How to Describe Workflow Information Systems to Support Business Process
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How to Describe Workflow Information Systems to Support Business Process Josefina Guerrero García, Jean Vanderdonckt, Christophe Lemaige, Juan M. González Calleros 1Université catholique de Louvain, Louvain School of Management Place des Doyens, 1 – B-1348 Louvain-la-Neuve (Belgium) Abstract ticipant to another for action, according to a set of pro- cedural rules” [26]. Workflow Information Systems (WIS) cover the application of information technology This paper addresses a methodology for developing to business problems. Its primary characteristic is the the various user interfaces (UI) of a workflow informa- automation of processes involving combinations of tion system (WIS), which are advocated to automate human activities with information technology applica- business processes, following a model-centric ap- tions. Owing to the fact that the users of a IS interact proach based on the requirements and processes of the with it through its user interfaces (UIs) in the pursuit organization. The methodology applies to: 1) integrate of organizational goals, flexibility in creating them is human and machines based activities, in particular therefore important. We will explore a systematic way those involving interaction with IT applications and to define UIs for a WIS. The workflow model defines tools, 2) to identify how tasks are structured, who per- what processes and tasks need to be fulfilled and their form them, what their relative order is, how they are possible ordering; hence the workflow model is a offered or assigned, and how tasks are being tracked. ‘framework’ for creating task model, hence the task For this purpose, workflow is recursively decomposed model is suitable for developing UIs. into processes which are in turn decomposed into A short introduction to task and workflow modeling is tasks. Each task gives rise to a task model whose struc- given in section 2, and a modeling language is pro- ture, ordering, and connection with the domain model vided. Section 3 presents the underlying conceptual allows the automated generation of corresponding UIs model of the framework. Section 4 describes our ap- in a transformational approach. proach to develop UIs. Section 5 provides a case study. Finally, in section 6 we conclude and give some notes 1. Introduction on future work. Inside organizations, business processes are performed to ensure that work progress towards accomplishment 2. State of the art of goals. The organization of work, both within and The introduction of Workflow Information Systems in between companies, is becoming more and more com- organizations has emerged as a major advantage to plicated. This is why (computerized) information sys- provide them with a competitive advantage, as a way tems have been developed to support the management to trim cost, to automate process, to reduce time. Im- of processes and their coordination. Today Information plemented properly, workflow applications enable Systems (IS) are part of the organizations with the mis- companies to reengineer and streamline business proc- sion of: 1) improving organizational performance and esses; for this reason, the interest in workflow systems individual quality work life and 2) providing interna- has grown dramatically over the last years. A number tional leadership and education in the successful man- of approaches have been used to model business proc- agement and use of information technology to achieve esses and workflows; those include notations, lan- business objectives [9]. An information system creates guages, and software tools. As notations there are Petri value for the organization as an organizational and Nets [20, 21], Statecharts Diagrams [25, 28], Business management solution to challenges posed by the envi- Process Modeling Notation (BPMN) [13, 27], and ronment. Nevertheless, they have not had the impact UML Activity Diagrams [4]. Currently, several models expected on the improvement to perform the tasks on and design methods support the development of com- the organizations. Workflow is an excellent way to plex workflow-based applications providing notations meet this need. Defined as “the automation of a busi- for describing rich business process including tool sup- ness process, in whole or part, during which docu- port for designing, for instance: The Progression ments, information or tasks are passed from one par- Model [18], YAWL [23], Microsoft Windows Work- flow Foundation (WWF) [5], WebSphere® MQ Work- Hierarchical Task Analysis (HTA)[1], Task Knowl- flow (IBM) [7], WIDE [3], ARIS [17] among others. edge Structure (TKS) [8], GroupWare Task Analysis Due to the large amount of existing workflow prod- (GTA) [24], and ConcurTaskTrees (CTT)[14] which ucts, especially all the commercial software that are all support designers by hierarchically decomposing equipped today with many different capabilities, we tasks, defining objects manipulated and the role re- came to a point where it is very difficult to compare sponsible for performing the task. The vast