ERP WORKFLOW OPTIMIZATION CHECKLIST

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--- WORKFLOW IDENTIFICATION & PRIORITIZATION ---
[ ] Describe the overall business objective this workflow supports.
[ ] Select the primary business function affected by this workflow (e.g., Order Management, Inventory, Finance). (Order Management, Inventory Management, Finance & Accounting, Manufacturing, Supply Chain, Human Resources)
[ ] Estimated current annual cost of this workflow (in USD).
[ ] Estimated potential cost savings with optimization (in USD).
[ ] Select the current workflow status. (Not Started, In Progress, Completed)
[ ] Target completion date for workflow optimization.
[ ] Select all departments involved in this workflow. (Sales, Marketing, Operations, Finance, IT)

--- CURRENT STATE ANALYSIS ---
[ ] Workflow Description
[ ] Average Cycle Time (Days)
[ ] Error Rate (%)
[ ] Identified Bottlenecks/Pain Points
[ ] Primary System Used (If Multiple) (ERP Module A, ERP Module B, Third-Party Integration, Manual Process)
[ ] Date of Last Workflow Review

--- PROCESS REDESIGN & SIMPLIFICATION ---
[ ] Describe current process steps in detail
[ ] Identify and describe bottlenecks or pain points
[ ] Estimated reduction in process steps
[ ] Method used for process simplification (Elimination, Combination, Reordering, Automation suggestion)
[ ] Describe proposed simplified process steps
[ ] Estimated reduction in processing time (in minutes)
[ ] Potential impact on data accuracy (Positive, Negative, Neutral)

--- AUTOMATION & INTEGRATION OPPORTUNITIES ---
[ ] Identify Tasks for Robotic Process Automation (RPA) (Data Entry, Invoice Processing, Report Generation, Order Fulfillment, Inventory Updates)
[ ] Which ERP Modules could benefit from API Integration? (CRM, eCommerce, SCM, Payment Gateway, Marketing Automation)
[ ] Estimated Time Saved (hours/week) through Automation
[ ] Preferred Integration Method (if applicable) (Direct API, Middleware, File Transfer (SFTP))
[ ] Detailed Description of Automation Scope

--- ROLE & RESPONSIBILITY ALIGNMENT ---
[ ] Workflow Owner (Primary) (Finance, Operations, Sales, IT, Human Resources)
[ ] Workflow Approver(s) (Department Head, Manager, Executive)
[ ] Workflow Owner Contact Information
[ ] Detailed Description of Owner Responsibilities
[ ] Key Contact for Workflow Support
[ ] Departments Involved (Sales, Marketing, Finance, Operations)
[ ] Escalation Contact (for issues)

--- SYSTEM CONFIGURATION & CUSTOMIZATION ---
[ ] Workflow Trigger Type (Manual, Scheduled, Event-Based)
[ ] Approval Limit (for automated approvals)
[ ] Automated Tasks (Email Notifications, Record Creation, Data Validation, Report Generation)
[ ] Scheduled Task Start Date
[ ] Custom Scripting Notes (if applicable)
[ ] Default Record Status (Draft, Pending Approval, Approved, Rejected)

--- USER TRAINING & ADOPTION ---
[ ] Number of Users Trained
[ ] Training Completion Date
[ ] Training Modules Covered (Workflow Overview, System Navigation, Data Entry Procedures, Reporting & Analytics, Troubleshooting)
[ ] User Feedback Summary
[ ] Overall Training Effectiveness (Scale of 1-5) (1 - Very Poor, 2 - Poor, 3 - Average, 4 - Good, 5 - Excellent)
[ ] Actions Required Post Training (if any)

--- TESTING & VALIDATION ---
[ ] Number of Test Scenarios Executed
[ ] Number of Defects Found
[ ] Number of Critical Defects Found
[ ] Test Environment Status (Production-Like, Development, Sandbox)
[ ] Date of Last Validation Run
[ ] Testing Areas Validated (Select all that apply) (Module A, Module B, Integration with System X, Reporting)
[ ] Summary of Test Results and Key Findings

--- PERFORMANCE MONITORING & CONTINUOUS IMPROVEMENT ---
[ ] Average Workflow Completion Time (Current)
[ ] Average Workflow Completion Time (Target)
[ ] Error Rate (Current)
[ ] Error Rate (Target)
[ ] Date of Last Workflow Review
[ ] Workflow Performance Status (On Track, Needs Improvement, At Risk)
[ ] Summary of Recent Workflow Changes & Results
[ ] Next Scheduled Workflow Review Date

--- DOCUMENTATION & KNOWLEDGE TRANSFER ---
[ ] Workflow Process Documentation
[ ] Training Materials Summary
[ ] Workflow Diagram (PDF)
[ ] Knowledge Base Location (Shared Drive, Wiki, Intranet, Other)
[ ] Documentation Review Date
[ ] Contact Person for Workflow Questions

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