The Order Fulfillment Process Model - YAWL

1 The Order Fulfillment Process ModelMarcello La Rosa, Stephan Clemens and Arthur ter Hofstede30 September 2009. Version: IntroductionThis document describes the Order Fulfillment Process followed by a fictitious company named Genko Process is freely inspired by the VICS (Voluntary Inter-industry Commerce Solutions) reference model1and provides a demonstration of YAWL s capabilities in modeling complex control-flow, data and Overall ProcessThe Genko Oil company features four departments: theOrder Management Department(OD), theSupplyDepartment(SD) including theWarehouse, theCarrier Department(CD) and theFinance Department(FD).The Order Fulfillment Process Model is divided into the following phases: Ordering, Logistics, which includes: Carrier Appointment, Freight in Transit, Freight Delivered, Order Fulfillment Process Model is shown in Figure 1, where each of the above phases is captured bya composite task.

2 The orders remitted by customers are processed by the Orders Management Order to keep the example manageable, a number of simplifying assumptions were made. For example weassume that an Order does not lead to more than one shipment. On the other hand orders from different clientsmay be combined into a single shipment. A single package only occupies a fraction of a truck and can correspondto one of a fixed number of Process starts with theOrderingtask, where purchase orders can be created, modified, approved or an Order is rejected or not confirmed in time, the Process terminates, otherwise the logistical arrangementscan start in the taskCarrier Appointment. This task deals with the preparation of the shipment quote,with delivery and pick-up arrangements and culminates in the actual pickup of the freight from theCarrierDepartment. If the quote is not prepared in time, the whole Process terminates and the Order is cancelled.

3 Ifthe freight was picked up, tasksPaymentandFreight in Transitare started in parallel. The former deals withthe processing of the payment for the freight and for the shipment. The latter allows the Order departmentto issue inquiries after the status of the freight in transit, and handles notifications of the shipment s progressfrom theCarrier Department. This task terminates with the actual delivery of the freight to the completion of payment and delivery, taskFreight Deliveredhandles loss or damage claims and requestsfor return of merchandise. If no claim or request is lodged within a certain time frame, the Process 1 lists all participants of the Order Fulfillment Process with their user identifier, name, positionsand roles. Each participant has default password apple , whereas the YAWL administrator has user identifier admin and password YAWL . Figure 2 depicts the organizational chart of Genko Oil, where each participantbelongs to one or more positions within a participants exceptDon Vito Corleonehave the privilege to choose which work item to start, to startwork items concurrently and to reorder work Carmine Cuneocan also chain work item execution,whileTom HagenandVirgil The Turk Sollozzocan also view all work items of their organizational Vito Corleonecan only manage cases in his role of Manager of the Order Fulfillment OrderingTheOrderingsub- Process starts with the creation of a Purchase Order by the Order Management Department(see Figure 3).

4 A Purchase Order (PO) needs to be approved by theSupply Departmentand may then besubject to a number of modifications, though it requires confirmation within a certain time creation of a PO is handled by anOD clerk, who may choose to reallocate the task to anotherPOManagerwith or without the work performed on it thus far. APO Managermay also choose to DeliveredCarrier AppointmentFreight in TransitPayment[ Order not approved or timed out][else][ Order preparation timed out][else]Figure 1: The Order Fulfillment Process Model in YAWL working on the task and have the system offer it again to the availablePO Managers. Moreover, aPO Managermay suspend working on the creation of a PO and choose to resume working on it at some later stage. Finally,aPO Managermay volunteer to be the main entry point for processing POs during a certain period of aPO Manageris offered a task to create a PO, and they volunteer for it, the system will initiate thetask automatically.

5 Upon completing the PO, thePO Managerneeds to decide whichPO Managerwill workon modification requests as they may eventuate at a later stage. The defaultPO Managerfor PO modificationsand confirmations isCarmine Marino(user id cm ).The completed PO is passed on to aSupply Officerwho needs to approve it. If theSupply Officerwhoallocates this task to themselves is theHead of SD, they may choose to delegate this task to anSD clerkwhoreports to Officerschoose which approval tasks they will work on and once they have chosensuch a task they may decide when to actually start work on it. This interaction pattern with the system is thedefault one for the various tasks that need to be performed in the Genko Oil PO contains information about the client s company ( name, address and business number), informationabout the Order ( Order number and date, currency, Order terms, line items), the freight cost and the deliverylocation. Moreover, it is possible to specify whether the Order needs to be invoiced and whether it is part of aprepayment agreement between the client and Genko a PO has been approved, repeated modifications may be requested.

6 These are tracked by a revisionnumber attached to the PO which is increased at each change. Each of these changes again need to be the original PO or any modification is rejected, the Order Process ends. Moreover, the PO needs to be confirmedwithin 3 days otherwise it is discarded and the Process of FDVirgil The Turk Sollozzo (vs)FD clerkCaptain McCluskey (cmc)Don Carmine Cuneo (dcc)Arturo de Ofstede (ao)Emilio Barzini (eb)Finance DepartmentKay Adams (ka)Head of CDCD clerkPeter Clemenza (pc)Mama Corleone (mac)MarcelloLa Rosa (mlr)Momo Barone (mb)Carrier DepartmentHead of SDTom Hagen (th)SD clerkCarlo Rizzi (cr)Joe Lucadello (jl)Jaggy Jovino (jj)Head of WarehouseConnie Corleone Rizzi (ccr)WarehouseclerkJack Woltz (jw)Joe Lucadello (jl)Supply DepartmentWarehouseOrder Management DepartmentHead of ODAssistant Headof ODFredo Corleone (fc)Tom Hagen (th)OD clerkMichael Corleone (mc)Carmine Marino (cm)Sal Tessio (st)Sonny Corleone (sc)Genko OilCEODon Vito Corleone (dvc)Billy Van Arsdale (bva)Vincent Mancini-Corleone (vmc)Johnny Fontaine (jf)Carmine Cuneo (cc)Stefano Clemenza (sca)Figure 2.

