Your Company 
123 Your Street, 
 Your City,   
ST 12345  
(123) 456-7890 
info@yourcompany.com  
 
PROCESS DEFINITION 
DOCUMENT 
RobotSpareBin Industries Inc. 
Weekly sales report creation 
 
 
 
 
 
 
Confidential 
 
DOCUMENT VERSION HISTORY 
Version 
Author 
Date 
1.x 
 
 
 
 
SIGNED OFF BY 
Name 
Function 
Responsibility 
Maria 
Intranet Administrator 
Process information 
 
 
 
 
 
CONTRIBUTORS 
Name 
Function 
Responsibility 
You! 
Software Robot 
Developer 
Process automation 
 
 
 
 
 
Confidential - ​Your Company​ ​123 Your Street, Your City,  ST 12345 (123) 456-7890  
 
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Current process analysis 
 
High-level description 
The process is used once a week to manually insert sales performance data for all Sales 
Representatives into the intranet, and to generate a PDF report. 
The company sets weekly sales goals for each sales representative. At the end of the 
week, their results are exported from an existing system (not included in this process) 
into an Excel spreadsheet. 
Currently, the intranet administrator manually executes these operations: 
1.
Each week a Microsoft Excel spreadsheet is exported and uploaded to the intranet 
webserver. 
2. The employee downloads the exported spreadsheet from the intranet webserver. 
3. The employee manually logs into the intranet website. 
4. The employee inserts the information for each sales representative. 
5. Data is collected in a table on the site, which also adds up the sales goal and the 
actual sales for the week. 
6. The employee selects the table in the browser, pastes the code into Microsoft 
Word, and prints the resulting document as a PDF. 
Systems involved 
 
System 
Used for 
User role needed 
Microsoft Excel 
Collecting the sales data, 
used manually by the 
employee as the source of 
data which is manually 
copied and pasted into the 
intranet. 
The employee must have 
access to the intranet. 
Company intranet 
(​https://robotsparebinindus
tries.com/​) 
Displaying the sales data 
for all employees to see, 
tallying the sales data. 
The employee must have 
an administrative account 
for the intranet that allows 
inserting data. 
Confidential - ​Your Company​ ​123 Your Street, Your City,  ST 12345 (123) 456-7890  
 
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Microsoft Word 
Formatting the sales data 
taken from the website into 
a PDF document. 
 
 
 
Confidential - ​Your Company​ ​123 Your Street, Your City,  ST 12345 (123) 456-7890  
 
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Process flow 
Here is a description of the process in the form of a flow chart: 
 
 
Confidential - ​Your Company​ ​123 Your Street, Your City,  ST 12345 (123) 456-7890  
 
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Detailed steps  
1. Employee downloads the Excel file 
The Excel file can be found on the intranet website. It follows this structure: 
First Name 
Last Name 
Sales 
Sales Target 
David 
Heazel 
80193 
30000 
 
2. Employee logs into the site 
The URL used by employees is: ​https://robotsparebinindustries.com/ 
This is how the login interface looks like: 
 
Employees are provided with personal credentials (a username and a password). 
 
3. Employee inputs information of one sales representative 
After logging into the site, the employee inserts the data for the first sales representative: 
Confidential - ​Your Company​ ​123 Your Street, Your City,  ST 12345 (123) 456-7890  
 
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Note: The “Sales target ($)” form field is a <select> element, and allows you to choose 
from $5,000 to $100,000, in increments of $5,000. 
When the form is submitted, the data shows on a table on the right: 
 
The same process is repeated for each of the sales representatives. 
After all the data has been inserted, the employee selects and copies the area of the 
page that contains the table, and pastes the result into a Word document: 
Confidential - ​Your Company​ ​123 Your Street, Your City,  ST 12345 (123) 456-7890  
 
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The document is then formatted, saved, and sent manually in an email to all sales 
representatives in the company. 
 
Possible exceptions 
Exceptions are special cases and rules that can influence and even stop the smooth 
running of the process.  
Logic Exceptions 
Missing data 
First name, last name, sales and sales target are all required: in case some of this 
information is missing, the sales representative’s performance will not be evaluated for 
the current week. 
System Exceptions 
Invalid credentials 
If the user provides invalid credentials, the login is not successful and the process stops. 
Confidential - ​Your Company​ ​123 Your Street, Your City,  ST 12345 (123) 456-7890  
 
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Unexplained errors 
Sometimes the intranet goes into an error state. When the error is displayed, it is 
apparently enough to refresh the page and resume normal operations. Affected 
operations seem to be logging in, logging out and deleting all existing sales data. 
 
 
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