A Workflow Scoring Model is a configurable survey tool that allows you to automate parts of the decision making process. You can create multiple different models, depending on your needs. They can help you and your team qualify projects, determining when they should continue on to the next part of the workflow.
Note: Workflow Scoring Model is an optional feature. If it is not currently available in your Lanetix Studio, please contact your Account Manager to discuss enabling this feature.
Configuring a Workflow Scoring Model
Administrators are able to create and configure Workflow Scoring Models. Go to the Studio and click the Workflow Scoring Models tile.
You will see a list of any current Workflow Scoring Models that are currently set up in your system, when they were updated, by whom, and if they are published. At the top is a green “Create Workflow Scoring Model” button to create a new Workflow Scoring Model.
Click the Create Workflow Scoring Model button to build a new Workflow Scoring Model. The system will automatically start with a “New Category” and an empty question. Click the Gear Button to update the Workflow Scoring Model name and to adjust the Workflow Scoring Model details and settings.
Workflow Scoring Model Settings
From the Workflow Scoring Model settings screen, you can update the name, description and adjust Approvals and Visibility.
The Approval section will allow you to set the Workflow Scoring Model to automatically approve any task if the answers are all favorable or green. (See section regarding Edit Measure and Question Scoring for more information on how this will be calculated).
Under Visibility, you can adjust whether or not the contributors’ responses are visible as well as if the score results are visible. The options are to have information visible to 1) everyone or 2) to the approver or 3) to owner and the approver only.
To set up the System Scoring mechanics, click the “Edit Measures” button located in the top panel.
Add a label name to the measure (as seen below). For our example, we’ll have two measures: 1.) Financial Assessment, and 2.) Risk Assessment which we will create later.
To adjust the percentages of Low, Medium and High, simply click and drag the blue indicators.
There is also a Visibility checkbox that allows you to display customized grade names as opposed to percentages on the final score. If you click this, boxes will appear allowing you to relabel the three statuses. We’ve updated Red to Undesirable, Orange to Passable and Green to Excellent.
Once complete click Save.
There may be instances when you need to “Invert Graph.” This will mean the higher number represents a less desirable score while the lower number represents a more desirable score. An example of this could be for a Risk Assessment, which we will use in our example.
Here, we’ve set anything with a score over 60% to be Red (Risky) and under 40% to be Green.
Note: Not sure where to start? Don’t worry! Try leaving the percentages showing while you test. Then, once your questions are complete and you begin testing, you’ll be able to see scores and can evaluate what makes the most sense for your organization. Then simply adjust at what percentage the status ranges should take place.
Workflow Scoring Model Categories
Workflow Scoring Model allows you to create different categories of questions which can be completed by different contributors. Click Edit to Update the name of the Category. In this example, it will be updated to Financial Review.
To add another category of questions, click “Create Category.” You can input the category name and description and then click Save.
The order of the categories can be adjusted by clicking the dotted section next to the letter and dragging the section up or down.
Click the Create Questions buttons to build the survey questions relevant to the decision process.
From the Question Creation screen, you will be able to input the question, a description, multiple choice answer options as well as their value and score.
The system will use the Scores to help determine the % passability of a project. Each Question will be given a Value, one answer being the full value and subsequent answers being lesser percentages of that full value.
The system uses this to give an overall score per each section as well as a score for the Workflow Scoring Model as a whole.
This can be tricky to judge, and may take some trial and error. If you need a starting point, try using “1” as your measure for all questions. If your answers are simple Go and No-Go answers, you can give the Go answer a full point, while giving the No-Go answer zero points. If you have levels between, try using clean decimals, such as .75 (75%), .50 (50%) and .25 (25%).
We suggest setting it up like this, and then testing the outcome once it’s all built. From there, you may more easily see that you need to adjust your percentages on responses or see that certain questions should be weighted more heavily. For example, critical questions may be worth 2 points as their full measure, thus double the importance of less-critical questions.
Multiple Measures Scoring
When you’ve created multiple labels for your edit measures, you will be able to set each question to contribute, or not contribute to the question.
You’ll notice, in the above example, the safety reviews are not relevant to the Financial Assessment. So, we’ve set the Financial Assessment value to zero.
In other instances, you may want a question to contributor to all or multiple measures. For example, we are creating a question under Risk Review that asks: “Has Prospect had >$500K in WC insurance claims this past year?”
This question speaks to both Risk as well as Financial. Therefore, we will set up the questions answer to contribute to both the Risk and Financial measures. Note that because our graphs are inverted from each other, the answers pre-fill in the opposite order. If your graphs are all the same inversion, the responses will coincide with each other.
If a question is so critical that a negative response can kill an opportunity, you can create a Question Override. Click the Add an Override Button.
In our example, an opportunity will immediately be disqualified if they’ve filed bankruptcy in the last 5 years. Therefore, we’ll add a question under Financial Review with answers of Yes or No.
We’ll then add an override stating: If the answer is “Yes”, then the Financial Assessment will be set to the lowest (ie. Least Desirable level).
If the answer only requires an override for one measure, you can end there. If you would like the answer to override multiple category measures, add the additional measures. Here, we’ve also set the override to set Risk Assessment to the Highest (and Riskiest) score.
Note: The N/A Option excludes the question from the final score calculation. If you leave the N/A Option available, users will be able to choose this option and thus remove the question from figuring into the calculation of the approval score. Use this wisely.
Previewing and Adjusting the Workflow Scoring Model
Once you’ve generated the categories, measures and questions, you can test the outcome by clicking the “Preview” button on the Workflow Scoring Model main page.
From here, you will be able to answer the questions, just as the end user will, and see what the possible combination of outcomes are. This is where it is best to leave the percentages instead of the status names. It will allow you to more easily see how the calculated percentages and make adjustments to the questions or measures.
If you’re finding that the percentages or status are not working as you intended, you can either update the questions’ response values or update the Measures. Continue to tweak and test until the outcomes are working as you intend.
You can also click the Analytics button to review the individual calculated responses for each question and continue to adjust as necessary.
Publishing the Workflow Scoring Model
Once you’ve completed creating all categories, measures and questions, click the Publish button to make the Workflow Scoring Model available to add to your workflows.
Adding a Model to a Workflow
Upon publishing the Workflow Scoring Model, you will now be able to add it into a workflow. Edit a workflow from the studio, see Workflows article for details.
In this example, we will add the Workflow Scoring Model to the Managing the Opportunity Workflow under the task Qualify Opportunity. If an appropriate task doesn’t exist, you can always Create a new Task or include the Workflow Scoring Model under another task.
Select the Workflow Scoring Model icon from the list of available items and select a published model to add it. Don’t forget to click the green “Publish Task” button when you’re done editing.