable can be
assigned to the Process
that will define the number
of times that the Process
should be repeated (how
many times it will occur).
You can use this variable
instead of creating physical
copies of the Process in the
Process Model.
Displays basic statistics that include
the number of Tasks,
An Organization Unit is
Decisions, Process Objects, Phis,
assigned as being
External Processes, Organization
responsible for the Process.
Units, and Resources. You can also
specify the Elapsed Duration and
Working Duration of the Process.
A Role is assigned as being
responsible for overseeing
the Process. The
responsible Resource can
be an employee or
software.
Functions represents
various management
functions performed in your
organization. Examples of
these Functions are
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Production, Sales, IST 301/ Intro to IBM Workbench 43 A. Konak IST 301/ Intro to IBM Workbench 44
Marketing, and so forth.
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