1. Organization Hierarchy

Mission Staff

What is your Mission Staff?

Examples are: Rural Development (RD),

Farm and Foreign Agricultural Services (FFAS)

Division

What is your Division within your Mission Staff?

An example is:

Within Mission Staff 'RD' the Division is 'Rural Housing Service (RHS)'

If your Business Process is anchored to the Mission Staff, the Division may be 'None'

Agency

What is your Agency within your Division?

An example is: Within Mission Staff 'RD', Division 'RHS', the Agency is 'Single Family Housing (SFH)

If your Business Process is anchored to the Mission Staff, or to the Division, the Agency may be 'None'

Groups and Sub Groups

Additional Groups and Sub Groups may exist as mandated by the Business Process.

An example would be Mission Staff 'RD, Division 'RHS, Agency 'SFH, Group 'Centralized Servicing Center (CSC)', Sub Group 'Escrow Analysis Unit (EAU).

Users, Roles, and Positions

List Individuals who will be in the group.

Note any special Role an individual should have if known.

Possible Roles are:

Administrator for the Agency

Administrator for the Group only

Administrator for the Group and Sub Groups

Work Flow Creators

Group Task Assigners

Note any special Position an individual should have if known. The advantage to assigning tasks to a position is that the users within the position can be changed without having to change any workflows

Some common Positions are Director, Branch Chief, Administrative Support, CCO, and Subcab.

Position: Anyone within the group who holds that position can complete the task.

A customized list of positions can be created for a group.

2. Meta Data Fields

Identify any specific Meta Data Fields required in your Business Process. Include the range of acceptable values and whether or not the field is required. This information will help developers to customize the folder screens if that is necessary.

3. Document Types

Identify any types of Documents that you will use including those that are specific to your Business Process. Some common Document Types are Incoming, Attachment, and Draft. Specialized Document Types may include Performance Appraisal, Tenant Certification, or Security Clearance.

The identified Document Types can be used to create a Customized List of Values for your Business Process or Organization.

4. Subjects

Identify the Subjects that are used to describe or which have meaning for your Business Process. Some common Subjects are Crops, Animals, and Security. Specialized Subjects include Unauthorized Assistance, Tenant Information, and Employment Issues.

The identified Subjects can be used to create a Customized List of Values for your Business Process or Organization.

5. Creating a Simple Workflow

Identify the end products, accomplishments, milestones for your Business Process.

Identify the steps needed to complete each end product, accomplishment, milestones.

These steps become tasks within a workflow that will complete end products, accomplishments, milestones.

  • Select or add the task name
  • If the Task Name is typed in enter the number of business days expected to complete the task.
  • Select the Task Type:

Standard - Task must be completed for workflow to proceed

Informational - Task does not require completion.

Approval Required - Review task that the assignee approves or rejects

  • If any group or individual must be notified upon completion of the task select Folder Owner, Me, or Other (another Selection Screen needs to be opened to select)
  • Select the group, person, or position responsible for completing each task.
  • Save the workflow to a library with a name that helps describe the process it completes.