TIM Wiki / NEW TIM 6 Documentation

This chapter will give an introduction to modeling with iGrafx by using a specific example. A detailed documentation for iGrafx can be found here. When opening the programm the following screen will show up:

A new model must be created in the next step. This model will define the single steps in our process. Afterwards it can be exported as an processdefinition. After clicking the button for a new model, this window opens up:

For this example, we use a BPMN Multi-Lane Collaboration diagram.

The following example should show the different possibilities to model and design processes in iGrafx in combination with T!M. The scenario is a so called “onboarding procedure” of a new employee, that can be used in every company.

This paragraph explains the basic functions for working with process models:

• Create a new Model
• Editing process models
• Opening and Saving diagramms

1. When starting the modeling of a process model, all involved departments and/or company parts should be defined. This will be managed by so called pools and swimlanes, simply called lanes. A pool is a superior unit and and the single lanes represent subzones, e.g. departments in the company. Since we chose the template with more Swimlanes, there are already two lanes and the necessary start event in our diagram, which has to be unique in the process model. By right clicking the already exisiting pool it is possible to open the department manager. This manager makes it possible to add new Swimlanes to the pool. 2. In order to rename the swimlanes, the desired element has to be selected and then clicked. Now it is possible to individualize the label. In this case the pool stands for a superior company and the lanes stand for departments in this company. On the one hand there is the Human Ressources Department (“HR”) and on the other hand there is the IT department (“IT”). The start event is already placed in the diagram, so it doesn't have to be added separetly. In case this should be necessary, it can be added by clicking the corresponding symbol in the left band. The click on it selects the start event and can now be placed somewhere in the diagram by clicking the desired destination. 3. For the first step the Task “Create personal file” should be processed. A task node has to be placed behind the start event in order to reach this goal. By selecting the task node symbol in the left band, followed by a click in the diagramm, the task is added to the processmodel. The labeling works similiar to the labeling of the swimlanes by two clicks. For the next step the start event has to be connected with the Tasknode. This connection is called “transition”. This can be managed by clicking and holding on the startevent and then moving the mouse onto the task node.

With an “AND” gateway it is possible to execute multiple steps of a process at the same time. The parallel gateway waits for all tasks inside to be finished before going on. In this example there are two tasks to be done at the same time. One for the HR and one for the IT department.

1. First step is to select the diamond symbol from the left band and then you can place it in the diagram. After placing it, the type of it must be changed. This happens by rightclicking it and choosing “Properties”. Now the gateway type can be changed to Parallel:
2. Now two new activites can be placed into the HR and the IT lane and connected with the AND. Of course there can be more than two tasks at the same time. The HR department now gets the task to “Organize the desk”, meanwhile the IT department should take care of “Creating a network account”:
3. A forking AND gateway have to be closed at end, so the process is able to go on with the next tasks. Therefore a new AND gateway has to be added to the diagramm and placed at the point where the parallel part should end:
4. The process flow is finished so far, but you have to add an end event in order to show where the process terminates:

A process needs different attributes in order to be able to run. These attributes can be created or edited by rightclicking an element and choosing properties. Different menupoints are shown for the current element. The attributes that are most relevant to T!M are under the “Execution” point. In the image we see the general attributes for a process, that can be found in the properties of the start event.

After this short overview about the attributes that are necessary, we go on with our example process. Basically every activity must have its own unique name. If no task is explicitly defined for the activity the systems generates a task with the name of the acitvity. With the aid of the properties menu it is possible to add one or more tasks for an activity. Optionally you can enter a duration for an activity. In this case we add a task to the “Create Personal File”.

1. First the porperties menu for this activity has to be opened.
2. By clicking the green “Plus” new tasks can be added to the list. These are the tasks that are delegated to the right employees, who will be responsible to complete them.
3. An additional window opens in which the task can be configured. At first you have to enter a name. In addition there can be an assignment to a special group or user, which overwrites the assignment of the swimlanes. The description field is for further and more detailed information on this task, which will be shown during process execution. It is possible to add links .

Now the general attributes have to be defined. Owner, Starter and Deployer are needed at this point.

1. This can be done by the properties menu of the start event
2. At last the swimlanes need an assignment definition, so that its clear who is going to be the user, who finishs the tasks inside the swimlane.

After these changes a deployment check is executed.

Before publishing a process it is possible to do a deployment check. This check shows if all settings are inserted and if the process was able to run as it is. The deployment check can be accessed in the following menu:

There are two possible ways this check can end:

1. There is an error. This will be displayed in the Output area of iGrafx.
2. There are no errors. Consequently a positive message will show up, which implies that the process is ready to be deployed.

When running through an XOR/exclusive Gateway not all outgoing transitions get active, in contrast to the AND gateway. So there must be any kind of decision which defines which way gets active and only the tasks on this way are to be completed. That decision is made by the user who finshes the last task before the process enters the XOR Gateway. This can be done by a popup, which shows all possible descisions.

1. In order to extend our process we have to delete the end event. This happens by selecting it and pressing the delete key. The resizing of the pool happens automatically when adding an element to the right border of it.
2. Behind the joining AND gateway, a XOR element has to be added. To clarify what kind of decision has to be made, this XOR can be labeled like all the other elements (e.g. “Hardware necessary?”). Finally we end the process by adding the end element.
3. It is possible to label the transitions in order to make sure which way belongs to which decision. By default one way gets labeled with “yes” and one with “no”, but this can be customized. In this case the way with yes leads to the activity “Order Hardware” and the other one leads to “Archive personal file”. The Transition can be adapted in the properties of the XOR gateway.

The publishing (Deployment) of the process onto the T!M - Task !n Motion system happens by choosing the Menupoint “Publish As”. Therefore the User needs the role Deployer in the T!M user administration.

After entering the username and the password the process can be published by clicking “Deploy Process”. In the output window a message over the success of the deployment is shown.