Building Business Process Monitoring and Reporting with Kofax TotalAgility

Phong Chu Principal Enablement Manager Phong.chu@kofax.com

What is Business Process Reporting?

Provides information on the performance of a companies

business processes, e.g. how long a process takes on average and how many people it takes to complete specific tasks.
Business reporting has historically been lacking this kind of

Business Process Intelligence.

Reporting and Monitoring

The Reporting and Monitoring features in the Kofax TotalAgility

Workspace enable you to:

Run out of the box Process Intelligence reports Create custom Process Intelligence reports Set access control permissions on reports Define targets, events, and alerts

Accessing Reporting and Monitoring Features

Log in to Kofax TotalAgility Workspace Select the Reporting & Monitoring menu.

The Kofax TotalAgility Workspace Reporting and Monitoring

The Reporting and Monitoring page in the Workspace provides the

following four options:

1. Business Objectives - create business events, targets and alerts

for your business process.

2. Productivity - as a supervisor, view the productivity details of all

the members and loaned resources of a particular team. This allows you to understand the resource utilization at any point of time and take appropriate actions, if required.
3. Dashboards Select which dashboard you wish to display. 4. Published Reports - to view or run published reports you have

access permissions to.

Process Intelligence (PI) Reporting

You can run out of the box PI reports or generate a variety of

custom reports that enable you to retrieve, analyse, and use information for better more informed decisions about your underlying business processes.
Reports can be Published and made available to resources who

have the appropriate permissions to view the report.

Work Queue Definition Fields

Before you can generate any Process Intelligence reports, you

should think carefully about the type of information you require in your reports.
A number of standard PI report fields are provided out of the box

e.g. Process Name, Creation Date, Number Created etc.

If you need to see process variable data in your reports, these

should be added to your work queue definition (up to 30 custom fields).

The fields in your work queue definition can be used as report

fields and/or as criteria to filter a report.

You can access work queue fields in the Meta Data table.

Pre-Requisites for PI Reports

Before you can generate any Process Intelligence reports, you

must ensure the following:

Set the Update PI property to TRUE (for any process maps you want

to be able to generate reports on).

You must have at least one live (with a completed activity) or

completed job.
Run the SYSTEM Update PI Database map to update the PI

database (via the Workspace). Completed job information will be copied to the PI database. Live job information will be copied to the PI database, but only for

activities that have been completed.

Out of the Box PI Reports

You can run the out of the box workspace reports by going to

Reporting & Monitoring > Custom Reports.

Click the Run button beside one of the following reports: All Completed Jobs Textual All Live Jobs Textual Completed Jobs Chart Live Jobs Summary Textual Number of Jobs Created By Resource This Month Chart Resource Productivity Activities Completed This Week -

Textual
Note: You can view detailed descriptions of what each report does in the Description column in the workspace.

Business Events, Targets and Alerts

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Configuring Events ,Targets, and Alerts

Events ,Targets, and Alerts can be defined in the Kofax

TotalAgility Designer Business Monitoring Module

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What are Business Events?

You can define key business events you want to track in your

processes. For example, you could define an event to record a product sale. When the sale is made, a process raises the business event passing in the sale amount.
Business events are used to monitor the performance of the

business. They are independent of the processes although a process can fire an event.
Events are raised using the Business Events property of an

activity.
Events are fired after the activity has completed.

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Configuring Business Event

Define the event Fields to map to process data: enter a Name for

the event field, and select the field Type

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What are Business Targets?

A business target defines how collections of key business events

should be monitored, for example you may have weekly target product sales of $500,000.
Targets can be automatically monitored causing business

processes to be fired if thresholds are missed

Targets are displayed on charts. Users can watch in real time if they are getting close to the

business target.
Target charts can be displayed in a form solution using the

Report Viewer control.

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Configuring Business Target

Configure an event to monitor at an interval (every day, every

week, every month, every quarter or every year) for the selected criteria (sum or occurrences) against a target value

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What are Business Alerts?

You can raise alerts when a target is met. A new process can be fired when a target is met. The process could e.g. Email the resource(s) responsible for

handling the alert.

Alerts are raised the moment that a target is reached.

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Configuring Business Alert

Configure an event to monitor at an interval (every day, every

week, every month, every quarter or every year) for the selected criteria (sum or occurrences) against an alert target value.
The filter criteria allow you to create multiple alerts based on

the one event, but filter them by different criteria.

You can specify a process to create a job on when the

sum/count of the event reaches the specified value

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Associating a Business Event with an Activity

On the Extended Properties page of the activity, click the

Business Events tab

Configure the required event in the Event box Map the relevant process or server variable to each of the fields.

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Dashboard

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What is Dashboard?
A graphical user interface to displays real time business process

information that you wish to monitor.

A Dashboard can be configured to display chart about Case, Job,

Activity, or Target data

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Dashboard Layout
By default, a dashboard has 4-column-regular-dashboard layout. You can change the layout of your dashboard at any time

depending on the number of charts you have and how you want to display them.