7 Organizational chart of the Genko Oil company3 User idFirst nameLast namePositionRoleaoArturode OfstedeFD clerkFinance OfficerbvaBillyVan ArsdaleSD clerkJunior Supply OfficerccCarmineCuneoCD clerkShipment PlannerccrConnieCorleone RizziHead of warehouseWarehouse Admin OfficercmCarmineMarinoOD clerkPO Manager, Client LiaisoncmcCaptainMcCluskeyFD clerkFinance OfficercrCarloRizziSD clerkJunior Supply OfficerdccDon CarmineCuneoFD clerkAccount ManagerdvcDon VitoCorleoneCEOO rder Fulfillment ManagerebEmilioBarziniFD clerkFinance OfficerfcFredoCorleoneHead of ODPO ManagerjfJohnnyFontaineCD clerkShipment PlannerjjJaggyJovinoSD clerkSenior Supply OfficerjlJoeLucadelloSD clerk,Senior Supply OfficerWarehouse clerkjwJackWoltzWarehouse clerkWarehouse OfficerkaKayAdamsHead of CDCarrier Admin OfficermacMamaCorleoneCD clerkShipment PlannermbMomoBaroneCD clerkCouriermcMichaelCorleoneOD clerkPO ManagermlrMarcelloLa RosaCD clerkCourierpcPeterClemenzaCD clerkCourierscSonnyCorleoneOD clerkPO ManagerscaStefanoClemenzaCD clerkShipment Planner, CourierstSalTessioOD clerkClient LiaisonthTomHagenHead of SD,Senior Supply Officer,Assistant head of ODSupply Admin OfficervmcVincent Vinnie Mancini-CorleoneOD clerkPO ManagervsVirgil The Turk SollozzoHead of FDSenior Finance OfficerTable 1.

8 Participants of the Order Fulfillment Process name, position and role4 Carrier AppointmentAfter confirmation of a PO, a route guide needs to be prepared and the trailer usage needs to be route guide is prepared by determining the trackpoints that are going to be visited during the trailer usage is determined by estimating the number of packages for the shipment, where each packagehas an identifier and a fixed volume of 25, 50, 100 or 200lbs. These operations are performed in parallel by thetwo tasksPrepare Route GuideandEstimate Trailer Usage(see Figure 4). The former task is allocated to theShipment Planner with the shortest work queue, while the latter task is allocated to the Shipment Planner thatwas allocated an instance of this task the longest time ago. If either task takes too long, a time out is triggered,which leads to the cancelation of the PO and the termination of the overall Process . This timer is set to fivedays for a PO with one line item and is increased by one day for each additional line item.

9 This calculationis performed by the automated taskCalculate Carrier Timeout, which is assigned to a codelet to perform therequired both tasksPrepare Route GuideandEstimate Trailer Usageare completed in time, aSupply Officercanperform taskPrepare Transportation Quote, by establishing the shipment cost based on the number of packagesand on the total volume of the freight, and by assigning a shipment number to the Order number. Once aSupply Officerhas chosen to perform this task they have the privilege to reallocate it to someone else without4order not confirmed[ Order approved]Create Purchase OrderApprove Purchase OrderConfirmPurchase OrderModifyPurchase OrderOrderTimeout[ Order not approved]Figure 3: TheOrderingsub-processloss of the work performed thus far, and to suspend and resume working on the task. In addition, the systemautomatically starts the task for aSupply Officeronce they have committed themselves to performing taskPrepare Transportation Quote, based on the total volume of the freight and on the number ofpackages, a distinction is made among shipments that require a full truck load (total volume greater than orequal to ), those that require less than a truck load (total volume less than and more than1 package) and those that simply concern a single package (total volume less than ).

10 For shipmentsthat require a full truck load,Client Liaisonsfrom theODtry to arrange a Pickup appointment and a Deliveryappointment, by specifying the location for pickup/delivery and any specific instructions. TheClient Liaisonsassociated with these two tasks should be different. It is possible that only one of these or even none ofthese appointments is made before aSenior Supply Officerholding aMaster s in Supply Chain and LogisticsManagementdecides to create a Shipment Information Shipment Information document is used by theSenior Supply Officerto specify an authorization codeand a consignee number for the shipment number. After the creation of this document, any missing appointmentsare made, though this time aWarehouse Officertakes charge of arranging a Pickup appointment and aSupplyOfficertakes care of arranging a Delivery appointment, and there are subsequent opportunities to modify themuntil aWarehouse Admin Officerproduces a Shipment Notice after which the freight can actually be pickedup from theWarehouse.