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Make sure the most appropriate process is followed The workflow management module of an EDM/PDM system automatically routes product development tasks and information round the organization in a predetermined way. Provided that the predetermined way is the most appropriate way, the workflow management system will make sure that the most appropriate process is followed. Clean up the product development process To identify the most appropriate way to carry out the product development process, the organization will need to analyze what is currently being done. When it does so, it will probably find a lot of bottlenecks and duplicate, unnecessary and non-value-adding activities. These can be removed, saving time and money. Get control of the product development process Once the process has been analyzed, and the most appropriate layout of tasks has been identified, the organization will, at last, have the opportunity to take control of the process, and make sure that things are done properly. Improve resource utilization and project co-ordination With the process clearly defined, and under control, the workflow module of the EDM/PDM system can select which people should receive tasks at a particular time. For example if there are three people capable of doing a four-day low-priority task and two of them are busy on higher priority tasks for the next week, while the third person will complete a medium-priority task tomorrow, the system can assign the four-day task to this person for the day after tomorrow. The workflow module ensures the tasks get done in the right order by the most suitably qualified people available without continually rescheduling the entire work plan for the rest of the project. It can also ensure that those who do not need to be involved in a task are allowed to focus on their work without unnecessary disturbance. The productivity of individuals will increase, as will overall product development performance. Improve project visibility and status information The workflow management module controls the flow of work in the project, so can at any time provide information as to the status of individual tasks and the overall project. This will allow engineers to take better decisions. Provide an audit trail The workflow module controls the flow of work in the project so it can easily provide information as to the tasks carried out on the project. This information could include, but not be limited to, the name of the person who carried out the task, when they started working on it, who they received it from, when they stopped working on it, etc. Provide security By only sending work and information to people who have the right to receive it, the workflow module can restrict access to selected individuals. Provide the basis for an automated design environment By automatically controlling the flow of work, the workflow control module provides part of the necessary infrastructure for an automated environment. This could be the first step towards a very fast, inexpensive and effective automatic product development process. Reduce the cost of product development By automating the overhead activities of project scheduling and task distribution, the workflow module enables a reduction in overhead product development personnel. Reduce product development cycle time Workflow management will save time in many ways. Engineers will not sit around without anything to do while they wait for work to get to them. The system will make sure that all relevant information is sent to an individual when a task is assigned. As soon as one task is finished, the module will inform the person responsible for the next task that they can start work. Apparently small savings of this type will add up to give significant benefits. These time savings should translate into cost reduction, faster cycle times and improved productivity. Reduce rework By making sure the right things happen at the right time, workflow control leads to a reduction in scrap and rework. Provide the benefits of electronic information flow One of the functions associated with workflow management is electronic transmission of information. In its absence, traditional methods of distribution would be used. The transfer of information, on paper, to a distant site might take several days. The electronic workflow system only requires a few minutes. This fast transfer time allows for interactive and responsive working modes between geographically distant sites. It saves time, cuts costs and provides efficient and error-free communication. Reduce the volume of paper in circulation Information can be sent across the network in electronic folders, reducing the need to put information on paper and then produce and distribute multiple copies. Make sure that information is available when needed The workflow management module will know when a task is going to start, so it will be able to assemble the information associated with the task well in advance of task initiation. This will help reduce the time that would otherwise be lost by only finding out after task initiation that all necessary information is not available. Bring geographically distant engineers together The workflow management module will be able to work across national barriers. It will also be able to work across departmental and corporate barriers. Once the most appropriate work routing has been determined, tasks and information can be sent anywhere on the network. Distant team members can work together. Concurrent Engineering team members working in different locations and different countries can be supported. Help reduce the number of face-to-face project meetings With better control of the engineering process, and electronic transfer of information across the network, there will be less need for face-to-face status meetings. A one-hour meeting of eight people uses up one manday of project time. Reducing the number of administrative meetings will make more time available for value-adding activities. Ensure specific procedures are followed Predetermined streamlined sequences for sign-off, release and change processes can be set up and used. Special sequences can be developed to permit other activities such as partial release under certain conditions. Help manage the engineering change process In some companies, engineering changes account for about half of the time and cost of product development. Anything that can help increase the visibility or reduce the cost of engineering change will save money. Automate uninteresting procedures The workflow module can ensure that standard repetitive procedures such as archival and back-up are carried out automatically. Improve the reliability of engineering schedules Based on the results and statistics of previous projects and tasks, the workflow module will be able to develop optimized schedules for forthcoming projects. Improve communication The messaging capabilities of the workflow module can be used to keep all project team members informed of what is happening and what is about to happen on the project. Make sure that things are done the right way In addition to ensuring that the predetermined flow of work is carried out, the workflow module can also ensure that the right practices, systems and design principles are used. Support the change from a mainframe to a client/server environment In the client/server environment a lot more information has to be transferred between different computers. The workflow management module will manage these transfers automatically, eliminating errors due to manual handling and transcription. Support re-engineering activities Re-engineering involves identifying and then implementing a better way to carry out processes. Workflow management has similar aims. First the existing process has to be analyzed, then the most appropriate process identified. Once it has been identified, it can be implemented and the workflow management module can ensure that the re-engineered process is followed. |