# WORKFLOW DIAGRAMS SPECIFICATION ## Requirements and Specifications for Visual Workflow Representations --- ## DOCUMENT METADATA **Document Number:** DBIS-SYS-WDS-001 **Version:** 1.0 **Date:** 2024-12-08 **Classification:** UNCLASSIFIED **Authority:** DBIS Executive Directorate **Approved By:** [See signature block - requires SCC approval] **Effective Date:** 2024-12-08 **Distribution:** Distribution Statement A - Public Release Unlimited **Change Log:** - 2024-12-08 - Version 1.0 - Initial Release --- ## EXECUTIVE SUMMARY This document specifies requirements for creating visual workflow diagrams for key DBIS processes. It defines workflow types, requirements, standards, and implementation guidelines. **Purpose:** Provide comprehensive specifications for visual workflow diagram creation to enhance process understanding and operational efficiency. --- ## WORKFLOW CATEGORIES ### 1. Governance Workflows #### 1.1 Budget Approval Process **Purpose:** Visual representation of budget approval workflow **Source Material:** - [Budget Approval Example](../../08_operational/examples/Budget_Approval_Example.md) - Title IV: Financial Operations - Financial Operations Manual **Required Elements:** - Process steps (initiation, review, approval, execution) - Decision points (approval/rejection, escalation) - Roles (initiator, reviewer, approver, executor) - Timelines (review periods, approval deadlines) - Escalation paths **Diagram Type:** BPMN (Business Process Model and Notation) **Specifications:** - Format: Vector graphics (SVG, PDF) - Style: Professional, clear, role-based - Elements: Activities, gateways, events, lanes (roles) - Standards: BPMN 2.0 conventions --- #### 1.2 Membership Application Process **Purpose:** Visual representation of membership application workflow **Source Material:** - [Membership Application Example](../../08_operational/examples/Membership_Application_Example.md) - Title II: Membership - Integration Manuals **Required Elements:** - Application submission - Review and evaluation steps - Compliance verification - Approval/rejection decision - Integration procedures - Notification steps **Diagram Type:** BPMN **Specifications:** - Format: Vector graphics (SVG, PDF) - Style: Process-focused, clear decision points - Elements: Activities, gateways, events, lanes - Standards: BPMN 2.0 conventions --- #### 1.3 Treaty Negotiation Process **Purpose:** Visual representation of treaty negotiation workflow **Source Material:** - [Treaty Negotiation Example](../../08_operational/examples/Treaty_Negotiation_Example.md) - Title XIV: Diplomatic and Treaty Instruments - Treaty Templates **Required Elements:** - Negotiation initiation - Drafting stages - Review and revision cycles - Approval process - Ratification procedures - Implementation steps **Diagram Type:** BPMN **Specifications:** - Format: Vector graphics (SVG, PDF) - Style: Diplomatic, formal, clear stages - Elements: Activities, gateways, events, lanes - Standards: BPMN 2.0 conventions --- ### 2. Operational Workflows #### 2.1 Emergency Response Procedures **Purpose:** Visual representation of emergency response workflow **Source Material:** - [Emergency Response Example](../../08_operational/examples/Emergency_Response_Example.md) - Title XII: Emergency and Contingency Procedures - Emergency Response Plan **Required Elements:** - Incident detection - Assessment and classification - Response activation - Containment procedures - Resolution steps - Post-incident review **Diagram Type:** Flowchart with swimlanes **Specifications:** - Format: Vector graphics (SVG, PDF) - Style: Emergency-focused, clear escalation - Elements: Steps, decisions, roles, timelines - Standards: Flowchart conventions with swimlanes --- #### 2.2 Dispute Resolution Process **Purpose:** Visual representation of dispute resolution workflow **Source Material:** - [Dispute Resolution Example](../../08_operational/examples/Dispute_Resolution_Example.md) - Title XVI: Dispute Resolution - Tribunal procedures **Required Elements:** - Dispute filing - Initial review - Mediation/arbitration options - Tribunal process - Resolution and appeal - Implementation **Diagram Type:** BPMN **Specifications:** - Format: Vector graphics (SVG, PDF) - Style: Legal, formal, clear paths - Elements: Activities, gateways, events, lanes - Standards: BPMN 2.0 conventions --- ### 3. Technical Workflows #### 3.1 Change Management Process **Purpose:** Visual representation of change management workflow **Source Material:** - [Change Management Example](../../08_operational/examples/Change_Management_Example.md) - Change Management Process - CCB Charter **Required Elements:** - Change request submission - Initial review - Impact analysis - CCB review and approval - Implementation - Verification