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Transactional

Process

Bizagi Suite

Copyright © 2014 | Bizagi

Copyright © 2014 | Bizagi Confidential

Transactional Process | 1

Table of Contents

Transactional process – Travel request ....................................................................................... 3

Process Elements ............................................................................................................................. 5

Register Travel Request ........................................................................................................ 5

Approve Travel Request ....................................................................................................... 6

Request Approved?................................................................................................................ 7

Send Rejection Message ...................................................................................................... 7

Booking ....................................................................................................................................... 7

Error Event ................................................................................................................................. 8

Handle Unexpected Error .................................................................................................... 8

Notify Unexpected Error ...................................................................................................... 9

Cancel Event.............................................................................................................................10

Unsuccessful Booking...........................................................................................................10

Notify Unsuccessful Booking ............................................................................................. 11

Advance Required? ............................................................................................................... 11

Disburse Travel Advance ..................................................................................................... 11

Upon Return Report Expenses ........................................................................................12

Booking ...................................................................................................................................................13

Process Elements ............................................................................................................................13

Book Hotel ................................................................................................................................13

Book Car ................................................................................................................................... 14



Book Flight ................................................................................................................................15

Notify Employee .....................................................................................................................16

Compensate Event ................................................................................................................ 17

Cancel Hotel .............................................................................................................................18

Cancel Flight.............................................................................................................................18

Cancel Car .................................................................................................................................19

Report Expenses ..................................................................................................................................21

Process Elements ............................................................................................................................21

Register Expenses Report ...................................................................................................21

Approve Expense Report ................................................................................................... 23

Approved? ............................................................................................................................... 24

Review Policies ....................................................................................................................... 24

Policies Ok? ............................................................................................................................. 26

Record Expenses ................................................................................................................... 26

Performers ............................................................................................................................................ 27



Transactional process – Travel request

Version: 1.0

Author: Bizagi Process Modeler

Description

Bizagi is a powerful and easy tool to use. Bizagi can model processes ranging from

the smallest and simplest to the most robust and complex aspects.

The Travel Request is an example of how a complex process can be modeled easily.

The process begins when an employee makes a travel request, the employee

indicates the travel requirements and the employee’s boss can accept, reject or

request changes in the application.

If the request is accepted, the process continues to the booking sub-process. If all

the reservations are successful, the sub-process ends and the process continues to

the next activity, Disburse Travel Advance. Finally, when the employee returns from

the trip, it is necessary to register all the travel expenses.

The booking sub-process requires especial treatment because it is necessary for the

process that all the activities are successfully completed. If one activity is not finished



correctly, all the other activities that have been completed need to be reserved. In

other words, if one booking fails it is necessary to undo those that did not.

In order to achieve that, the Booking sub-process was modeled as a transaction

because it is supported by a special protocol that assures that all parties involved

have complete agreement about completing or canceling the whole sub-process.

A Transactional sub process is performed successfully when all the activities inside

the sub process are ended correctly. The sub process finalizes and the task´s results

are stored on the database. Exceptions or cancellation events are launched without

affecting the information or integrity of the database when the transaction is not

successfully completed.

Scope

Bizagi’s Transactional template is designed to implement a complex process using

a transactional sub- process.

Objectives

Implementing an example of a transactional sub-process (the Booking sub-

process).

Showing Bizagi’s powerful feature of transactional sub-process.



Process Elements

Register Travel Request

Description

The first task is Register Travel Request in which an employee enters all the

information for the proposed trip. The employee includes all the hotel details and

ticket requirements.

Actions

Type Description

On Enter Set the date, applicant and the departing

city based on the location of the

applicant

On Exit Set the total of the advance required

Form



Approve Travel Request

Description

The applicant´s boss can approve, reject or request a change in the travel request,

if the applicant requested an advance the boss must enter the approved amount.

Actions

Type Description

On Exit Total Advance Approved

Form



Request Approved?

Description

The boss can approve, reject or request changes in the trip application.

Gateways

Changes Required: The process returns to the applicant.

Yes: If the request is approved the process continues to the booking sub-

process

No: If the request is rejected, the employee is notified.

Send Rejection Message

Description

Sent the rejection message to the applicant.

Script

Dear <TransactionProcess.Applicant.fullName> <TransactionProcess.Applicant.

Your travel request has been rejected. Travel Request <RadNumber>

Your boss <TransactionProcess.Applicant.idBossUser.fullName> has rejected your

travel request departing from <TransactionProcess.DepartureCity.Name> on the

<TransactionProcess.DepartureDate>

Best regards, Administrative Team

Booking

Description

In the Booking sub-process the Travel Assistant books the items (Hotel, Flight or

Car) requested by the employee. The process is modeled as a transaction which has

a special behavior. There are three possible outcomes.

The first is when all the activities are successfully completed; the travel assistant can

book all the requested items without a problem.



If at any moment it is not possible to do any of the reservations required, it is

necessary to undo the reservations that were made (Compensation).

The other way to leave the sub process is when something unexpected happens,

so the activities are interrupted without compensation.

The process can only continue to the next activity if all the bookings are made

successfully.

Error Event

Description

The flight booking is made through an interface. Suppose that in the Book flight

task an error occurs with the connection to the external system. Thus, the

transactional sub process cannot continue. The activities are interrupted (without

compensation), the process flow continues through the error intermediate event.

Handle Unexpected Error

Description

If the booking process ends because of an error, the process continues to this

activity (accessed by the intermediate error), where it is necessary to comment and

take actions about it.



