Vinicius Amaral

Technology Director iProcess Ltd.

vinicius.amaral@iprocess.com.br www.iprocess.com.br

Boosting Process Performance with Oracle Workflow

Agenda
Introduction Oracle Workflow reviewed Key Motivations for Adoption Systems Overview Highlights and Best Practices Conclusions

Introduction
Who is iProcess?

Brazilian Oracle Partner specialized in workflow and content management technology Offers Oracle platform-based services and products Headquartered in Porto Alegre, Brazil

Introduction
Presents how Sonae Distribuio Brasil implemented workflow technology Some facts about Sonae

Brazilian branch of Portuguese Sonae Group third-largest retail group of Brazil annual sales of around US$1.1 billion more than 22,000 employees more than 160 stores in 62 cities of 4 states

Introduction
Some facts about this case study

Comprises 15 workflow systems (by Sept 1st) One of the largest Oracle Workflow implementations today with more than 3,000 active users Built with Oracle Workflow Brazil Best Workflow Application at Infoimagem 2002 Latin America Gold Medal at Giga Group, WfMC, WARIA 2003 Global Awards for Excellence in Workflow First Oracle Workflow solution to receive such recognition

Awards received

Oracle Workflow Reviewed

Oracle Workflow Reviewed

Powerful tool for workflow systems development and execution Suitable for all kinds of workflow: production, administrative, document, integration Present in:

Oracle E-Business Suite Oracle Database Server Oracle internet Application Server Oracle Collaboration Suite

Oracle Workflow Architecture

Web Notification Worklist
Business Event System Notification Services Workflow Engine

Workflow Builder

Send Web Monitor Oracle HTTP Server Web Admin Tools Receive Raise Listen Query

Send Respond Forward Cancel Query

Execution Definition Administration Monitoring Query Workflow Definition Files Workflow Loader

Oracle Workflow Enabled Application

Browser Client

Application Server

Oracle Database Server

Workflow Development Client

Key Motivations for Adoption

Changing Priorities
Sonae arrived in Brazil in late 80s through a joint-venture Fast company expansion started in 1998 through acquisition Pace reduced from 2001 on Priority in consolidation instead of expansion

Need to roll-out apps (SAP, BDN) Need to control store operations Need to align culture

Hard times for Retail

Brazilian economy slows down from 2001 on High interest rates, low workers income make retail sales decline Cost control and reduction became #1 issue

Workflow @ Sonae
Workflow technology was seen as the key

Can easily integrate every store and employee in standard, trustworthy business processes Conciliates the autonomy needed by the stores with HQ control Enforces business processes compliance Automatic integration with existing enterprise applications

Systems Overview

Systems Overview
First system (Travel Workflow) implemented by April 2002 Strong business impact stimulated new systems development

15 systems in production by Sept 1st 7 new systems planned for next months

Workflows Implemented
General/Administrative Retail-Specific

Travel Reimbursement Cash Expenses On Credit Expenses Payment Requirement Investment IT Project Control

Goods Price Change Ad. Approval Customer Claim Sales Campaign Customer Feedback Product Divergence Supplies Budget Change Supplier Info Change

Architecture - Administrative
PL/SQL Web Form Oracle HTTP Server Oracle Workflow SAP R/3 Custom systems

Workplace Application

Oracle Database

Architecture Retail Specific

Triggers, APIs, XML Oracle Workflow Custom systems

Events (jobs, apps, PDAs)

Oracle HTTP Server

Workplace Application

Oracle Database

Workflow Homepage

Workplace Application

Workflow Web Form

Launches workflow

Business Impact
Control of expenses and budget

Workflow assures proper expense approval and budget query/update Related Workflows
Travel Reimbursement Cash Expenses On Credit Expenses Payment Requirement

Business Impact
Process Agility

Communication between stores and HQ made fast and transparent Task automation Deadline control Elimination of paper Virtualization of work Related to All Workflows

Business Impact
Failure/Loss Elimination

Workflow enforces good practices and allows HQ supervision in near-real time Related Workflows
Goods Price Change Product Divergence Advertisement Approval

Business Impact
Better customer care

Workflow assures customer response in a structured and timely way Improves Sonaes corporate image Related Workflows
Customer Claim Customer Feedback

Highlights and Best Practices

Approach
Current Business Process Redesign
Workflow Analyst Users

Technology Redesigned Process

Workflow/ Apps Developer

Workflow Development

Automated Process

Task automation

[Solicitante] Inform se requisio dev tramitar sem contra Contrato no encontrado Sim

Replaces low-value human tasks by workflow functions

Example: automated
contract validation

[Sistema] Avalia Adequao a Contratos Existentes Yes No [System] Is Purchase Order paid by Contract? *

Sonae saves at least

20,000 labor Incio hours/year by automating tasks

Legacy systems integration

Automates data-entry operations Captures events to trigger workflows Example: invoice entry in SAP Allowed Sonae to reduce its accounting staff by around 50%

Productivity-oriented UI
Single screen presenting data from several systems Complexity hidden from final user Essential to improve decision-making tasks Estimated 18,000-hour annual saving

Budget data

Previous instances data

Workflow data

Reporting
Bottom line tools

Allow process control, real-time information Allow process optimization, continuous improvement

Management tools

Open data model and APIs allow custom reports

Workflow Monitor

Management Report

Wireless access
Senior management request WAP access Used Sonaes existing WAP infrastructure New application developed Reproducing all vital information is an issue

Logging into the WAP Server

Choosing the Workflow Application

Executing task

Summary
Workflow is a proven technology to speed business processes and reduce costs Great benefits when process is redesigned Oracle Workflow delivers a complete, scalable environment to build and run workflow applications

Next Steps.
Recommended sessions

#40196 Workflow and Business Events (Wed 11:00 A.M) #40290 Streamline Business Process in Real Time with Business Activity Monitoring (Thu 08:30 A.M.) www.wfmc.org otn.oracle.com/products/ias/workflow www.sonae.pt/index_i.asp www.iprocess.com.br www.iprocess.com.br/premio/pressrelease_english.asp

Relevant web sites to visit for more information

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QUESTIONS ANSWERS