AIS WORKFLOW ANALYSIS

Every AIS facility is site unique regarding the types of hardware and operating system (OS) software in use. However, every site does have a formal or informal workload structure that encompasses all of the AIS fictional work areas and the users. Figure 1-4 illustrates a typical AIS facility's workflow structure. This particular site operates in a multiprogramming environment and handles batch, online batch, and real-time processing. Study this figure for a moment. You will see how the work flows in, and about, and out of the AIS facility. You will see how you, as a scheduler, fit into the picture.

In looking at figure 1-4, you will notice this AIS facility is composed of five fictional work areas:

o Production Control-Scheduling, I/O Control, Quality Control;

l Data Entry;

* Computer Operations;

l Media Library; and

o Technical Support.

Each functional work area is responsible for specific segments of the workflow. How they work together and with you, as the scheduler, will determine if your job is easier or more difficult. Learn what they do. The next paragraphs will give you a basic understanding of their responsibilities and their interactions with other work areas.

PRODUCTION CONTROL personnel act as liaison between the AIS facility and the user community. The division chief and LPO normally deal with users during the initial scheduling phase. They will assist scheduling by ironing out any problems early in the scheduling phase. When necessary, they will also work with the users to adjust data flow and output schedules based on user and production requirements.

SCHEDULING personnel make production commitments for the AIS facility to meet user requirements. They provide processing schedules to coordinate inputs and outputs between I/O control, data

Figure 1-4.-AIS facility workflow structure.

entry, computer operations, and the magnetic media library.

I/O CONTROL personnel handle all incoming work for AIS services along with all types of input media from the user. Some of these inputs are source documents, magnetic tape, and diskettes. I/O control personnel perform the following tasks:

Count, verify, edit, and total all source documents received;

Check that the amount of input data is approximately the same amount as was indicated in the production schedule;

Verify all incoming work for accuracy and legibility;

Log all inputs received in various input/output control logs;

Coordinate the receipt of late submissions with users and scheduling;

Forward source documents to data entry and computer inputs to either computer operations or the media library depending on when the job is scheduled;

Receive output products from quality control; process, log, and package output products; and ensure proper and timely delivery to users.

QUALITY CONTROL personnel review all completed output products from data entry and computer operations to determine their accuracy and completeness before releasing them to I/O control personnel for further processing and distribution. They forward incomplete or incorrect jobs to scheduling or technical support for further investigation.

DATA ENTRY personnel convert source documents into machine-readable form using some type of key-driven (terminal) device if this is not done by the user. They accept source documents, key-enter and verify all inputs, and return completed data to quality control so it can be checked for completeness and accuracy before turning it back over to I/O control to be submitted with the job.

COMPUTER OPERATIONS personnel operate the computer and associated peripheral devices in accordance with authorized schedules. They receive inputs and associated run instructions from I/O control, update schedules as the work is completed, forward output products to quality control, and transfer magnetic media to the library for further handling and processing.

MEDIA LIBRARY personnel check in/out tapes, disks, diskettes, and documentation to computer operations personnel. They also condition, clean, retire, store, and transfer magnetic media to off-site storage and other outside activities.

TECHNICAL SUPPORT personnel provide scheduling and production control with technical support, as needed, to resolve production problems. They examine problems that occur during production to determine if errors were caused by hardware or system/applications software. Then, they initiate corrective action with computer operations and/or scheduling.

By charting all AIS facility functions and defining their interrelationships, you, as scheduler, are able to create a workflow diagram for your particular scheduling environment. It will help you to decide which functions and fictional areas require scheduling and which do not. Now that you have some idea of how the work flows in, and about, and out of the AIS facility, let's see how you, as a scheduler, fit into the picture.

Normally, the users get together with the division chief, LPO, and yourself (as scheduler) to make their requests for AIS services known for the upcoming month(s). This initial scheduling phase is known as the planning phase or forecasting phase. By knowing these workload demands early, more time is available to determine where excessive demands and inadequate demands are being made on resources. To put it another way, the forecasting phase allows everyone to see where there may be an overloading or underloading of AIS resources.

As the users go about presenting their daily, weekly, and monthly requirements, you will be busy incorporating their requirements into the production schedule. During the forecasting phase, you must remember to set aside whatever time is needed for file and computer maintenance. You should pay particular attention to those out-of-the-ordinary and one-time requests that tend to pop up. These, too, must be accommodated in the schedule. When given a new job where there are no previous production statistics, ask the user for a rough time estimate of how long the job may run. Ask if there will be input data, and if so, will it require data entry services. Know how many and what resources the job will use. Know the environment in which the job will run-online, batch, or real-time. You will want to keep a close eye on new jobs.

Using previous schedules and scheduling procedures as a guideline, you can begin to prepare (plan) a rough schedule. When scheduling old jobs, you will have expience and history to follow. Knowing what resources (hardware, software, and personnel) your AIS facility has available will help you see where the peaks (overloading) and valleys (underloading) are in the schedule. It will be your job to take the resources, the time available, the estimated run times, the time jobs must be started and completed, and whatever other information is needed to establish a meaningful and workable schedule with the best job mix possible. You will prioritize and plan. Once you have ironed out all the wrinkles and prepared a smooth schedule, you will submit it up the chain of command for approval. Once approved, you will distribute the schedules to the various functional work areas.