The workflow component makes it easy for you to track the implementation of projects in your programme, provide guidance and support for project managers and ensure that the data produced by the programme is of high quality.
Tracking programme implementation
On the simple end of the spectrum you can use the workflow to define a series of stages that your project follows during implementation. People managing the projects advance the workflow to reflect which stage of implementation the project has reached. The programme manager can see a report showing all projects, the stage reached and the project manager responsible.
You could build on this further by updating the form used to create project to specify dates for specific project milestones. Now the workflow can alert you if a project has missed the target date for completing a milestone. Finally you could block the workflow from advancing unless specific forms have been completed for that project. If a project has passed that stage you can also view reports to instantly review the data captured. This helps you bring data quality directly into your weekly team meetings.
Guidance for project managers
The workflow can also include guidance and help text associated with each stage of the project's lifecycle. This could provide a detailed list of activities that the project manager needs to complete in the field. It can also include links to specific forms that are needed to be completed at this stage. If you wish the workflow can prevent the project manager from moving to the next stage until these forms are completed. This helps programme managers avoid late or missing data.
Managing data quality
Addressing data quality can be difficult and time consuming in large programmes. However, it’s also an area in which well designed workflow can help a lot. As with the examples above, the workflow helps you to see where you have missing or late data at a glance, even if you are managing hundreds or thousands of projects. It helps ensure that all project staff are following the same process and have the same guidance. Finally, it's easy to include date review steps at key stages to review data accuracy.
The workflow configuration tool makes it easy to create a new workflow or update an existing one. Complex workflows can also include:
- Non-linear steps
- Sub-workflow processes within a larger workflow
- Escalate to a manager for review at specific stages
- Create and assign tasks to users
- Require that a user complete specific forms
- Communication via API with another application