Workflow tool alerts the users to bottlenecks in the process e.g. users that are late or have not logged in

Description

In the context of CPM tools, workflow tools control the flow of information when creating a budget, forecast, or monthly close. Users are assigned tasks and tracked through the completion of those tasks with due dates and approval flows.

Example Use Case

Scenario: A large supply chain company uses CPM software to manage and monitor its entire consolidation process. This requires inputs throughout the entire organization to ensure that financial close happens in an expected window.

Solution: With workflow tool functionality, the company can set up alerts for late submissions, reminders, and will flag admins if users have failed to login. If a user fails to log in or complete a task within the expected timeframe, the system automatically generates an alert. This prompt triggers necessary actions to mitigate the delay and preserves the integrity of the overall workflow.

Considerations

Workflow tools come in a variety of flavors, from very simplified task management tools to large approval matrixes tied to specific data points. Basic task management tools can be helpful but can be considered an annoyance if the users are not bought in to the process. Remember, the more emails you send to someone, the more likely they are to ignore some of those emails. Task tools tend to send too many emails.

Approval workflows can be beneficial in that they will not roll up a user's data, such as a departmental budget, until it is marked completed and approved. To ensure data integrity when using this approach, the system must have an obvious interface that shows who is awaiting approval, lest executives view an incomplete P&L.

Questions to Ask a Vendor

• Alert Customization: How customizable are the alert settings in your software? Can it adapt to different process metrics and individual needs of users?
• Data Approvals: Can the system prevent data from being aggregated before it is approved?
• Master View: Will the system show a complete view of all the approval cycles and associated statuses?
• Mark as Done: How does the system know that a task is completed? Does the user mark manually, or can we setup conditional completion rules?