Workshop blueworks IBM, Esquemas y mapas conceptuales de Dirección de Empresas

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IBM

IBM Blueworks Live

Business Process Management

Workshop

Lab Exercises

Contents

• IBM BLUEWORKS LIVE INTRODUCTION .................................................................................................................
• SUBSCRIBE AND LOGIN.............................................................................................................................................
• FIRST STEPS ................................................................................................................................................................
  • STEP 1: CONFIGURE YOUR ACCOUNT ......................................................................................................
  • STEP 2: CONFIGURE SECURITY OPTIONS [ OPTIONAL ] .............................................................................
  • STEP 3: MANAGING NEW USERS............................................................................................................
  • STEP 4: MANAGING SPACES .................................................................................................................
• MANAGING A CHECKLIST........................................................................................................................................
  • STEP 1: CREATE A TEMPLATE ...............................................................................................................
  • STEP 2: LAUNCH AN INSTANCE OF A CHECKLIST .....................................................................................
  • STEP 3: COMPLETE THE CHECKLIST INSTANCE .......................................................................................
  • STEP 4: CANCEL A CHECKLIST INSTANCE ...............................................................................................
  • STEP 5: ADMINISTRATE A PROCESS ......................................................................................................
• MANAGING A WORKFLOW ......................................................................................................................................
  • STEP 1: CREATE A TEMPLATE ...............................................................................................................
  • STEP 2: LAUNCH AN INSTANCE OF A WORKFLOW ....................................................................................
  • STEP 3: COMPLETE THE WORKFLOW INSTANCE......................................................................................
• STARTING "BLUEPRINT" A PROCESS ...................................................................................................................
  • STEP 1: THE DISCOVERY MAP PRESENTATION .......................................................................................
  • STEP 2: MANAGING MILESTONES AND ACTIVITIES ...................................................................................
  • STEP 3: ADDING PROCESS DETAILS......................................................................................................
  • STEP 4: THE GOVERNANCE ...................................................................................................................
  • STEP 5: THE "NON EDITION" MODE ........................................................................................................
• THE DOCUMENTATION VIEW...................................................................................................................................
  • STEP 1: THE ONLINE DOCUMENTATION ..................................................................................................
  • STEP 2: DOWNLOAD DOCUMENTATION ..................................................................................................
• THE ANALYZE VIEW..................................................................................................................................................
  • STEP 1: RESTORE THE EXAMPLE SPACE................................................................................................
  • STEP 2: ANALYZING YOUR PROJECT .....................................................................................................
• MANAGE A PROCESS DIAGRAM USING B.P.M.N. 2.0 .........................................................................................
  • STEP 1: THE FIRST DIAGRAM.................................................................................................................
  • STEP 2: MANAGE B.P.M.N. ITEMS ........................................................................................................
  • STEP 3: SUB-PROCESS AND PROCESS LINK ...........................................................................................
  • STEP 4: EXPORT A PROCESS ................................................................................................................
  • STEP 5: PROCESS PLAYBACK................................................................................................................
  • STEP 6: TRAIN YOURSELF .....................................................................................................................
• MORE ABOUT THE COMMUNITY .............................................................................................................................
  • STEP 1: STREAMS ................................................................................................................................
  • STEP 2: BLOGS ....................................................................................................................................
  • STEP 3: TEMPLATES.............................................................................................................................
• SUMMARY...................................................................................................................................................................

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Subscribe and login

In this workshop, you are starting from scratch. You will need two valid email addresses to create two different accounts. One will be used as the administrative account to invite the other account.

1. Firstly, open an internet browser and the following URL: http://www.blueworkslive.com
2. Once the page is loaded, click on the button Sign Up for a 30 Day Free Trial

3. Fill all fields and pay special attention to fill in a valid email address as you will be requested to check mail regularly.

Choosing an email account. During this workshop you will have to check your inbox so please choose an email account you can access directly from this browser and not only with Lotus, Outlook or with your smart phone. If you don't have such an address ask the trainer to provide you with one.

Don't tick the checkbox in Privacy Preference. When it is done please click the button Review and

Create My Account

4. The following page is a summary of all previously entered information. Check the Billing Information: it is a free trial version for 30 days. After this period you will not loose your work but you will no longer be able to add new processes or to add new users. Only the administrator is able to upgrade the account or to recover data.
5. Now click on the Place Order button. You should obtain a view as this one:

then:

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6. Check your mail. If necessary wait a few minutes until you receive an email as this one:
7. Click on Click here to activate your new account. A new window (or tab, depending your own configuration) will open and the web page below will be displayed:

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First Steps

To start this workshop, you should be registered and logged as an administrator. You can refer to the first part above if necessary.

Just after login you should view the following page

The first thing to do is to configure your account, then you will invite new users and prepare the Space to work on it.

Step 1: Configure your account

1. At the top right, click on the Admin button.
2. You should be on the "User Management" tab, if not move to it. Then click on your name. A popup should appears:

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You can change information or upload an avatar. It is advised to upload one but it is not mandatory: choose any picture from your computer.

3. Click now on Notifications at the top of this popup and then keep only "Weekly Activity" selected and set the Current Time Zone correctly.

If you keep all notifications you will receive an impressive amount of email, in fact one for each action you will do in this workshop.

4. Click on the Update button to save and close the popup.

Step 2: Configure security options [ optional ]

Click on the Security tab:.

