Concept of Workflow Management System - Coursework Example

Name Professor Course Date Contemporary Application of Workflow Management Systems in Project/Portfolio Management Table of Contents Table of Contents 1 List of Figure & Tables 2 List of used acronyms 2 Definitions 2 Introduction & History 2 Main Components of Workflow Management Systems 3 Market Analysis 4 Main Providers 4 Systems Comparison, Evaluation, and Statistics 5 Pros & Cons/Strength & Weaknesses 5 Comparison and Evaluation: UAE vs. International Level 6 Trends & Future Perspectives 6 Recommendations & Conclusion 7 References 8 List of Figure & Tables Table 1: Strengths (Pros) & Weaknesses (Cons) List of used acronyms WFMS: Workflow Management System MNTL: Mahanagar Telephone Nigam Limited STC: Saudi Telecom Company Definitions In order to understand the concept of workflow management system, it is ideal to define critical terms. In the first instance, workflow refers to the transfer or relocation of documents as well as tasks under the influence of relevant business processes and procedures. This definition notes that workflow relates to the sequential progression of work activities and processes running at the same time within an organization in pursuit of the overall goals and targets at the end of the fiscal period. On the other hand, workflow management systems refer to diverse approaches working in conjunction with the business processes and projects towards facilitating efficiency and control of numerous activities. Introduction & History In the modern business entities, managers tend to change numerous administrative processes as well as procedures. This approach might have diverse outcomes or consequences concerning the structural operation and interaction with other relevant stakeholders. One of the recent applications in solving obstacles emanating from alteration of processes and procedures is the workflow management system. The system is critical in organization of case data among human resources, thus effective management of workflows (Van 82). Workflow management systems are critical in aiding the measurement and analysis of execution of the project with the intention of achieving continuous growth and development within the industry of transaction. In the course of this assignment, the essay will concentrate on evaluation of contemporary applications in relation to workflow management systems of portfolio or project management. The history of WFMS traces back into 1960s, when organizations sought to maximize information and other technologies with the intention of enhancing their efficiency of limited functions. During this period, the purpose of the system was to address specific expectations of consumers. Nevertheless, there have been transformations in relation to implementation of the WFMS in the 21st century. This relates to development of diverse software tools as well as programs to enhance management of workflow. The rapid changes have been essential in the development of critical software tools such as Agiloft, WorkflowGen, and Comindware Tracker among contemporary tools of workflow management. The organizations focus on adopting and integrating such tools towards handling their needs and targets. In order to select quality tools, the company has the obligation of considering diverse facts such as structure, resources, culture, and preferences of the consumers as well as business entity in the market and industry of transaction (Weske 103). Main Components of Workflow Management Systems Workflow Management Systems have diverse features in accordance with the needs and requirements of the business entities. Nevertheless, there are key components that are essential for the effectiveness and efficiency of WFMS. In the first instance, WFMS must have a process definition tool. This component is ideal in defining different processes within the business or portfolio management. In addition, WFMS must integrate simulation, prototyping, and piloting. This component of the tool is critical towards illustrating reliability as well as validity concerning targets and desired state of the portfolio or business management. WFMS must also incorporate task initiation and control component, which is critical towards initiating different business process as well as projects under the influence of HR and information technologies (Yu 71). These tools are ideal in the completion of each activity while adhering to the existing rules and policies. Another critical component of effectiveness and efficiency of the system is the decision-making feature. Decision-making process must adhere to the rules and organizational culture to enhance the image and reputation of the company. WMFS also incorporates diverse components such as word processors, GIS systems, production applications, and spreadsheets, which are valuable in documentation and storage of information. Business organizations focus on utilization of these components to manage workflow effectively and efficiently while adhering to the needs and preferences of the consumers within the market and industry of transaction. Market Analysis In the last few years, workflow management has become one of the integral business management. The technology has experienced rapid market growth because of its ability to help organizations in the detection of potential bottlenecks as well as design in relation to optimization of workflow patterns. Business entities have played a critical role the rapid growth and development of WFMS because of its role in reducing overheads, effective management of data with no compromise on confidentiality, and cost effectiveness as well as quality. The influence of technology ensures that the market for workflow management systems would grow because of its importance in relation