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Workcube has a structure that progresses through processes. Processes are the most critical structure among forms. Each process has its own stages. Before creating a process, the process is constructed using the QPIC-RS matrix. After ensuring that the process is set up correctly, the process is created based on the QPIC-RS matrix, stages are added and adjustments are made.

Path: Control Panel > BPM > Processes

Workflows go through certain steps while being designed. The stages, names of the stages and directions vary in each business function. But the steps to be applied are the same.

In this article, process management from start to finish is discussed through “Sales Order”. The following steps will be applied respectively for the Sales Order:

creating “QPIC-RS matrix”,
creating “Process”,
adding “Stage”,
creating “Sales Order”,
“Warning” and Approvals” display and implementation.

QPIC-RS Matrix

QPIC-RS matrix is a structure created to properly manage business processes in a business. QPIC-RS stands for; These are Quality, Process, Information, Communication, Roler and Stage and serve the process planning function. It provides convenience in correctly constructing the processes and stages of the business.

It initially comes as QPIC-RS Canvas as in the image below. Thanks to Canvas, a process and its stages are designed and planned on the document before it is created in the Workcube system.

Attention: The QPIC-RS Workshop Document created above has been filled in on behalf of people within Workcube. Names are given for illustrative purposes. While filling out the document, Departments and Positions appropriate to the stage, independent of people, should be added in the Maker - Checker columns.

Project: The name of the project is entered.
Process: The name of the process is entered.
Version: The version number and name of the process, if any. is entered.
Date: The creation date of the document is entered.
No: This is the column where the stages are numbered.
Stage: The names of the stages are written.
Description - Purpose: Description and/or purpose of the stage. is written.
Preliminary Action - Display: If there is an operation to be done before proceeding to the stage, it is written. Note: If there is a "Display" file in the stage, it must be filled.
Subsequent Process - Action: If there is an operation to be done before moving on to the next stage, it is written. Note: If there is an "Action" file in the stage, it must be filled.
O, R, Y, D: “O” means Approval, “R” means Rejection, “Y” means Redo, “D” means Get Support. It is the part that determines the flow of the stage. At one stage, whatever actions are desired are marked.
A1 and A2: Mean "1.Get approval from the superior" and "2.Get approval from the superior". If approval is required from superiors, it is marked.
Maker: These are the "Authorized" people at the stage. They can make changes at the stage. At which stage, the authorized persons or positions are selected.
Checker: These are the people who give "Approval" at the stage. Changes in the stage are called “Approval, Rejection, etc.” They are the people who ensure the flow by giving action. Again, at which stage, the authorized persons or positions are selected.
Designers and Approvers: The names of the person or persons who designed and approved the document are entered.

QPIC-RS matrix appears in the Workcube system in a compact form as follows. “Process” and “Stages” are combined in a single line. In addition, the properties of the stages can be seen from the icons under the names without going into them.

Path: Control Panel > BPM > QPIC-RS

Sales Order Process and Stages

First of all, the process of the business function and then the stages that determine the way of doing the job are created.

Each of the created stages are added according to the needs of the business in order to manage the process correctly. The stages are briefly; These are structures that contain the details of the process, its actions and authorized persons. The way the stages are filled is the same, but their functions are different.

When you click on a stage and go to the detail page, you can see that there is a “Checker” block on the right. When the “Request Approval” box is checked in this block, the “Approval, Rejection, Redo, Send to Someone Else and Cancel” actions appear right below it. Among these actions, those that are appropriate for the stage must be selected. When the "Require a comment" box is checked, Checkers are asked to comment on which action they took at a stage and why.

The field at the far right of the block determines which stage they will move to when the current stage is approved or rejected.

For example; When the relevant Checker gives approval at the "Profit-Loss Control" stage, the next stage will be "Manager Approval". When the Checker rejects, there will be a “Reject-Cancel” stage, if Redo is checked, it will go to the “Register” stage and the process will start again.

Sales Order Workflow

Path: ERP > Sales - Distribution > Sales > Sales Orders

After the workflow specified in the OPIC-RS document is set up on the system, the process starts with the registration on the order screen. It is saved by clicking the “Save” button. Thus, the sales order record is sent to “Workflow” for approval.

Warnings and Approvals

Path: Top Menu > Warnings (Bell icon)

The "Warnings and Approvals" section has a critical role in the correct management and progress of a process and its stages. On the "Alerts" page, people can see the stages they are authorized in a process, "Approval, Rejection, etc." as far as they are authorized. They can give actions and make “Comments”.

This is a filter to list as “Incoming, Outgoing and All”. If "Incoming" is selected, the incoming stages to be approved are displayed. If "Outgoing" is selected, the stages to be approved that go to another Checker are displayed.
In this section, the approval status of a stage that has arrived for approval is displayed. After clicking on the "Approval" icon, a positive comment is entered as in the image, and when the "Approve" button is clicked, the stage is approved.
In this section, the reject version of a stage that is about to be approved is seen. After clicking on the "Reject" icon, a negative comment is entered as in the image, and when the "Reject" button is clicked, the stage is rejected.

To view all "Approval-Rejection" transactions made in a sales order, to observe which stages the process goes through and what kind of comments are written, you can go to the Warnings screen via the "Bell" icon on the order detail page. to go.

All warnings and approval transactions regarding this order are displayed in the process phase table on the right side of the page that opens.

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