and closure **Diagram Type:** BPMN **Specifications:** - Format: Vector graphics (SVG, PDF) - Style: Process-focused, clear approvals - Elements: Activities, gateways, events, lanes - Standards: BPMN 2.0 conventions --- #### 3.2 Data Migration Process **Purpose:** Visual representation of data migration workflow **Source Material:** - [Data Migration Example](../../08_operational/examples/Data_Migration_Example.md) - Operational Procedures Manual **Required Elements:** - Migration planning - Data preparation - Migration execution - Validation and verification - Cutover procedures - Post-migration review **Diagram Type:** Flowchart with swimlanes **Specifications:** - Format: Vector graphics (SVG, PDF) - Style: Technical, detailed, clear steps - Elements: Steps, decisions, roles, validation points - Standards: Flowchart conventions --- ## WORKFLOW REQUIREMENTS ### Technical Requirements **Format Standards:** - Primary: Vector graphics (SVG preferred, PDF acceptable) - Secondary: Raster graphics (PNG, high resolution, 300 DPI minimum) - Version control: Source files maintained **Quality Standards:** - Resolution: Minimum 300 DPI for print, scalable for digital - Colors: Professional color scheme, role-based color coding - Typography: Clear, readable fonts, consistent sizing - Accuracy: Process-accurate, reviewed by process owners **File Organization:** - Location: `visual_assets/workflows/` directory - Naming: Descriptive, consistent naming convention - Versioning: Version numbers in filenames - Documentation: Each workflow documented with metadata ### Content Requirements **Required Elements:** - Title and description - Process owner/authority - Roles and responsibilities (swimlanes) - Decision points and criteria - Timelines and deadlines - Escalation paths - Reference to source documents - Version and date **Standards Compliance:** - Follow BPMN 2.0 standards (for BPMN diagrams) - Follow flowchart conventions (for flowcharts) - Maintain consistency across workflows - Ensure accessibility compliance --- ## IMPLEMENTATION PLAN ### Phase 1: Governance Workflows (Month 1-2) **Deliverables:** - Budget approval process workflow - Membership application process workflow - Treaty negotiation process workflow **Resources:** - Process analyst - Business analyst - Graphic designer - Process owners - Diagramming software ### Phase 2: Operational Workflows (Month 2-3) **Deliverables:** - Emergency response procedures workflow - Dispute resolution process workflow **Resources:** - Process analyst - Operations team - Graphic designer - Process owners - Diagramming software ### Phase 3: Technical Workflows (Month 3-4) **Deliverables:** - Change management process workflow - Data migration process workflow - Additional technical workflows (as needed) **Resources:** - Process analyst - Technical team - Graphic designer - Process owners - Diagramming software --- ## TOOLS AND SOFTWARE ### Recommended Tools **Workflow Diagramming Software:** - Draw.io / diagrams.net (BPMN support, free) - Lucidchart (BPMN support, professional) - Microsoft Visio (BPMN support, professional) - Bizagi Modeler (BPMN focused, free) - Camunda Modeler (BPMN focused, free) **File Formats:** - Source: .bpmn, .drawio, .vsd - Export: SVG, PDF, PNG (high resolution) --- ## QUALITY ASSURANCE ### Review Process 1. **Process Review:** - Process owner review - Process accuracy verification - Completeness check 2. **Design Review:** - Visual quality assessment - BPMN/flowchart compliance - Consistency check 3. **Documentation Review:** - Metadata completeness - Reference accuracy - Documentation quality ### Approval Process - Process accuracy: Process owner approval - Design quality: Design team approval - Documentation: Documentation manager approval - Final: Executive Directorate approval (for major workflows) --- ## MAINTENANCE ### Update Procedures - Workflows updated when processes change - Version control maintained - Change documentation required - Review and approval process followed ### Version Control - Version numbers in filenames - Change log maintained - Previous versions archived - Current versions clearly marked --- ## RELATED DOCUMENTS - [Budget Approval Example](../../08_operational/examples/Budget_Approval_Example.md) - Budget process - [Membership Application Example](../../08_operational/examples/Membership_Application_Example.md) - Membership process - [Treaty Negotiation Example](../../08_operational/examples/Treaty_Negotiation_Example.md) - Treaty process - [Change Management Process](../../00_document_control/processes/Change_Management_Process.md) - Change management - [Operational Procedures Manual](../../08_operational/Operational_Procedures_Manual.md) - Operational procedures --- **END OF WORKFLOW DIAGRAMS SPECIFICATION**