Alumni Association of Graduate School of Informatics, Kyoto University. At the workflow base of Questetra and Google Apps, processing collaboratively on reminding to whom not paid and on query support.
Alumni Association of Graduate School of Informatics, Kyoto University (Kyoto-u informatics AA) is the young Alumni Association which was established in 2000. It is an small-scale association which the number of members is still not reach 2,000.
We Kyoto-u informatics AA are organizing various events, including the "Super Networking" which is a public event of 500 people. We use Questetra BPM Suite on the works of Account Reconciliation of registered participants of the event. Specifically, passing 'Event registration data' which accepted in Google document, to Questetra from Google Apps Script, then Questetra sends 'Payment guide mail' automatically. After that, it automatically sends 'Thank you email' when the payment is confirmed. It means always displaying list of 'members who have not paid yet' in [My Tasks].
About three people work on Account Reconciliation that is to check the bank transfer for event entry fee and to reconcile with 'Event application data' in the Workflow. A number of secretaries are monitoring the recording of payment and the demand list.
In the actual flow, if the payment could not be confirmed even after one week, we have sent "Reminder mail" that guide how to deposit from Questetra as well. That is, strictly to say, 'members who had not paid yet' and 'members who had not paid yet and had been sent the reminder already', are always listed.
We utilize it for 'Contact management' and 'Monthly reports of Secretaries'.
We centralize the management of those contacts by email and Web. Mainly, queries about membership fee from alumni, and reference on membership information. Has managed about which query has not been replied , and who has replied how. Now we have more opportunities to see the previous data, as the reply record increase.
And 'Monthly reports of Secretaries', all the secretaries report "Activities for the Alumni Association" in Monthly report form. Since a notification, "Please write a monthly report of this Month", automatically arrives in the morning of the last day of each month for all the secretary, almost everyone submit a monthly report before the tenth day of the month, the deadline day.
Even though a secretary of Alumni Association, graduates or current students are working for almost nothing. Because many of the student secretary who play the central role would graduate after a year or two, we could hardly establish the Workflow. I think that point they can easily hand down the operating procedures is good.
Even though it is only a feature that there is no need to memorize multiple passwords, Single Sign-on to Google Apps is very convenient. And though it is a small thing, it helps to ease the burden for the secretaries to write reports because the title of the report is already entered as default like "[Secretary Report of the Month]" by Ichiro Suzuki Oct.2011".
workflow, business process management, saas, bpmn, software
