ITANA Minutes, September 3, 2009

----------
ATTENDING

Jim Phelps, University of Wisconsin-Madison (chair)
Marina Arseniev, University of California Irvine
David Banse, University of Alaska
Geoff Boushay, University of California Berkeley
Steve Devoti, University of Wisconsin-Madison
Scott Fullerton, University of Wisconsin-Madison
Aaron Hammond, Cornell University
Keith Hazelton, University of Wisconsin-Madison
RL Bob Morgan, University of Washington
Steve Olshansky, Internet2
Eric Westfall, Indiana University/Kuali
Dean Woodbeck, Internet2 (scribe)

----------
ENTERPRISE WORKFLOW

Eric Westfall (Indiana Univ/Kuali) and Aaron Hammond (Cornell) joined the call to discuss the Kuali Enterprise Notification (KEN) and Kuali Enterprise Workflow (KEW) systems.

The notification module is a broker for notification messages, fed by the Kuali Enterprise Workflow system. Inside the notification system, you can create channels, which can be configured with a default list to which notifications are sent, or can be configured so that users can subscribe. There is also a framework to define the "deliverers" that deliver the notification, which are user-configurable (e.g. the user can choose email delivery, text messaging, or other processes). The system will route notifications to the appropriate channels and place items onto the appropriate person's action list.

KEN has different content types, and the choice of schema is customizable, but generally uses XML. The system also has a "priority" category that speeds the delivery of messages so marked. There are also "ack" and "FYI" categories.

KEN is intended as a user-oriented, user-focused system for sending out notifications. Other use cases may not involve the need for approval, such as overdue notices from the library, an announcement of an upcoming campus concert, or a campus closing announcement.

KEW has an action list for workflow, and notices always go there, but the notification function can be delegated to KEN. The workflow module tracks the process and provides an audit trail of action taken on a document or notification. It also shows the current state of a request. When an approval request is generated, the routing can go no further until the individual acts on that request. Users can go to their action list and see everything that is pending - whether business transactions or notifications.

KEN also comes with two forms - a simple form and an event-type notification form - that can be deployed to allow users to easily send notifications.

While KEN is part of Kuali RICE, it is not yet widely used. There has been some development work on the deliverers in anticipation of greater use, such as the use case of libraries and overdue notices.

The Kuali workflow system will be the topic of the next ITANA Screen2Screen. Jim Phelps will work with Eric Westfall on scheduling a date.

----------
WORKFLOW AND ADOBE

Aaron described a project at Cornell to integrate PDF forms and documents with a workflow system. The result is a simple workflow application that embeds the PDF, extracts the data into XML, routes the document for approval and an electronic signature, then reconstructs the PDF with the updated information/approval. The project is currently undergoing legal review to determine if there are licensing or other issues. Once any legal issues are resolved, it is the intent to contribute the project to Kuali RICE.

Eric mentioned that the Kuali eDocLite system is similar, although it uses custom HTML documents and note PDFs. The goal is the same - to move from routing paper-based forms to electronic routing and approvals.

----------
WORKFLOW WIKI UPDATES

Piet has reorganized the workflow portion of the ITANA wiki and asks that ITANA members review and edit, as necessary: https://spaces.at.internet2.edu/display/itana/Enterprise+Workflow

He has created several categories for workflow information:

• Workflow definitions
• Workflow benefits
• Workflow solution components
• Workflow progression
• Workflow success factors
• Workflow resources

Also, Jim added the University of Washington "workflow general requirements" document:https://spaces.at.internet2.edu/display/itana/Workflow+resources

This may form the basis for discussion on a future call.

----------
NEXT CALL

The next ITANA call is scheduled for Thursday, October 1, at 2 p.m. EDT.

  • No labels