Form

Notify Unexpected Error

Description

After the Handle Unexpected Error task it is necessary to inform the employee about

it.

Script

Dear<TransactionProcess.Applicant.fullName>,

During the flight booking an unexpected error occurred and therefore we were

unable to complete your request.

<TransactionProcess.HandleErrorComments>




Cancel Event

Description

If during the booking process any of the booking fails (the desired booking is not

available) a cancellation exception is thrown. The transactional sub process cannot

continue and it is necessary to undo the reservations that were made

(Compensation).

The process performs the activities of compensation for each one of the sub-

process’ tasks and exits the sub-process through the cancellation event

Unsuccessful Booking

Description

If the booking process ends because a booking fails, the process continues to this

activity (accessed by the intermediate cancel flow), where it is necessary to make a

comment.

Form



Notify Unsuccessful Booking

Description

If the booking sub-process ends because a booking is not available, the process

continues to the Unsuccessful Booking task (accessed by the intermediate cancel

event). After that it is necessary to inform the employee about it.

Script

Dear <TransactionProcess.Applicant.fullName>,

Your travel request was canceled because the hotel or the car booking were not

available.


Advance Required?

Description

If the applicant requests an advance, the process continues to the Disburse Travel

Advance task.

Gateways

Yes: If the employee requested an advance the process continues to Disburse

Travel Advance task.

No: If the employee did not request an advance, the process continues to

the Upon Return Report Expenses task.

Disburse Travel Advance

Description

Disburse the advance to the employee and upload the disbursement record. This

activity is performed if the employee made a request for an advance.



Form

Upon Return Report Expenses

Description

For a company it is necessary to have control of the employee´s expenses during a

business trip. In the Report Expenses activity the employee registers all his/her

expenses, the boss approves or rejects it and finally reviews the company’s policy

relating to it.



Booking

Version: 1.0


Process Elements

Book Hotel

Description

The travel assistant books a hotel and gives the hotel´s information. If there are no

hotels available the travel assistant selects the Hotel Unavailable flag.

Actions

Type Description

On Exit Raise Event Hotel

On Enter Set Request Information



Form

Book Car

Description

The travel assistant books a car. He/she includes the information about it. If there

are no cars available the travel assistant selects the Car Unavailable flag.

Actions

Type Description


On Exit Raise Car Event



Form

Book Flight

Description

The travel assistant books the required flight through an interface. If the process

fails an error message is shown, and an exception error is thrown.

Actions

Type Description


On Exit Raise Flight Event



Form

Notify Employee

Description

When the travel assistant finishes all the reservations, the employee is informed

about the booking.

Script

Dear <TransactionProcess.Applicant.fullName>



Information about your trip.

Hotel:

Name: <TransactionProcess.Hotel.HotelName>

Address: <TransactionProcess.Hotel.Address>

Telephone: <TransactionProcess.Hotel.Telephone>

City: <TransactionProcess.Hotel.City.Name>

Flight:

Airline: <TransactionProcess.Flight.Airline.Airline

Depart From: <TransactionProcess.Flight.DepartFrom.Name>

Depart on: <TransactionProcess.Flight.DepartingDateTime>

Arrive to: <TransactionProcess.Flight.ArriveTo.Name>

Arrive on: <TransactionProcess.Flight.ArrivingDateTime>

Car

Rental Car Company: <TransactionProcess.Car.RentalCompanyName>

Pick up Date:<TransactionProcess.Car.PickUpDate>

Pick up Location: <TransactionProcess.Car.PickUpLocation>

Return Date: <TransactionProcess.Car.ReturnDate>

Best regards,

Administrative Team

Compensate Event

Description

If the hotel or the car booking is unavailable, it is necessary to compensate the other

activities that have been completed: undo the reservation that did not fail. The

Cancel activities are performed in the reverse order from which they were finished.



Cancel Hotel

Description

If the car reservation is unavailable it is necessary to undo the Hotel reservation.

This activity is only performed if the Book hotel activity was completed.

Form

Cancel Flight

Description

If the car or hotel reservation is not available it is necessary to cancel the flight. This

activity is only performed if the Book Flight activity was completed.



Form

Cancel Car

Description

If the hotel reservation is not available it is necessary to cancel the car booking. This

activity is only performed if the Book Car activity was completed.

Actions

Type Description

On Exit Raise Event Car



Form



Report Expenses

Version: 1.0


Process Elements

Register Expenses Report

Description

In this activity the employee enters the information about all the expenses made

during the trip.

Actions

Type Description

On Enter Set the duration of the task in minutes

On Save Calculate Expenses and Returns

On Exit Calculate Expenses and Returns

Validate that at least 1 Expense has been

Included



Form



Approve Expense Report

Description

The boss of the employee approves or rejects the expenses report.

Form



Approved?

Description

If the expense report is correct, the process continues to the next activity.

Gateway

No: The process returns to the Register Expense Report.

Yes: The process continues to the Review Policies task.

Review Policies

Description

Review the approved information, taking into account that all the expenses must be

valid under the company's policy.

Form



Policies Ok?

Description

If the expense report and the policies are correct, the process continues to the last

activity.

Gateway

Yes: The process continues to the Record Expenses task.

No: The process returns to the Register Expense Report task.

Record Expenses

Description

Check the Expenses recorded option.

Form



Performers

Travel Assistant (Role)

Corresponds to the person who facilitates travel arrangements for the company.

Employee (Role)

Corresponds to a person who works in the company and made a travel request

Boss (Role)

Corresponds to the boss of the applicant who made the travel request.

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