In Mykosmos the user is considered as an associate. Every associate has "Activities" to work on, "Info" to read, "Procedures" that owns and administers, "Mail" to manage. All the above are related to "Businesses" and "Contacts". If the associate has the role of CPO (Chief Process Officer), an additional "CPO Control Panel" is provided. Accordingly, access to the Organization Chart is given when the associate acts as the Head Officer of a department.
The incoming activities -from processes started anywhere in the company- are displayed on the associate's mykosmos interface, according to the role or roles he/she has been assigned. These activities are also displayed on all other associates who share the same role. Alternatively, the activities can be assigned directly using the accociate's name. When an activity is closed by forwarding, it disappears from the associate's Mykosmos interface. The associate can always view the full history of the process the activity belongs to.
Any Activity that is closed remains in a separate list. And stays there until the Process, in which the Activity belongs to, ends. In this way additional data can be filled in, or even documents can be attached at a later stage, if the need arises. An Activity remains there, as long as the process it belongs to, is active.
Associate as a Process Owner
Normally an associate is the owner of a process he has started. The owner of a process can see at any time in which position the open activities of the process lie. The position is determined by the role and/or name of the associate. Οnly the active Processes are shown.
The infos -from processes started anywhere in the company- are displayed on the associate's Mykosmos interface, according to the role or roles he/she has been assigned. These infos are also displayed on all other associates who share the same role. Alternatively, the infos can be assigned directly using the accociate's name. The infos remain there until the process they belong to ends.
The mail comes to the associate's Mykosmos interface according to the mail accounts connected with the role or roles. The mail is shown also to all other associates who share the same role. As a standard, the mail accounts are connected with specific roles, but alternatively, they can be linked to specific associates. In this case the associate must have an exclusive mail account. The mail and their attachments are converted to documents and can be used as initiators for processes throughout the company.
The processes, activities, infos and mails mentioned so far, are related to business partners of the associate's company. So the associate has a list that contains all the business partners serviced by him or service him according to the roles he is assigned. Every process, activity, info or mail that is related to a specific business partner is shown in a specific form, so that a holistic picture of the business partner is always available.
Some of the activities, infos and mails mentioned so far, are related to contacts the associate services. So the associate has a list that contains all the contacts related to the roles he has been assigned. Every activity, info or mail that is related to a specific contact, is shown in a specific form, so that a holistic picture of the contact refered is available at any time.
Metrics and Targets
The automation of Company processes using Mykosmos allows for collecting valuable Metrics. Nearly for all of those Metrics, responsible Accosites or Roles can be defined. Upon the receiving of a Metric, the accountable Associate has to explain why it is low or high. All of the Initial Processes Perspective is about times and events that taking place on those times. So, not only automation is achieved throughout the Company, but also occurs valuable measuring. The Perspective of Human Resources can be provided with Metrics that take into account the effectivity of our Associates. For the Customer Excellence Perspective, every Procedure that relates to a Customer can incorporate processes measures. Metrics also can be provided by Associates directly, as data input upon Mykosmos request.
The associate can declare his/her status and appoint other colleagues to support his work i.e. to replace him in activity execution and forwarding.
Assign Activities to one or more of your Colleagues
Start by writing the subject and the activity details in the form. Attach one or more documents to provide more information. Finaly select colleagues from the list to assign the job. The system then coordinates the process until the activities are considered closed. This is done after your validation, as the initiator of the process. The assignees of the activities can dispatch them further to other colleagues, by starting sub-processes. The initial process, with its sub-processes if any, does not end until all the activities are closed.
A Project is proccessed as a case management, where the activities are issued as needed. The first activity is issued by you as the owner of the Project, just by defining its subject. Keep defining sub-activities to the initial activity and assigning them to your colleagues. From their side, they can issue their own sub-activities under the ones assigned to them, until every aspect of the Project has been covered. Every activity has its own attached documents and job descriptions in order to be described sufficiently. The Project finishes only when all activities and their sub-activities are closed.
Simple activity Assignment
Just write an activity description and assign it to you, or anyone of your colleagues. Attach as many documents as you wish. This simple activity assignment can be used for easy sub-activiting under any other activity.
