PIMS User Guides

Process Flow Creation

Process Definitions Form Overview

Process Flows are project-specific, and can be used to formalize the approval process and processing of any type of request, like Cost Changes, Travel Approval, Software Change etc. The module can also be integrated with other modules in Pims.

The building and setup of Process Flows are done through the Pims Windows Client (CR3). To create a new Process Flow, start by opening Process Flow -> Setup -> Process Definitions.

Figure 1: Process Definitions Form

Next, hit the New Record button at the bottom of the form and start entering the information to describe the Process Flow. The following information can be entered in the form:

Field Description
ID Read-only, auto generated
Name A descriptive name of the process flow. This will be used in a drop-down when users are initiating new requests.
Abbreviation Provide a descriptive Abbreviation of the Process Flow. The Abbreviation will be used when generating a unique ID for each request. The IDs generated will use the following setup: [Project ID]-[Process Flow Abbreviation]-[Sequence Number], for example NBL-COST-0001.
Description Optional field for a more detailed description of this process flow.

Selecting Initiators

Figure 2: Select Initiator

To define who are allowed to initiate requests of a given process flow, select the Initiators tab and select the team members.

Tab Description
Initiators Lists all team members who can initiate requests based on this process
RACI Matrix Defines roles, stages, steps and responsibilities for each role for each step. Also assigns team members for each role
Categories Lists all categories defined for a process

Defining the RACI Matrix

The RACI Matrix Tab is where you define the stages and steps in the process flow, as well as the roles and their associated responsibility in each step, and the team members associated with each role.

Figure 3: Define RACI Matrix

Adding A Stage

Stages are the top-level grouping of the individual steps in your process flow, and at least one stage is required to define a valid process flow. To add a stage, click the Add Stage button. Enter the name of the Stage in the following dialog, and click OK.

Figure 4: Stage Properties Form

Adding A Step

The different steps a request has to go through are added by clicking the Add Step button. The following dialog will appear:

Figure 5: Step Properties Form

In addition to naming a step you can specify whether the step should be an Approval or a Rework Step. A step marked as an “Approval Step” will include the following set of options that a user can choose from when acting on the request.

Responsibility Options
Approver Approve, Clarify, Rework, Reject
Responsible or Consultant Recommend to Approve/Clarify/Reject/Rework
Initiator (on initial step) Re-submit, Cancel
Inform -

If the step is not marked as an “Approval Step” the following options will be available:

Responsibility Options
Approver Clarify, Submit
Responsible or Consultant Recommend to Clarify/Submit
Initiator (on initial step) Re-submit, Cancel
Inform -

The “Rework Step” option determines which step the request will be sent back to when an approval in an “Approval Step” selects the “Rework” option.

Adding A Role

To define a role click on Add Role and pick a role from the drop down list, or select “Create and Add New Role” to create a new role directly if the role is not available from the pre-defined list.

Figure 6: Add Role from drop-down

When selecting “Create and Add New Role” you will be prompted to enter the name of the new role.

Figure 7: Name the New Role

Assigning Responsibilities

To specify which responsibility a given role fills in a given step, click on the cell of the role/step, and select a responsibility from the dropdown list.

Figure 8: Select a Responsibility from the list

The following explains the definition of the different responsibilities.

Responsibility Description
Approver A person who moves the request either to the next or previous step
Responsible A person who provides recommendations to approver. This person’s input is required before the Approver acts on the request.
Consultant A person who provides recommendations to approver. The difference between a Consultant and a Responsible is that the consultant’s input is optional, while the Responsible’s input is required.
Inform A person who “is in the loop” and can view the progress of the request, but doesn’t have any other responsibilities for the request