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In light of the rapid and continuous expansion in business and commerce sectors, attention to the quality and efficiency of services provided by institutions has become pivotal to ensure retaining current customers and not losing potential customers. However, the traditional mechanism used in these institutions to manage their operations, whether internal or directly with customers, has always suffered from shortcomings, so much so that it was always considered the weak link in the chain of administrative procedures followed in these institutions.

As a result of the above, a new technology has emerged that overcame most of the problems faced by institutions in managing their operations, which is what we will talk about, God willing, in this five-part post. Through these parts, we will detail all the definition aspects of all details of this technology, which has been adopted by prestigious international and Arab institutions..

What is Workflow?

– There is no approved Arabic scientific term for this foreign term, but it is customary to divide this term into two parts and translate each part separately to reach a meaning that adequately expresses the intended meaning of the foreign term. The first part (Work) is translated as 'عمل' (work), while the second part (flow) is translated as 'تدفق' (flow), resulting in an acceptable translation of the original term, which is 'تدفق العمل' (workflow). It should be noted that this translation will be used in this report.

– Workflow can be simply defined as the movement of documents, papers, or forms and related tasks to perform a specific business transaction.

– These steps are executed in a specific order and according to a set of systems and conditions to obtain a result. (Continue the article after the break)

What is a Workflow Management System?

Following the previous method, this foreign term has been translated as 'نظم إدارة تدفق العمل' (Workflow Management Systems). It is a package of software and applications used to support, manage, and execute 'workflow'.

Many of these systems provide the ability to standardize and analyze a specific 'workflow' process to ensure identifying weaknesses or problems facing this procedure, and thus overcome them to ensure the best possible workflow process.

Most of these systems integrate with other systems such as database systems, email, etc. This integration provides a strong structure and foundation for documenting all procedures or 'workflow' processes, in addition to providing the ability for other systems to benefit (integration) with the current system.

Features of Workflow Management Systems:

– Transaction Definition Tools:

A graphical or textual tool for defining a specific (new) transaction. Any event or procedure within a transaction must belong to an employee within the requirements of the transaction or to a device that performs a specific function related to the transaction.

– Simulation and Modeling:

Some workflow management systems provide the ability to simulate and model (create models of devices, procedures, conditions, and employees) the work environment for a specific transaction, to examine and test the quality of performance on a small scale before deploying it.

– Creating and Controlling a New Transaction:

Requesting a new transaction (by the customer) and managing it according to the procedures and steps associated with that transaction 'workflow'.

– Decision-Making Mechanism:

There are conditions or rules specific to each process, procedure, or step performed by this transaction that clarify how to link these steps and their requirements and make decisions based on these conditions.

– Document Routing:

This feature enables adding comments and instructions from any users or devices of the workflow system that indicate something specific. This service does not affect the original document at all.

– Embedded Tools:

A set of additional programs and tools that may be needed to execute a specific step related to this transaction, such as a word processor, image processor, or other standard (traditional) tools.

– Providing Lists of Works and Tasks:

Within the scope of the workflow management system, there is a set of people and devices that complete a step among the steps assigned to finish a specific transaction. Each part of this system may receive more than one task to perform at the same time. This tool arranges these tasks according to their importance and type.

– Automatic Execution of Procedures Related to a Specific Transaction:

A set of procedures related to a specific transaction can be executed automatically, such as writing a message or sending a request to another party in the system to complete a specific procedure.

– Alert for Events Related to a Specific Transaction:

Some procedures may require specific interaction from the transaction owner, such as signing a certain document, paying certain fees, or being notified of the completion of the transaction. All these procedures and others are executed by this tool.

– Message and Mail Distributor:

A tool that provides a service for sending and receiving messages and mail within the scope of the system 'Workflow Management System'.

– Monitor of Procedures Related to a Specific Transaction:

The system allows tracking the procedures and deadlines for each transaction step by step in real time.

– Accessing Information via the Internet:

Some workflow management systems provide the ability to access and follow transactions via the Internet, in addition to providing the ability to perform or view information, conditions, and events related to a specific transaction without the need for personal presence at the institution.

– Management and Security:

Providing an integrated system for managing the system 'Workflow Management System' by controlling and distributing security and execution permissions, backup and restore processes, security operations, system monitoring, and everything related to management and security.

|| End of Part One. I hope this part receives acceptance and encouragement (this is my first post). I am ready for any inquiries...

Your brother, Ahmed Al-Nayeb

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Managment System WFMS Workflow

Ahmed Al-Nayeb Email Last update: May 23, 2009

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