January 28, 2004

Outlook Workflow

Project Lead: Cassandra JacksonProject Manager: Jennifer Thomas

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Topics of Discussion

• Project Description

• Business Objectives

• Understood Scope

• Current Environment

• Proposed Environment

• Project Timeline

• Solution Components

• Testing & Acceptance

• Appendix

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Project Description

The Outlook Workflow is an initiative to automate the IRB signature process using Outlook Workflow tools to improve business processes and serve as a model for automating other manual paper-driven processes.

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Business Objectives

ICS Marketing has stated the following business objectives:

• Implement an email based workflow tool to mechanize the IRB signature process

– To reduce delays in the approval signature process

– To be able to track the status of a document in progress

– To have an audit trail

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Documents

(Initial)

Understood Scope

Work Brief

Project Stage Gate

Microsoft Outlook

ICS Sales

ICS Marketing

ICS Finance

Core

Organizations

Core

Systems

In Scope

High-level Scope Summary

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Current Environment

In the current process, a file folder containing the Work Brief and the Project Stage Gate documents is manually carried from desk to desk. This can cause significant delays. Also, there is a risk that the package can become misplaced or permanently lost.

Director Approval

IRB Submittal

VP Approval

Finance Approval

IRB Final Approval

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Director Approval

IRB Submittal

Outlook

Proposed Environment

VP Approval

1 2 43

Finance Approval

In the proposed workflow the document is electronically submitted and automatically routed via email to the next approver.

5

IRB Final Approval

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Project Timeline

Weeks 0 1 2 3 4 5 6

Go Live

Communications/Training & Project Closeout Activities

Project Initiation

Planning & AnalysisPrototype

Design & Cons. Testing

Pilot

1/31/04 2/13/0412/08/0312/01/0311/26/03 2/6/04 2/27/04

Current

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Solution Components

• Microsoft Outlook Forms Application• Approval Forms• History Forms• User Instructions

solution includes the following components…

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Testing & Acceptance

• Testing– Provide instruction to the participants in the Workflow process

• Jay Angelucci• Greg Harris• Jennifer Thomas• Cassandra Jackson • Richard Tingle

– A tester will initiate a Workflow document by properly completing it online and submitting for approval

– The approvers will verify that they have received notice via email, open and approve the document

– Will perform functionality testing to ensure that status and history are updated

– Will analyze the end-to-end test to determine success

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Appendix

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Sample Workflow DocumentsWork Brief