number of these capabilities on a common scheme. For this pur- task modeling notations results in semantic and syntac- pose, a collection of workflow patterns has been iden- tic differences which are discussed in [11]. tified that provide the basis for an in-depth comparison Task models play an important role in UI design be- of commercially available workflow systems. Control- cause they support the systematic representation of the flow patterns [22] identified useful basic routing con- user activity as opposed to the system activity. structs such as sequence, parallel split, synchroniza- Model-based user interface design is intended to assist tion, exclusive choice. From a data perspective, there is in designing user interfaces with a more formal com- a series of characteristics that occur repeatedly in dif- puter supported methodology; there are solutions to ferent workflow modeling paradigms. Workflow data developing UI that are based in eXtensible Mark-up patterns [15] are aimed at capturing the various ways Language (XML). UsiXML [10, 19] is a XML- in which data is represented and used in workflows. compliant markup language capturing the essence of Workflow resource patterns [16] correspond to the what a UI is or should be independently of physical manner in which tasks are allocated to resources, that characteristics. It has been selected as the User Inter- is any entity that is capable of achieving some work face Description Language (UIDL) to be used in the unit. remainder of this work because of its capabilities of All these approaches for workflow modeling involved extensiveness, availability, central storage of models, in some way the task concept. However none of these and its transformational approach. methods clearly specify the boundaries of a task model and user task which is essential to the development of usable UIs. Examples of task modeling languages are: processModel 1 1 workflow 0..n processOperator 1 1..n 1..n process sequential parallelSplit simpleMerge 1..n 1 synchronization exclusiveChoice multiChoice 0..n organizationalUnit job 0..n 0..n 1..n 1..n 1..n workItem workList 1..n 0..n 1 2..n 1..n logEntry 0..n taskResource task 1 taskModel 1..n 0..n 1..n 1..n 1 1 0..n 1..n taskRelationship userStereotype meansMaterials immaterial 0..n 1 0..1 machine hardwareM software services decomposition temporal 1 0..n agenda agendaItem 1 0..n binaryRelationship unaryRelationship Figure 1 Partial view of the Workflow Model. 3. Conceptual Modeling of Workflow In- 4. How to Generate the User Interfaces formation Systems To develop UIs, we propose a method that is compliant After reviewing the different approaches to model with the Cameleon Reference Framework [2] for de- business process and workflow, we propose a frame- veloping multi-target UIs, which is decomposed in work (Figure 1) that considers the principal compo- four steps (Figure 2): nents to model workflow. The intention is to use this 1) Task and domain modeling (Computing Independ- model as a base to develop UIs. By exploiting task ent Model in MDA): a model is provided for the end model descriptions, different scenarios could be con- user’s task, the domain of activity and, if needed, the ducted. Each scenario represents a particular sequence context of use (user, computing platform, and envi- of actions that can successfully be performed to reach ronment). a goal. Task models do not impose any particular im- 2) Abstract User Interface modeling (Platform Inde- plementation so that user tasks can be better analyzed pendent Model in MDA): this level describes UIs without implementation constraints. This kind of independently of any interaction modality and any analysis is made possible because user tasks are con- implementation. sidered from the point of view of the users need for the 3) Concrete User Interface modeling (Platform Specific application and not how to represent the user activity Model in MDA): this level describes a potential UI with a particular system. after a particular interaction modality has been se- The underlying conceptual model is composed of: lected (e.g., graphical, vocal, multimodal). This step workflow, process, task, and organization models. The is supported by several tools helping designers and workflow model is recursively decomposed into proc- developers to edit, build, or sketch a user interface. esses which are in turn decomposed into tasks. A proc- 4) Final User Interface: this level is reached when the ess model indicates the ordering of processes in time, UI code is produced by interpretation or compiled. space, and resources. Each process gives rise to a proc- As we mention in section 2, UsiXML has been se- ess model structured and ordered with process opera- lected as the UIDL. It describes at a high level of ab- tors. Process operators determine whether the flow of straction the constituting elements of the UI of an ap- work is sequential, parallel split, exclusive choice or plication: widgets, controls, containers, modalities, in- multiple choices, with the corresponding merger op- teraction techniques, etc. UsiXML supports device in- erators, synchronization and simple merge.