Process Automation - Process Evaluation -
Process List¶
Process Evaluation is the starting application for managers who are responsible for implementation of process automation and who wish to first document the evaluation of each process.
They can create new process evaluations and approve processes for an employee to implement automation.
The Process List contains all the processes of a customer which have already been evaluated. You can see at a glance the evaluation and status of the processes, that is, which processes can be automated, are to be automated, or have already been automated.
Creation of processes without evaluation
If you do not need to evaluate your processes before automation, or you have already documented the evaluation in a different system, then you can create, edit and monitor processes directly in the Process Management module.
You can find a comparison of both options for creating a process in the Chapter entitled Process Automation - Getting Started - Two ways to create a process.
Privileges for Process Evaluation¶
In order to use the Process Automation Application, you must have the Privilege Process Automation Open.
To open Process Evaluation, you require the Privilege Global Process Evaluation View. You can then see all a customer’s processes independent of owner, team or status in the process list (Process List).
To create new processes, you also require the Privilege Process Create, and to assign a project owner, you require the Privilege Change Project Owner.
Creating a Process Evaluation¶
The button Create opens the window Create Evaluation.
Process names
Select a meaningful name for the Process.
You may not assign any name more than once. If the entered name already exists, a warning will appear and you cannot create the evaluation.
After you create the new evaluation you automatically switch to the Process Evaluation view.
Process List¶
After you create the evaluation, the process is displayed in the Process List. It now has the status Created.
In a Process List, all those processes of a customer are displayed, which the logged-in user is authorized to see.
If the logged-in user has the Privilege Global Process Evaluation View, he may view all processes of a customer. This includes those processes for which he is neither a member of the project team nor the Project Owner.
Otherwise, the logged-in user can see only processes that are either not yet assigned to any Project Owner or where he is the Project Owner himself.
Directly below the list, you can see the number of the displayed processes. You can reduce the number of displayed processes by making entries in the fields Show [number of] entries or Search, by selecting the buttons Created, Approved, Rejected, Design, Build, Test, and Productive in different combinations, or by clicking a spot in the graphic Project Prioritization.
Columns¶
Process name¶
The name of the Process
Created at¶
Time at which the Process was created in the format
[Abbreviation of month name][Day],[Time in format [hh:mm:ss]].
Qualifiers¶
Figure for automation capacity of process between 1 (cannot be automated) and 5 (high automation capacity). You can find more detailed information on the calculation of the value Qualifiers in the Chapter entitled Qualifiers.
Benefits¶
Figure for usefulness of automation of the process between 1 (not very useful) and 5 (very useful). You can find more detailed information on the calculation of the value Benefits in the Chapter entitled Benefits.
Costs/month(€)¶
Costs of the process per month in euros (€). You can find more detailed information on the calculation of the value in the Chapter entitled Costs.
Effort/month¶
Effort spent on the process per month in format [hh:mm:ss]. You can find more detailed information on the calculation of the value in the Chapter entitled Costs.
Status¶
Status of the process. The processes go through the status Created, Approved, Design, Build and Test right up to Production. From status Approved, the process can also transition to status Rejected.
Project owner¶
Login name of the project owner.
Action¶
Icons that, with the click of a mouse, trigger actions that are relevant to the status of the Process. You can find the description of these actions below in Section Process List Menu.
Process List Menu¶
Selection of projects by status¶
You can choose whether you want to display all projects or only projects with a certain status in the Process List. To display or hide projects with a specific status, simply click the corresponding button.
Only projects with a status whose button appears in green are displayed; if the button appears in white, projects with that status are not displayed. If all the buttons appear in green or all in white, all the processes are displayed in the list.
Show [a number of] entries¶
You can select between displays of 10, 25, 50 or 100 lines per page. To do this, click on the number field and set the required number using the mouse.
Search¶
If you enter one or more search terms, separated by spaces, in the text field Search, the list of all processes is successively reduced to those processes whose entries contain the entered texts (or similar texts) at any place (fuzzy search). The search is not case-sensitive.