1. Set the password policies to High
2. If you have knowledge concerning network configuration you can uncheck the unrestricted access and then add a range of IP compliant with your network. Be very careful with that option because if you make a mistake here or if your network configuration changes you will not be able to login again, even with an administrative account!
3. Tick all other boxes.

Once done the view should looks like the one below:

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o The "Glossary" tab contains all key that a "Task" could contains. You will have to fill some of those properties later in the workshop, but try to remember that you can here remove or add predefined properties. This view provides a quick overview of all values set for each of the properties. It also allows you to merge some values if needed.

o The "File Management" part contains for the moment no file even if you have uploaded an avatar.

Step 3: Managing new users

BlueWorks Live is a collaborative tool. To demonstrate this important feature we need to add new users. The first user we add will be managed by you in this workshop. It will help you to understand the different

user roles which will be indicated by different colored icons as shown here:. When this icon

appears: , the tasks should be done by the administrative role (the current one) and this icon means it should be done by the user role you are going to create. Sometimes a task could be carried out either by both roles or by only one of them. In all cases, please carefully read the task to do which should contain the necessary information for the profile.

1. Click on the Invite New Users button at the bottom right of the page. The following popup will appear:

Fill the email address field with a SECOND valid email address with no other accounts linked to it. Please do not invite another attendee.

How to choose the email account to use? During this workshop you will have to check your inbox so please choose an email address you can access directly from this browser and not only with Lotus, Outlook or with your smart phone. If you don't have such address ask the trainer to provide you with one.

Set the User Type as "Contributor".

By positioning your cursor on the button you can read the definition of each role.

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2. Seconds after clicking on the Invite button the following messages will appear

and then quickly disappear. Now, type in a non-existent email address correctly formatted(eg: [email protected] ) and then click on the Invite button again. The same confirmation message will appear even though the address doesn't exist.

3. Check your email message using a different internet browser (If you are currently using Explorer use Firefox or vice-versa. Do not use the same browser even if you use two separate windows). You should receive an email titled Invitation to collaborate using Blueworks Live. Open it and click on Click here to activate your new account. The following page will be displayed:
4. This time certain information are not requested. Fill the first field with "Mike Doe". Enter a password respecting the policy you just set before. For security reasons changing the password will take 24 hrs so enter it below to avoid loosing it.

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8. Check if the message has been received on the user side. If you have uploaded an avatar you will now see how it personalizes the page.
9. Add new invites. Check if you can do it with the user account. If you can't, use the administrative account to invite attendees of the meeting (or friends if you want) as Community Members_._
10. Using the administrative account, go the "User Management" tab.
11. Delete the user you have invited specifying a fake email address by clicking on the button. If you delete an invitation already accepted you will be able to restore a user in the "Archive" view of this tab. When your trial period expires, all users will be set as "Archived" except the administrator.

Step 4: Managing Spaces

A Space should be correctly managed. It contains different flows (checklists or workflows) as well as all "Blueprint" processes. In this step you will use Space management features Space to enable you to administrate one.

After archiving the default Space the administrator will create a new one and set it as "followed". A Space should contain a set of information as well as a list of authorized users or groups.

1. As administrator, click on Library button at the top of the window.
2. Notice the Space named Example [HR] Hiring. This Space was set by default when you created the admin account. To avoid misunderstanding archive it. To do that click on the arrow just behind the name and select "Archive". Later on in this Lab you will restore it and use it.

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3. Active Space is no longer defined, notice the menu which has appeared to view Space archived. In fact, a Space cannot be definitely removed. Now click on the Create new Space

button to create a new active Space, Space.

4. Fill the popup as below and click on the Create Space button.
5. The view should look like:
6. First, click on the star next to Space the name of the Space to set if as a favorite.

The star becomes yellow

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9. Click on to see the list of profiles available. It is possible to add a specific profile or a group. In our case add the user Mike Doe.
10. When it is done, close the popup. By default, only the administrator can update the Space but you are able to change this right. Set rights as follow:

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11. Go back within the User profile and check that you see the Space (as necessary refresh your current page). Click on it and notice that you cannot update descriptions and goals.
12. Identify where the user is able to view updates done on the Space. The user can add new

posts for anyone accessing this Space. Click on the button.

13. Fill fields as below. Add any attached file available on your computer (pat attention to its weight).

then click the Post button.

14. Check within both profiles that the post is now readable. The format (center and bold) is lost in the preview. To see it user has to click on the post.
15. In the administration view, go to the File Management tab and remove the file you just attached to the post.
16. Check the result in the Space view and add a comment :

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22. To make this page the start page of both users, click on the mark on the top

left within each user. The icon become.

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Managing a Checklist

A checklist is a list of tasks to do. A template must be created in a Space and then an instance of this template is launched. Each task is assigned to a user and until all tasks are completed the flow is not finish. It can also be canceled. The task itself is just a name and its description and not an independent process, in other words the task itself is out of the scope of BlueWorks Live , it is an external reference.

Step 1: Create a template

1. Except community members, any profile can create a flow template. For this example please use the administrator profile. To create a new flow template, go to the Overview Tab of your Space.
2. No process is yet available. To create one, click on the button

and fill the popup as below:

3. Then click on the Create button. A view containing fields to fill appears. Complete as below: