Business Process Analysis:

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Business Process Analysis

• Transforming Public Health in Madison County

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Agenda

• Introduction Overview
• New Words Concepts
• Business Process Analysis Concepts
• Overview of Methodology
• Business Process Analysis Tools
• Introduction
• Context Diagrams
• Task Flow Diagrams
• Business Process Matrix
• Practice Session
• Application to Madison County DOH
• Breakout Session

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Objectives of Meeting

• Understand the purpose for business process
  analysis for Madison County Department of Health.
• Acquire skills in Business Process Analysis.
• Describe the process and products of Business
  Process Analysis.

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Public Health A.R.T.
Alignment Refinement Training
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Overarching Goal
Optimize Performance!
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PETF Objectives

• Increased staff knowledge and skills on BPA
• Capacity to perform and train others in BPA
  activities throughout the entire department
• Written 3-year plan outlining the continued
  implementation and evaluation of the BPA
  applications within the MCHD

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PETF Objectives

• Increased awareness of the importance of a
  methodology for analyzing departmental business
  processes and understanding how this methodology
  will translate to process descriptions leading to
  improved performance
• Written documentation of a BPA methodology
  intended to be replicated throughout the MCHD

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Benefits of Collaborating on Business Process
Analysis

• Common vocabulary and definitions
• Better understanding of processes that support
  the work we do
• Opportunity to learn from others approaches and
  improve processes
• Documentation of processes facilitates
  requirements development
• Interoperability
• Increased vendor interest in public health
• Evidence to gain financial support

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Common Terminology

• Business process
• Business process analysis
• Business process redesign
• Requirements definition
• Information systems
• Entity
• Transaction
• Business process matrix

• Business rules
• Task
• Outcome
• Input
• Output
• Collaboration
• Context diagram
• Task flow diagram

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Exercise

• Turn to the worksheet entitled I Believe.
• Quickly react to each statement and circle the
  rating that corresponds most closely to how you
  feel right now.

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New Concepts

• Q. What is the business of public health?

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New Concepts

• Q. What is the business of public health?
• A. The activities we do to provide the services
  that meet the public health objectives of the
  communities we serve.

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New Concepts

• Q. What is a business process?

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New Concepts

• Q. What is a business process?
• A. A set of activities and tasks that logically
  group together to accomplish a goal or produce
  something of value for the benefit of the
  organization, stakeholder, or customer.

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New Concepts

• Q. How are business processes relevant to
• .information systems?
• .management systems?
• .Funding systems?
• .etc.

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New Concepts

• Q. How are business processes relevant to the
  various systems?
• A. Systems support the work you do, so we first
  need to understand how it is done.

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The Methodology
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Business Process Analysis Outcomes/Products

• Documentation of business processes
• Learning through collaboration
• Benchmarking of best practices

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Business Process Analysis Tools

• Graphical Tools
• Context Diagrams
• Task Flow Diagrams
• Text Tool
• Business Process Matrix

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Freddies Fast Flippers
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Freddies Fast Flippers
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Context Diagrams

• Who Entities
• What Transactions (exchanges)
• Why The outcome of the process, which indicates
  the objective has been met.

Entity
Entity
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Freddies Fast Flippers Order Fulfillment
Customer
Order taker
Completed Order
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Task Flow Diagrams
HOW?
task
Choice A
decision
Choice B
Information flow
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Freddies Fast Flippers Task Flow
order taker
Greet Order
order
food handlers
Completedorder
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Business Processes
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(No Transcript)
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Immunization Task Flow
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Business Process Matrix

• A table to track all of the business processes
  you are mapping
• For each business process, the table includes
• Goal
• Objective
• Business Rules
• Trigger(s)
• Task Set
• Inputs
• Outputs
• (Measurable) Outcomes

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Example Order Fulfillment
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Questions so far?

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Business Process Analysis Key Principles

• This phase is completed collaboratively, but also
  very quickly. The main work usually takes just
  one or two work sessions.
• The business process analysis should extend at
  least one level beyond the anticipated entities
  and processes, to ensure that the boundaries are
  correct. This may involve inclusion of links to
  external entities.

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Group Practice

• Develop Context Map, Task Flow Chart and Business
  Matrix for the following business process
• Process a return at a clothing store (salesclerk)

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Group Practice, cont.

• Create one flipchart for each of these
• Context diagram
• Task flow diagram
• One row of a business process matrix
• Questions we have
• Issues we faced

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Madison County Department of Health
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Breakout Application

• Discuss the application in your breakout group.
• Designate a facilitator.
• Create one flipchart for each of these
• Context diagram
• Task flow diagram
• One row of a business process matrix

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Debriefing

• 10 minutes for each Breakout
• Group 1 Present work and ask questions.
• Group 2 Provide feedback (BPA Checklist).

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Business Process Analysis How You Know Youve
Done Well

• All stakeholders Consensus that critical
  business processes, tasks, and relationships are
  identified
• Enough information to proceed to Business Process
  Redesign
• STOP when the incremental effort exceeds the
  incremental gain.

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I Believe

• Go back to the worksheet on page 4 in your
  Participants Guide.
• With other people at your table, discuss
• Which statements do you believe?
• Have you had any new insights or affirmations
  since you first completed this?
• How do these beliefs (and the principles on pages
  11 and 12) relate to our grant and our agency?

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Timeline
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Questions?