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Misconceptions of Computerized Workflow
Case 1: Lotus Notes or MS Exchange
is a perfect workflow solution
When the term 'workflow' is mentioned, we often hear users say, "We've already installed Lotus Notes or Exchange, so we don't need to buy any other computerized workflow software" or "We already have an automatic office system based on Exchange".
In reality, Lotus Notes and MS Exchange are not complete workflow automation solutions. This can be explained by the following:
- Lotus Notes and Exchange are groupware products, which means that they are based on a platform comprising messaging, knowledge management and task coordination, but not specifically workflow automation.
- Lotus Notes and Exchange have some concepts of workflow. Understanding the idea of workflow is quite different from satisfying the demands of workflow at an enterprise level. The relationship between QCTI/DLFLo and Lotus Notes or Exchange is like that of Notepad and MS Word. Both of which have concepts of word processing, but few people will write a work report using Notepad.
- Lotus Notes and Exchange lack many of the attributes of a genuine workflow system. They depend on third party applications to solve process problems, which add to their cost of implementation and use.
- Lotus Notes and Exchange use non-related databases. If a workflow application is based directly on Lotus Notes or Exchange, the data stored in non-related databases cannot be counted, monitored, or calculated for the purposes of tracking and efficiency analysis which are integral features of a workflow system. In comparison, due to QCTI/DLFLo's use of related databases, specific calculating sheets and efficiency statements can be easily produced.
Lotus Notes and Exchange are capable of interacting with related databases, however, the programming to do so is heavy, and ultimately, the operating efficiency is far lower than that of the QCTI/DLFLo solution.
- Workflow systems enabled through Lotus Notes and Exchange are C/S systems which typically translates to high maintenance costs for the end user. The QCTI/DLFLo solution, on the other hand, is a pure B/S system which incurs little to no maintenance costs for the end user.
- Certain third-party software companies have explored workflow application functions through Lotus Notes and Exchange, and may exhibit the features of an enterprise level solution; however, these solutions are based upon the email functionality within Lotus Notes and Exchange.
- Workflow based on e-mail has several weaknesses. Vulnerabilities in security make it a poor candidate to handle business sensitive data.
- Workflow based on e-mail is fragile. When accidental use or misuse leads to information loss, an email system has no way of tracking or recovering this data. In the QCTI/DLFLo solution, important workflow information is transmitted and recorded reliably using a database.
- Emails are stored in a public registry and access priviledges are set by registry. If a user has viewing rights, he/she can open all messages within the registry, compromising security. In the QCTI/DLFLo solution, security control is based on records, and as such, guarantees data security.
- Emails must be downloaded to the client. For mobile clients, access speeds can be extremely slow. The QCTI/DLFLo solution, based on its B/S structure, does not require downloading and connectivity is fast.
- A client whose enterprise workflow system is based on email must have ODBC installed in order to communicate with a database. In the event that a new workflow application system is installed with different data sources, ODBC must be re-installed on the client. The QCTI/DLFLo solution does not require a database to be connected with the client, and therefore re-installation of software is not required.
- As e-mail system is a C/S structure, many user ends are maintaining work, which causes a weak compatibility of the platform. QCTI/DLFlo solution is pure B/S structure (Active X is not adopted), and has no end user's maintenance tasks, therefore, it has a strong compatibility.
Case 2: Electronic sheet software vs. Workflow automation
A misconception regarding electronic sheet software, such as time sheet management, is that they are workflow automation solutions. In reality, they lack the breadth of functionality to carry out workflow specific operations. Similar to Lotus Notes and Exchange, electronic sheet software would require a great deal of re-engineering to be considered on par to today's workflow systems.
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