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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
- 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
- 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
- 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
- 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
- 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
- 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
- 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
-
Process Review:
- Process owner review
- Process accuracy verification
- Completeness check
-
Design Review:
- Visual quality assessment
- BPMN/flowchart compliance
- Consistency check
-
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 - Budget process
- Membership Application Example - Membership process
- Treaty Negotiation Example - Treaty process
- Change Management Process - Change management
- Operational Procedures Manual - Operational procedures
END OF WORKFLOW DIAGRAMS SPECIFICATION