The Specifications section is used to capture the technical details and requirements for the process.  This information is needed in order to automate the process in a tool. The following is an outline of the key elements included in this section.

  • States and Triggers
    • Define “state” or “status” values that are used to convey the progress of an instance of the process. For example, in Incident management, a specific incident could have state values of: Open, In Queue, Work In Progress, Resolved, Closed. Some processes employ an additional set of state values to track Approvals (e.g., Change Management, Request Fulfillment). In these cases, the “Approval States” tab can be used to define these state values. Triggers define the events that may cause a change in state. For example, an incident might advance to the Resolved state when a resolution for the incident has been developed and implemented. States and Triggers are included in the TDD (Technical Design Document) that is exported from Design to be used by system administrators or tool developers as input to the development phase of the process implementation cycle.
  • Data Specifications
    • Presents a “roll-up” list of all Data Specifications captured for each task in the process. Data Specifications consist of field names that will be defined in the tool and used to support and automate the execution of the process. Data Specifications are included in the TDD (Technical Design Document) that is exported from Design to be used by system administrators or tool developers as input to the development phase of the process implementation cycle.
  • Tool Specifications
    • Presents a “roll-up” list of all Tool Specifications captured for each task in the process. Tool Specifications describe the functions that the tool ought to perform to support and automate the execution of the process. Tool Specifications are included in the TDD (Technical Design Document) that is exported from Design to be used by system administrators or tool developers as input to the development phase of the process implementation cycle.
  • Notifications
    • Create messages that will be sent as email notifications during the course of process execution. Messages are sent in response to events or triggers that are defined in the “States and Triggers” page. Notifications are included in the TDD (Technical Design Document) that is exported from Design to be used by system administrators or tool developers as input to the development phase of the process implementation cycle.
  • Spreadsheets
    • Create ad hoc spreadsheets to capture additional requirements and other supporting details that will be required for implementation of the process into the automation tool. Spreadsheets are included in the TDD (Technical Design Document) that is exported from Design to be used by system administrators or tool developers as input to the development phase of the process implementation cycle.
  • To-Do List
    • Provides capability to assign resources (individuals) and Level Of Effort (LOE) estimates and relative priority to all Data Specifications and Tool Specifications. Each item can be assigned to an individual for implementation and the status of that item can be tracked and updated. To-do list is included in the TDD (Technical Design Document) that is exported from Design to be used to track progress of implementation.
  • Produce TDD
    • Generates the TDD (Technical Design Document). The TDD is a multi-tabbed Excel file that contains all details captured under the Specifications page.