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process-spec

This skill creates detailed process specifications for business processes. This skill should be used when designing new processes, documenting existing processes, or brainstorming about possible process improvements. The skill produces structured markdown documents describing business processes, operations, data flows, validations, and integration points.

personAuthor: jakexiaohubgithub
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Process Specification Skill

Overview

Create comprehensive process specifications for the system which will be used as a requirements document for development team. The output is a structured markdown document following a standardized template that covers all aspects of a business process.

When to Use

  • Designing a new process for the system
  • Describing existing process
  • Preparing technical documentation for development

Workflow

Step 1: Gather Requirements

Before starting, collect the following information from the user:

  1. Process name and purpose - what the process does and why, what is the name and ID
  2. Update of existing or creation of new process - are we designing new process or updating existing one
  3. Data sources - where data comes from (API, files, database)
  4. Target systems - where data goes
  5. Trigger type - automatic (CRON) / manual / event-driven
  6. User roles - who works with the process
  7. Existing documentation - Confluence pages, existing code references

Ask clarifying questions as below so you understand properly the need:

  • "What is the main business goal of this process?"
  • "Is there any process documentation?"
  • "Do you aim to optimize existing process?"
  • "What are the regular exceptions, edge cases and manual interventions in the process?"
  • "How is the process triggered - automatically on schedule, manually, or by an event?"
  • "What external systems does this process integrate with?"
  • "Who are the users and what are their roles?"

Step 2: Analyze Existing Implementation

If describing existing process within the applications, search codebase for relevant implementation:

  • Use Grep to find related classes and functions
  • Use Read to understand existing business logic
  • Use Glob to find related files

Step 3: Fetch Documentation

Ask user if any documentation exists and use tools to retrieve relevant documentation:

  • Ask user if there is any domain dictionary
  • Ask user if there is any existing process documentation

Step 4: Create Specification

Produce the markdown document following the template structure in references/process-template.md.

Step 5: Save Document

Save to docs/ directory with naming convention: {process-ID}-{process-name}.md

Output Document Structure

1. Business Goal

  • 1.1 Process Purpose - bullet points describing what the process ensures
  • 1.2 Business Context - explanation of why the process exists, types of processed data
  • 1.3 Key Stakeholders - table of roles and responsibilities

2. Input and Output Data

  • API endpoints, DB tables or files which are used as input for the process
  • 2.1 Input Data - tables: Name, Source, Description
  • 2.2 Output Data - tables: Name, Type, Target, Description
  • 2.3 Data Dependencies - ASCII diagram of data flows

3. Data Validation

  • 3.1 Input Validation - Field, Rule, Error Message
  • 3.2 Business Validation - Validation, Condition, Action on Failure
  • 3.3 Permission Checks - permissions for operations, always use three level description in format {module}.{mainAggregate}.{action}, e.g. contracts.contract.detailview

4. Operations Description

  • 4.1 Operations Overview - table listing all operations (automatic and manual)
  • 4.2 Operation Details - for each operation provide:
    • Purpose - what the operation does
    • Trigger - what starts the operation (CRON, user action, event)
    • Executor - who/what executes the operation (system, user role)
    • Required permission - for manual operations
    • Input/Output data - tables with Source/Target, Data, Description
    • API calls - only endpoints used, DO NOT include examples of request and response bodies
    • Validation rules - table with Rule, Action on failure
    • Exception handling - table with Exception, Automatic resolution, Manual resolution
    • Retry strategy - number of attempts, intervals (if applicable)
    • Specific error codes - defined codes like UNKNOWN_PRODUCT, MISSING_HIERARCHY
  • 4.3 State Diagram - ASCII state diagram showing all states and transitions

5. UI Description

  • 5.1 Screens Overview - table: Screen name, Purpose
  • 5.2 Screen Details - for each screen provide:
    • Purpose - what the screen does and when user uses it
    • Form fields - if applicable, table with Field, Type, Validation
    • Workflow - numbered steps describing how user interacts with the screen
  • 5.3 UI Components - component details with visibility conditions
  • 5.4 User Actions - Action, Element, Backend endpoint, Notes

6. Process Exceptions

  • 6.1 Expected Exceptions - common errors and resolution
  • 6.2 Error States - technical errors
  • 6.3 Rollback / Cancellation - behavior on failure

7. Integration with Existing System

  • 7.1 Affected Modules - overview of integrations
  • 7.2 Database Tables - table names only (no SQL)
  • 7.3 API Endpoints - external and internal APIs
  • 7.4 External Systems - external dependencies

8. BPMN Diagram

  • Placeholder section to add link to BPMN diagram

9. Specifics (optional)

  • Process-specific aspects (e.g., AML processing, currency conversion)

Rules

DO:

  • Structure document according to the template
  • Use tables for clarity
  • Describe input/output data for each operation
  • Define validations and error messages
  • Describe exception handling (automatic and manual)
  • Include retry strategies where applicable (number of attempts, intervals)
  • Define specific error codes for different failure scenarios
  • Use ASCII diagrams for visualization
  • For each UI screen, describe its purpose, form fields, and user workflow
  • Ask about uncertainties before documenting
  • Update based on user feedback
  • Refer to examples in examples/ directory for expected level of detail

DO NOT:

  • DO NOT write SQL queries - only list proposed table names
  • DO NOT invent API call examples - only include them if the source documentation clearly specifies the API format
  • DO NOT create new internal API endpoints if not explicitly asked for
  • Do not describe BPMN process, it will be linked from another app
  • Do not invent business rules - ask the user
  • Do not assume technical details without verification
  • Do not skip sections - mark as "N/A" if not relevant
  • Do not include URL paths in UI screen descriptions

Formatting:

  • Document version in header (Version, Date, Author, Status)
  • Markdown tables for structured data
  • Code blocks for API examples and diagrams
  • Blockquotes (>) for important notes
  • Maximum 3 heading levels - use bold text or tables for further breakdown

Example Interaction

User: I need to describe the process of importing contracts from external system XYZ to ABC.

Response: To prepare the process specification, clarify the following:

  1. Data source: How does XYZ provide data? (API, files, other)
  2. Contract types: What types of contracts are imported?
  3. Trigger: Should the import be automatic (how often) or manual?
  4. Reference data: Where do code lists come from (products, advisors)?
  5. Error states: Who resolves import errors?
  6. Existing documentation: Is there a Confluence page or existing code?

User: [provides answers]

Response: [Creates structured document according to the template]

Resources

references/

Contains the process specification template:

  • process-template.md - standardized template for process specifications

examples/

Contains example process specifications:

  • process-example.md - example documentation showing the expected level of detail and formatting