Search in all columns
The search is carried out on the entries of a process in all columns of the list. This means that not only can you search for names, but also for the numerical values or phases of a process. All processes are displayed which contain at least one of the search texts that are separated by spaces in at least one of your entries in any number of columns.
Sorting of the column entries
In addition, you can sort an individual column alphabetically or chronologically and thus refine the search further.
Search in all processes
Processes that are already approved are only considered in the search if the checkbox Additionally show all approved processes is selected.
Previous / Next¶
By clicking Previous, you switch to the previous page of the process list. By clicking Next, you switch to the next page. Clicking a number takes you to exactly this page.
Displayed pages
Below the table, you can see which page is being displayed and if a search filter is being applied.
Rename¶
If you wish to rename a process, click on the icon Rename, enter the new name in the relevant text field and save with OK.
Renaming a process after approval
The icon Rename is only shown in the Process List if the Process has either the status Created or Rejected.
As soon as the Process is approved for automation with Approve, the name of the Process can no longer be changed here. Then you can also find this Process in Process Management. There you can still change the process name. This name change is, in contrast to changes to the status or the owner, no longer displayed in the Process List of Process Evaluation.
Edit¶
If you wish to change the evaluation of a process, click on the icon Edit. The Process Evaluation view opens automatically.
Remember to save your changes.
The icon Edit is only shown if the process has either the status Created or Rejected.
Approve¶
If you have decided that this process can and should be automated, click on the icon Approve.
The Approve a process window opens.
Example: Approve a process
Select a Project Owner from the Owner drop-down menu. You can also enter a description of the process or change the name of the process.
As soon as you confirm your entries by clicking on the button OK, the process is moved to the Backlog of the project owner. The Project Owner can start automation of the process there or reject the process.
The icon Approve is only shown if the process has either the status Created or Rejected.
If the process is approved (Approval), it moves to status Approved.
Delete¶
If you no longer require a process, you can delete it by clicking the icon Delete.
Deletion of processes during automation
If, during the later stages of process automation, you wish to delete a process that has not yet been used productively, you can only do this using Process Management. Processes that have already been used productively can no longer be deleted.
The icon Delete is only shown if the process has either the status Created or Rejected.
No confirmation
If you click on the icon Delete, the process is deleted irretrievably without a confirmation prompt.
Show¶
If you click on the icon Show, the Process Evaluation is displayed. Since this icon is only displayed after the automation of the process has already begun, you can no longer change the evaluation. Therefore, the slide controls are grayed out.
The icon Show is only shown if the process has either the status Approved, Build, Design, Test or Production.
Open Category¶
If you click on the icon Open process category, the category to which the process is assigned opens in Process Management.
From here, you can initially only open the category view because it is not yet known whether the logged-in user also has the right to open this process.
The icon Open process category is only shown if the process has either the status Build, Design, Test or Production.
Project Prioritization¶
To the right of the Process List, you can see the graphical representation of the rankings of all the processes displayed in the list.
Each process is displayed as a black dot in the graphic. The position of the dot is given by the combination of its qualifiers and benefits values. The benefits value is shown on the x axis, the qualifier value is shown on the y axis.
The costs of a process are not reflected in the graphic.
Dots may lie on top of each other. If you hold the mouse over a dot, the name of the processes localized there are displayed as a tooltip.
Independently of the status buttons, all processes are always displayed in the Prioritization graphic.
Selection of processes for automation¶
To enable you to recognize at a glance whether you should automate a process or not, the background of the coordinates system features a color transition from red to yellow to green. The greener the region in which the process is located, the more effective it is to automate the process.
Also compare the costs of processes of the same ranking to optimize the sequence of automation.
Display of all processes with the same ranking¶
If you click on a dot in the graphic, only processes with this ranking are displayed in the process list. The dot is no longer black but gray. To display all processes once more, click on the dot again.