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Configuring Chart
To display live data and Key Performance Indicators (PKIs), you

can add charts and textual reports to each available section in the selected layout of your dashboard.

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Adding Dashboard Control to a Form

You can use the Dashboard control in your form to display

particular dashboards.

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Out-of-the-box Reports

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Viewing and Running Published Reports

The Published Reports page displays all the published reports for

which you have access permissions to view or run. If you have access to several reports published by multiple users, all of these reports will be available for you on this page.
Note: you can unpublish a report from the Existing Reports page.

Once a report is unpublished, it is removed from the Published Reports page, but will continue to be displayed in the Existing Reports page with the saved status.

Productivity
You can view the productivity details of all the members and

loaned resources of a particular team.

This allows you to understand the resource utilization at any point

of time and take appropriate actions.

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All Completed Jobs Report

This report displays a textual summary of all jobs that are

currently completed in the system.

The purpose of this report is to display information about jobs with

a status of completed, the amount of work done and the working duration spent (in days).

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All Live Jobs Report

This report displays a textual summary of all jobs that are

currently live in the system.

The purpose of this report is to display information about jobs with

a status of live, this shows the amount of work outstanding and the target finish time.

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Completed Jobs Chart Report

This report displays a count of completed jobs against process

type.
This report allows you to gauge the throughput of processes

completed in the system.

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Live Job Summary Report

This report shows a textual summary of live jobs and the number

of each type created.

The purpose of this report is to display information about jobs with

a status of live, and the number of each type created for each process and category.

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Number of Jobs Created by Resource This Month Report

This report displays the number of live and completed jobs that

each resource has created in the month to date.

The purpose of this report is to show job creation throughput by

resource across a monthly time period.

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Resource Productivity - Activities Completed This Week

This report shows a textual summary of all activities completed

week to date by each resource

This report can be used to gauge productivity by each resource

showing what activity was completed and the date completed over the time period of one week

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Custom Reports

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Custom Reports
You can build your own Process Intelligence reports to get a

complete understanding of your key processes and to enable you to manage them effectively.

Create Custom Report

You can generate textual or graphical reports. When you

generate a graphical report, you can select which type of graph the report should display in.

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Key Steps to Build a Custom Report

1. 2.

Select to report on a process or an entity. Enter the report details, such as, title, description, purpose; optionally specify a workflow to record the report sign-off process and associate a report with this report. Select from linked report name and work type. Select the report type, either textual, or pie or bar chart. Define the report fields, which are the columns to display in the generated report. Define the static filters, which are the design time filter criteria that defines the maximum scope of the report. Define the dynamic filters, which are the run time filter criteria. Apply filter options for the report fields such as the Aggregate functions, sort order, and summarize. Define resource access permissions. Save, run or publish a report.

3. 4. 5. 6.

7. 8.

9. 10.

Configure Custom Report

You can define static filters (design time) and dynamic filters (run-

time) filters for your custom report.

You can select fields from the tables available in the Data section.

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Defining Access Permissions for a Report

When building a new report, you can configure access

permissions to define how widely a report can be shared across your organization. This enables you to control access to the report so that only the relevant resources have access to it.
Access Type Full Control Description has access to all the report options, such as, open, copy, run, view version history, publish, unpublish, delete or configure resource permissions for a report. has access to all the above options in a report except the resource access option. can only run a report from the Run Report and Existing Reports screen.

Edit

Execute

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Configure Access Permissions

By default, the Everyone group has Full Control access to the report,

therefore all the users in this group also have full access to the report.

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Report Viewer Control

Using the Report Viewer control, you can directly run a report and

also display targets on a form.

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Configuring Report Viewer Control

Show Selection Criteria: Allow the selection criteria to appear at

run time. By default, the selection criteria does not appear.

Selection Criteria: Configure the selection criteria for your report.

This allows you to provide values for the dynamic filter criteria. defined for the report.

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Resource Cost
Fixed Cost Rate: The cost of the resource irrespective of the

length of the activity.

Variable Cost Rate: The rate per time period for this resource.

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Activity Cost
Expected Cost: The cost within which the activity is expected to

be complete.
Fixed Cost: The cost of the activity irrespective of its length

(duration).

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Process Cost
Expected Cost: Specify the overall expected cost of performing

the job.
Budget: Budget determines the amount of money allocated to a

process (mainly case fragments) and can help managers track and monitor key business processes, that is, whether under or over budget.

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Activity Duration
Target Duration: determines how long the user can take to

complete the activity once they have taken it. This is used to gauge productivity.
For example, if the expected duration of an activity is defined as

five minutes, the user must spend no more than five minutes on the activity. If the user spends 10 minutes instead of 5 minutes they have a 50% productivity rating.

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Process Duration
Expected Duration: Define the duration when a process is

expected to be completed:

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Thank you

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For further information, please contact: Phong Chu Email: phong.chu@Kofax.com