to growth and development of business entities. Main Providers There are key service providers for the WFMS tools. One of the critical providers of this service is the STC, which concentrate on provision of diverse services and systems to facilitate effectiveness and efficiency in the management of business entities and processes. In addition, MTNL in UAE provides such services to different business entities in the modern context with the intention of enabling companies to reduce overhead while enhancing management of data without compromising on the issue of confidentiality (Langer 92). Systems Comparison, Evaluation, and Statistics Three of the most common WFMS in the modern society include Agiloft, WorkflowGen, and Comindware Tracker. These applications have the ability to enable business entities to reduce costs of operation in the course of managing workflow issues in relation to project and portfolio management. In addition, these applications tend to address different requirements within the business entities. Such tools are applicable in diverse locations across the globe thus enhancing their adoption and implementation in the case of UAE as well as other nations around the world. Pros & Cons/Strength & Weaknesses Table 1: Strengths (Pros) & Weaknesses (Cons) Strengths/Pros Weaknesses/Cons WFMS enables business entities across the globe to maximize their opportunities towards the achievement of the desired change, which entails effectiveness and efficiency in handling different needs of stakeholders. WFMS tends to be susceptible to obstacles such as employee resistance, which substantiates the fact that close to 50 percent of inefficiencies in software applications emanate human-factor issues. WFMS is essential in the assessment of business operations and processes with the intention of reengineering projects in case of bad practices. WFMS might contribute to the essence of over-management because of the tendency of the tool to dictate as well as monitor every detail of the project thus increase in the overhead costs. WFMS enables the organizations to increase and improve their accessibility to information thus growth of core competencies such as skills and knowledge in tackling the needs and perceptions of the consumers. WFMS might suffer from challenges of flexibility because employees will need to adjust their judgment in the course of exploiting such tools towards the achievement of effectiveness and efficiency. WFMS enables business entities to improve their security and reliability with the operations of the business entities, thus safe and quality storage features. Another shortcoming of the system is the tendency to incur technical implementation costs with reference to training and developing human resources in accordance with the demands of the tools. Comparison and Evaluation: UAE vs. International Level Implementation of WFMS in UAE and China proves to be similar because of the needs and targets of business entities. Nevertheless, implementation of WFMS in China and UAE tends to tailor the tools in accordance with the demands of the native customers and other relevant stakeholders. For instance, in UAE, adoption and implementation of WFMS tend to consider diverse culture in accordance with Islamic perception of management. On the other hand, the case of China tends to adhere to the local market, which associates with diverse cultures and religious affiliations. In addition, the differences in policies and regulations between China and UAE make it dissimilar in exploitation of the WFMS in handling different needs and targets of the consumers. Trends & Future Perspectives The rapid changes of WFMS have been essential in the development of critical software tools such as Agiloft, WorkflowGen, and Comindware Tracker. From this indication, there is high possibility of increased developments and integration of WFMS to enable business entities communicate and address different needs in portfolio management under the influence of existing rules and policies. Technology is playing a critical role in automation of business activities in the contemporary context. In the future, technology will have increased importance hence the perfect platform for massive growth and exploitation of WFMS tools in accordance with variation in the needs and preferences of the business entities and customers. Recommendations & Conclusion Business entities in the global context should consider factors such as organizational culture, structures, policies, and HR needs prior to selecting the most appropriate WFMS tool in the course of managing their workflow. Other factors of consideration include costs, flexibility, accuracy, customer satisfaction, and quality of the tool in addressing the targets and objectives of the business entity. WFMS are key elements in aiding attempts by business entities to control and manage different activities for efficiency in portfolio and project management (Fensel 76). WFMS enables business entities to maximize and improve accessibility to information technology. On the other hand, such tools suffer from employee resistance and increased costs in relation to training and development of workers. References Fensel D. and Bussler C. ‘The Web Service Modelling Framework WSMF’. www.wsmo.org/papers/publications/wsmf, University of Amsterdam, 2003. Van Der Aalst, W., & Van, K. Workflow management: models, methods, and systems. Cambridge, Mass, the MIT Press, 2004, Print. Yu, H. Content and workflow management for library Web sites: case studies. Hershey, PA, Information Science Pub; 2005, Print. Weske, Mathias. Business Process Management: Concepts, Languages, Architectures. Berlin: Springer, 2012. Langer, Arthur M. Analysis, and Design of Information Systems. London: Springer, 2008. Print. Read More