When simple Chatting is sufficient
In case there is a need to gather additional information from your colleagues, start a chatting session. Chatting starts as a process with an activity assignment to the initiater. The other participants get only info items in their info lists. The process ends when the initiater decides to close the chatting activity. This chatting feature is mainly useful for simple sub-activiting under another assigned activity.
Mykosmos comes with an extended developer's tool for building your own processes to suit your specific needs. A library with ready-to-use packages exists, such as "Customer Complaints" and "Corrective and Preventive Actions", which is constantly updated and enriched with new ones. In the real business though, every process has to be customized to apply for the specific case. For more information take a look at the Developer's Tools section.
BPM Monitored Entities
Mykosmos links automatically all the entities, which are predescribed in the standard system configuration. The materialization of this brings into reality the "Process of everything". It makes possible for different departments to have a unifying view of all entities and the processes linked to them. Associates, Roles, Departments, Businesses, Contacts, Equipment and Resources: Everything is Process related!
What if I want to track more Entities
When a Mykosmos developer adds a new entity to the database system, like "materials sold" or "contracts signed" and embodies it in a process, new tracking data are automatically generated. This practically means, that a complete "processing view" of the new entity is always available, without the need of doing anything else.
Write Processes Scenarios in an easy Scripting Language
We say that a Mykosmos developer can write any process scenario, as soon as he hears it or reads it. For this purpose a proprietary scripting language named AutoScript is used. AutoScript encorporates advanced functions, such as activity simple spliting and parallel spliting for three or more predefined process paths, without any limitation. The code entity which coordinates the process is called a Coordinator Agent. Finite State Machine Agents (FSM Agents) are also available, which give the ability to express virtualy any process path. Planner Agents can also be scripted for time critical situations, in order to initiate simple activities or new processes.
Create Tables and Fields to support your needs
Mykosmos developers can define tables as entities with fields and indexes. The fields can be related to other tables. The core of the system contains over two hundred tables, which have the prefix AU_ and are the basic enterprise entities. The developer can add new local tables and fields, related to any core or local table and even define extra fields in the existing core tables. In this way any type of entity construction and relations can be achieved.
Design Forms, Reports, Cube Reports and Dashboards
For any table or recordset the developer can design new forms. The forms can be used for editing data or browsing data. AutoScript can be placed in the forms to achieve any functionality required. The forms (and generally resources) are kept by the system as separate files, stored in the application server. They are sent to the user's terminal upon request. In Mykosmos the developer works as a standard user, but with extended functionalities available by the right mouse click. After finishing with the design, he/she has only to publish the changes to the application server! There is no need for compilations or to exit the program for applying the changes!
AutoScript is the scripting language which is embedded in Mykosmos system. It is primarily designed for use by a person who understands simple programming principles (if/then, for/next), simple database principles (tables/fields/relations/SQL select) and has a strong understanding of what business automation is - or is supported by someone who has this understanding. AutoScript is used everywhere where scripting is needed in Mykosmos, either server-side or client-side.
Open Activities Distribution
Where are the activities laying? Which role has more activities than others? Are there activities which take a long time to be processed? All these questions and many others can be answered by a cube report that relates the number of open (unfinished) activities to processes, associates, roles and departments. It's easy in this way to pin point the bottlenecks causing troubles in the value chain and apply the proper solutions.
Closed Activities Performance
Use the cube reports to find out the mean time needed for an activity or process to finish, or how this time is related to processes, associates, roles and departments.
The dashboard gives a complete picture of the associate's activities at any given time. The CPO has only to open "associatie's dashboard" and have a look at the current status.
Followup Setup and Delayed Activities
CPO can define the expected time for the closing of certain activities. This time can then be compared with the actual status of open activities. Conclusions can be drawn on whether the activities are delayed or not and on how much this delay is. Except from this general setup, the process owner of a certain process can define closing times for every of the activities that he/she owns.
Define your Metrics
Mykosmos has various system metrics pre-defined, which are included in the standard configuration. A Mykosmos developer, having adequate knowledge of SQL for databases, can set new ones quite easily. To do this, the proper SQL select query it's periodicity and the roles having access to the metric need to be defined. All the metrics available for the specific role are shown in the "KPIs" menu item of the standard user interface.
Define Analytical Metrics
The analytical metrics are related to entities that the system supports as a standard like businesses, associates, equipment or new ones, which the developer has added. The SQL select query needed in this case, is quite similar to the standard one.
