I-PROCESS Demo Script -- Travel Request

I-PROCESS^TM Demo Script -- Travel Request
Experience firsthand the ease of use and functionality of I-PROCESS !!

See also the demo script for I-PROCESS Engineering Change Order

Note: Click on the Launch button below, a new window will open so that you can run I-PROCESS in one window at the same time you view the demo script in another. All commands and user input are shown in red underlined.

Note: if you want to repeat this demo, you'll need to click the Launch button above (rather than just sign out/sign in, because the Launch does a proper reinitialization of the database). You have the option of either repeating from scratch or restarting from a partially completed session.

Login and Welcome

	go (to initiate a new demo)
	sign in as... username = gary.corsa, password = gary

Initiate an Travel Request

	click initiate a process under the user menu
	set attributes to... Request Type = Travel Request... Area = Corporate-Internal
	type in a description such as "Travel to Acme site"
	continue

Describe Attributes of the Travel

	under Process Attributes (these are additional chunks of data required by the process definition, but don't necessarily drive the process; however, Process Attributes can be designed to drive the process using Smart Signatures)... Cost Center = Account 1
	Estimated Cost = 2000... purpose for travel = system upgrade... departure date = (click on the calendar and select a date)
	leave the other attribute "Expense Report" for later in the process -- or for more stringent approvals, a proforma expense report (i.e. an itemization of expected expenses) could be attached as part of the Travel Request.
	continue
	review and submit
	a confirmation page appears informing you that your process has been submitted, and which people were notified
	click to view process folder 1... we see that the process has now been kicked off and the Travel Request step completed
	sign out of gary.corsa (upper right hand corner)... and we'll next start logging in as the other process participants

Benefit: In just a few clicks Gary has submitted his travel request... didn't need to fill out any paper, or try to reach his boss in person or by voicemail. Automatically, based on the rules encapsulated in the process definition, email notifications are sent to the affected parties (in this case, Gary himself for info, Martin for approval, and William for eventual payment).

Approval

	sign in as... username = martin.price, password = martin (Martin is Gary's manager)
	under Active, In Process folders... (if needed) expand out Folders in which you have an open item:... click the newly created process, e.g. Folder 1 (your folder number may vary)
	expand out the Folder Details by clicking the ... and review Gary's request
	click approve (upper right)... enter the authentication code = martin... approve (note that the Approval tile is now shown as complete)
	sign out

Benefit: Martin opens the email autosent by Gary's submittal and simply clicks on a link in the email to take him to the I-PROCESS folder (in this demo we've gone directly to the folder). In seconds, Martin has reviewed and approved (or rejected) Gary's request. With Martin's approval, the process increments from the Approval step to the Report step and Gary is automatically notified of the approval. Think of the time saved and hassle avoided... a few clicks each by Gary and Martin and we have travel requested, reviewed and approved... and an audit trail that all this happened.

After the trip, attach the completed Travel Report

	sign in as... username = gary.corsa, password = gary
	browse to Folder 1... Tasks section... notice that one task for Gary in the current step (Report) is to "attach expense report"
	click the to expand the Related Documents section (above Tasks) and right-click travel_expense.xls (Save Target As to your computer with a new name)
	open the downloaded file... make a simple change to the file (optional)... save
	click the to expand out the Folder Details section (near the top)... upload the changed expense report file by clicking on Expense Report (attach file)... browse to your edited version of travel_expense.xls... add
	in the Tasks section, click on the clipboard (under the Status column)... select the attach expense report and provide receipts to accounting tasks
	pull down "set selected tasks to status" to closed... password = gary... submit
	sign out

Benefit: Simply from within the I-PROCESS folder for this trip, Gary downloads the travel expense template, uploads his completed report and indicates that he has also forwarded paper receipts to accounting (if permitted by accounting practices, he could instead scan his receipts and attach directly to the I-PROCESS folder). With the Report step completed, I-PROCESS automatically notifies William that a travel report is awaiting his review and for him to Settle Funds.

Settle Funds (Reimburse Employee)

	sign in as... username = william.fold, password = bill
	browse to Folder 1
	in the Tasks section, mark the "Complete Check Run Date/Collect From Employee" task complete by clicking on the clipboard ... pull down "set selected tasks to status" to closed... password = bill... submit
	notice that now the process has completed all steps and has moved to the "archived" state
	sign out

Benefit: William clicks an email link, reviews Gary's report, and let's I-PROCESS know that the check has been queued for Gary. The folder is now complete and automatically archived for future traceability.

Administration -- Add a Process Attribute

As the process administrator, while developing the process you realize that the user needs a checkbox entitled "exceeds $1000". This could be added using one of two methods, 1) by creating a new process variable, or 2) creating a new process attribute. You will use the second method, using a pre-defined object.

click mosaic assignment matrix from the admin menu

familiarize yourself with the mosaic matrix (process variables, etc)

make sure the radio button edit at the bottom is selected, then click on the icon in matrix cell row 1, column A

you will be asked if you want to edit the original process, or make a new instance based on the parent; choose edit parent mosaic

in the "process attributes" section, click add, select the Exceeds USD1000 item at the bottom of the list, and click <- add... close window the add attribute popup

the process is now updated to contain the checkbox. Note that our process edit will apply only to newly initiated activities... processes already archived (as was our demo above) or currently underway are not altered.

check this by initiating a dummy travel request

from the left menu bar, user menu, initiate a process

set attributes to... Request Type = Travel Request... Area = Corporate-Internal

type in a description such as "testing"

continue

we now see the new "Exceeds USD1000" attribute button

sign out

Benefit: Without programming, Andy has added a new process attribute for future Travel Requests. With equal ease Andy could insert an additional process step... e.g. between Report and Settle Funds, perhaps for oversees travel we want a Final Approval step requiring review of the actual expenses incurred by Gary's boss and the oversees department manager. I-PROCESS delivers great flexibility with great ease... without programming.