How the process of task assignment can be automated

Task Assignment Process Automation

This application is about "task assignment in a company". The requirement on the application is to automate the "procedure" of "task assignment and completion". This means that the successive "steps" of the procedure are automatically forwarded from one employee to another without any kind of "manager" intervention. At any time the manager has the ability to see on what tasks (steps) the employs are engaged. After a certain period of time the manager has a complete report on what tasks each employee has been assigned, when has started and when has finished the tasks.

 

The requirements, put on the application from the coordination of "task assignment and completion", are the following:

 

"Every employee can put a "task" to another employee (by name) or to a role. The "task" contains a title, possibly a final date, name of employee or role to assigned-to and a description. The assignee works on the "task" (by writing more notes on the available memo). After finishing the "task" returns to the assigner. The assigner can accept the "task" as competed (and put it in a finished state). Otherwise returns the "task" to the same assignee or to another. The cycle continues until the "task" put in a finished state. That's all."

 

All of the above requirements are put on a coordinator agent. The action_code of the agent's is the following:

 

start_action

 

   call bpm_setprocedureowner("JOHN")                     {.....set the procedure owner}

 

   callwait bpm_assign_job ( "new task" , __activation_user , "" , 0)     {....start the new task}

 

   task_id = bpm_getrecid(1,__au_step)                           {......subactivity, activity}

   comm = LookUp("TASK","TASK",task_id,"DESCR","")

   call bpm_setprocedurecomment(comm)                           {.....set the procedures comment}

 

   for i = 1 to 1000

 

       user = LookUp("TASK","TASK",task_id,"TOUSER","")

       pos  = LookUp("TASK","TASK",task_id,"TOPOSITION","")

       finished  = LookUp("TASK","TASK",task_id,"FINISHED","")

 

       if (finished = 1) then

 

          i = 1000

 

       else

 

          if (user <> "") then {...the user works on the task}

 

             callwait bpm_assign_job ( "working on task" , user , "" , 0 , task_id )

 

          endif

          if (pos <> "") then {...the users with position works on the task}

 

             callwait bpm_assign_job ( "working on task" , "" , pos , 0 , task_id )

 

          endif

 

          {.....the task issuer examines if the task is completed, or reassinges it again (to the same or different person}

 

          callwait bpm_assign_job ( "check the task work" , __activation_user , "" , 0 , task_id )

 

       endif

 

   next

 

end_action

 

We can see the callwait (or split_in_branch) keywords. Those keywords give the opportunity to the agent to wait (until a job has been finished) or to have parallel code execution. Those are capabilities that are not presented every day in a programming language (ok script!). Notice that the callwait "calls" the user's activity as it would be a "program's subroutine". Notice also that we have flow of procedure that is defined by conditions into the code. This is a case of ad hoc control flow (not known in advance to the programmer!)

  

We have to admit that the effect (coordination and historic data collection of the procedure) is far too big for the  lines of code that are written by the application programmer. To be precise the code is a little bigger (the agent contains the code that "describes" the task (activities) assigned to employees). 


The agent (agent prototype precisely) can be viewed form Right Mouse Click on Application's Background->Developer->Resources->Agent Prototypes. The system creates, for every "service" requested, a new "alive" agent that starts to execute his action_code.

 

Where we define users and roles?

 

Another issue is that the jobs are assigned to users (employees) not only by name but also (and mainly) by their roles into the company. The users and roles as they are defined into the application can be found at Menu->System->Users/Positions.

 

How we activate the agent?

 

A "new task" can be activated on the application from the "New Action" button in the left on the application window. In order the users see the activities (jobs) that are assigned to them exit the demo application and logon as the user in question. 

 

How can the user see the incoming jobs?

 

Every user has the incoming activities window defined as "Tasks" in the menu. Notice that the same activity is send to all users that happen to have the same role into the company or organization. When the user "completes" the data that the activity required, he/she "forwards" the completed activity to the next step. Then the activity disappears from the window.

 

In order a user to see activities that assigned to him for today or are uncompleted from yesterday he/she has to activate "Finished Tasks".

 

How the manager can see the current jobs?

 

By activating Menu->CPO Control Panel->Active Tasks we see every activity (job) that is assigned at the time and is in phase of completion, i.e. presented to users "incoming activities" and are worked by them.

  

How we can evaluate our employees?

 

When we activate Menu->System->Associates we can see a button captioned "Has Done". By activating it we get all the activities that the user (employee) has finished and by witch role. The time of staring and completing for each activity is also available. This way the real effort that the user has given to the company can be estimated.

 

How we can improve the demo application?

 

The demo application comes with "Developer" capabilities. That means we have the opportunity to change the database schema (Right Click->Developer->Resources->Database Manager->Edit Schema). We can also change the forms (Right Click over a form->Designing).



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