Set Targets to Metrics
When a metric value is critical for the enterprise, a target value has to be set. The role defined as the "owner" of the target receives the metric's periodical values as new activities. This is done in order to have a closer view on the metric figures and take in time all the appropriate actions.
Define composite Metrics
A set of targeted metrics, related to a department or some entity, can be packed as a new composite metric. This composite metric gives a more holistic view of the enterprise performance and It should be assigned to a role for closer monitoring. All the participating metrics should have targets and weighted factors.
The final Balanced Scorecard
Consider the case where we have already defined composite metrics for "Human resources", "Internal processes", "Customers" and "Financial". What is missing for the final Balanced Scorecard? The answer is "one new composite metric for the above" and... we're done! Mykosmos accomplishes this automatically, without any need for manual input of the BSC values!
Schedule your Activities
The activities are assigned automatically, by the process coordinators, to the proper roles of the associates and remain there awaiting execution. But what if the activity is assigned in a production line, where the machines (resource groups in Mykosmos vocabulary) are not always available and a proper order of execution has to be set? In this case the activity assignment itself is not enough and the activities need to be scheduled for specific resource groups at a specific date/time and for a specific period. The "Activities scheduling" form shows the vacancies in a department's calendar, so that the scheduling can be carried out effortlessly.
Work using People and Resources
Now that the activities have been scheduled, it is time to execute them, using the "Scheduled activities execution" form. In the case, for example, of a production line the operator has only to provide workers to the "resource groups" and then "start", "interrupt", "restart" or "finish" the activity in real time. Workers can be transfered (in real time) from one resource group to another, depending on the actual workload. A detailed usage of the resources in time is also available. This information is vital not only for the calculation of the ABC (Activity Based Costing), but also for a detailed tracking of activities in the department.
Usage of Resource Groups and Costing
Some types of activities are executed by "Resource groups". The Resource group is actually a cost center. It may be a machine in a production department, or an associate in the administration. The Resource group can be defined in the process script or at a later stage. Costs per hour for these resources can be defined. The usage of the specific resource group in the specific time period for a scheduled activity, gives us its cost.
Usage of Cost Pools, Cost Drivers and Costing
When the calculation of the exact tracking time of the activity is not feasible, we can assume that the activity "consumes" resources from a "Cost pool". This cost pool contains the total number of work units available or expected per year. For example, the "number of drawings per year delivered" or the "machine repairs per year". Using this method, a cost per "work unit delivered" can be defined. In this case the activity reports the units consumed. This figure is known as a "cost driver" and could be included in every activity needed.
Activity Based Costing
In order to achieve ABC, the cost of the resources (e.g. materials) spent by the activity, should also be included. The necessary calculations must be included by the Mykosmos developer in the appropriate script. The usage of different types of costing, like the one based on time spent, or the one based on a cost driver, are presented here only for understanding purposes. In fact, every type of cost comes from a well defined cost pool.
Production Advanced Planning and Scheduling (APS)
A specialized module which provides an automatic optimization of the orders production scheduling, taking as input the production quantities needed and the sales delivery schedule. Additional information such as the BOMs of the finished products, the definition of in-process products and the constraints in resources, namely the machinery stations, the people and the shifts involved and the availability of materials, are used to provide an optimum solution. To achieve this, advanced genetic algorithms have been intergrated. The results can be shown in Gantt charts, or typical calendars. It is developed mainly for production solutions, but can be used for every problem where a scheduling of production of products or services is needed, with known resource constraints in materials and time.
Company's Organogram Management
Company's Operations Manual Automatic Compilation
During the development of processes, the denomination and help documentation of activities, the denomination and definition of roles, the designing of forms, the definition of company's organization chart, the definition of assets/equipment and their topology, enough information has been collected for the compilation of the Operations Manual. The Operations Manual is actually the documentation, which gives a complete picture on how your company is organized and functions. We believe that this is a crucial tool for making the changes needed in the path for productivity and excellence.
Similarly, the information collected during the definition of the Access Control catalog, the development/scripting of processes, the development/scripting of activities, the designing/scripting of forms, the designing of reports and the definition of database schema, leads to the compilation of the Developer's Documentation Manual. We consider this as another vital aid, which ensures the continuity and the integrity in the development of your organizational tools.