What happened to IT, BPR

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• What happened to IT, BPR Kiazen
• Kiazen Continuous improvement
• BPR Radical process change
• IT Seen as support organisation

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• Organisations now use
• Process Management

Sharp, A. McDermott, P. 2001 Workflow Modeling.
Artech House.
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• Current State
• Commercial applications include facilities for
  automating workflow.
• Study of workflow a critical component of process
  management
• ICT a full partner in business strategy process
  design

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• Workflow Management Systems
• Business Process
• A business process is a collection of
  interrelated work tasks, initiated in response to
  an event that achieves a specific result for the
  customer of the process.
• The result for the customer is the only reason
  why a business process exists.
• Must be able to identify and count the result.
• A good process name clearly indicates the result
  or end state of the process.

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• For the Customer of the Process
• Every process delivers its result to a customer
  internal or external.
• Processes are Initiated
• in response to a specific event
• Every process is triggered by a specific event.
• You must be able to trace a process back to this
  event.
• Can have multiple triggers.

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• Process is not A Function - an occupation or
  department that concentrates skills.
• Job Content - one employee may perform a variety
  of tasks for a variety of processes

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• Workflow for management
• Workflow describes the automation of internal
  business operations, tasks, and transactions that
  simplify and streamline current business
  processes.

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• Workflow management Manual
• (100 years of experience)
• Army of managers and clerks
• Expediters to recover from errors

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• Workflow Management Automated
• (15 years of experience)
• Control of procedures
• Automatic distribution and tracking
• Best person or machine does the work
• Most important work done first
• Automatic distribution and tracking
• Parallel (concurrent) processes
• Management focus on staff and business issues
• Improved customer service

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• Workflow Management Systems Why Bother?
• Ensures all necessary tasks performed
• Information easily accessible
• Interface to data systems
• Logging and tracking
• Monitoring and Control
• Done by the best actor

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• Workflow Management Benefits
• Gains in productivity ( gt 30 common)
• Staff savings are primarily professional
• Improved organizational efficiency
• Improved customer service
• Increased customer retention
• Enhanced process control and reporting
• Increased ability to adhere to internal and
  external regulations
• Enhanced competitive advantage

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• Workflow Computing
• The automation of a business process, in whole or
  part, during which documents, information or
  tasks are passed from one participant to another
  for action (activities), according to a set of
  procedural rules.

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• Common Terms
• Activitya single step in a business process,
  e.g., approving a request for vacation.
• Taskan assigned piece of work often to be
  finished within a certain time.
• Functiona professional or official position
• Actor
• May be a person in a specific role, a job
  function, a department, an automated system, etc.

Be careful, all these definitions vary depending
on the author and context!!..
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• Steps are interrelated
• Steps in a process must interrelate
• through sequence and flow
• deal with the same work item
• all steps in a process are traceable back to a
  common initiating event.

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• Preparing a Workflow solution
• Four basic phases
• Mapping
• Modelling
• Implementing
• Managing.

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• Mapping, the first stage in the adoption of a
  Workflow solution.
• Mapping involves revealing and recording all of
  the manual and automatic internal business
  processes of an organization.

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• A new model is developed by the organization
• The model will streamline internal processes
  whether they are a person-to-person,
  person-to-application, or application-to-applicati
  on interaction.

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• Implementing
• Once the business process model or architecture
  has been developed, it is ready to be integrated
  across the enterprise

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• Managing
• The workflow solution is used to enable managers
  to better forecast and manage their projects and
  personnel.

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Workflow Modelling for the Enterprise
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• Work Flows in Enterprise Analysis
• The purpose of Enterprise Analysis is to
• Understand the organizational context
• Define functional areas/management levels
  affected by the system
• Provide an overview of the business objects and
  processes

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• The techniques used include
• Workflow diagrams
• Enterprise object models
• Organizational structure charts
• Swim Lanes
• and others

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• Work Flow Diagrams
• Model Internal and external entities and flow of
  data (typically in documents) between them
• simple technique for identifying the high-level
  processes
• Workflow between internal entities, between
  internal and external entities
• No workflow between external entities
• Different from DFDs
• WFD require only nouns
• DFD both nouns and verbs (process)

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• User-level WFD
• Models entities and workflows described by single
  user
• Presents a single users view point but includes
  more than one entity and can model workflows
  across functional areas
• Models formal as well as informal flows of
  information

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• A user level WFD

Accts
Customer
Invoice C1
Invoice C2
Sales Order Clerk
Ordered Items
Picking List
Dispatch
Sales Agent
Sales Order Form
Workflow diagrams model internal and external
entities and work flows.
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• A Data Flow Diagram

Dataflow diagrams model the processes or
functions performed by internal entities. They
also show data storage.
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• Combined user level WFD
• Integrated view of all entities and workflows
• Identifies inconsistencies in user-level WFDs
• Reveals redundancies, inefficiencies
• Can be used to identify high level business
  processes
• each internal entity performs a process to
  generate flows to and processes flows from
  external entities.
• flows between internal entities can indicate a
  major process
• Can be used to define system boundaries

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• Organizational level WFD
• Collapse all internal entities in combined
  user-level WFD, into a single internal entity
• External entities and the flow of information
  between the organization and external entities
• Equivalent to Context level DFD

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• Organizational level WFD

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• Enterprise Object Model
• Business Objects
• roles (teacher), places ( warehouse)
• things (items, books)
• transactions (payment, registration)
• events (graduation)
• Every entity and workflow in combined user-level
  WFD is likely to be a candidate class.
• Classes are grouped into subjects to form
  enterprise Object model
• Subject - group of related classes
• Data driven approach
• What are objects made up of?
• Event driven approach
• What an object does

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• Example
• Rock Records is a mail-order company that
  distributes CDs and tapes at discount prices to
  record club members. When an order processing
  clerk receives an order form, he or she verifies
  that the sender is a club member by checking The
  Member Master file. If the sender is not a
  member, the clerk returns the order along with a
  membership application form. If the sender is a
  member, the clerk verifies the order item data by
  checking the Item Master file. Then the clerk
  enters the order data and saves it to Daily
  Orders file. The clerk also prints an invoice and
  shipping list for each order, which are forwarded
  to Order Fulfillment
• 1. Create a user-level workflow diagram to
  document the entities and workflows.
• 2. List the classes. Create an enterprise object
  model that groups these classes into following
  subjects things, roles, organizational units

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• User level WFD

How would this diagram change at the
organizational level?
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• Enterprise Object Model, Rock Records
• Things
• Membership application forms
• Order form
• Invoice
• Shipping List
• Organizational Units
• Order Processing
• Order fulfilment
• Roles
• Order Processing clerk
• Club Member
• Non-Member
• Order Fulfilment Clerk

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Create a Workflow Diagram and an Enterprise
Object Model for this case. Group objects into
subjects based on Process Time Cards and
Prepare Pay checks.

• Work study employees in each university dept.
  provide their secretary with their weekly
  timecards. The dept. secretary accesses the
  employees hourly rate from Employee Payroll file
  and prepares a weekly time sheet that lists each
  employees name, SSN, total hours worked and
  hourly rate. Then the department secretary files
  the timecards in time card history folder and
  gives the time sheet to the dept chair. If
  everything seems to be in order, the dept chair
  signs the timesheet and forwards it to the
  University payroll department. If any figures on
  the time sheet are unacceptable, the chair
  returns the sheet to the secretary, who verifies
  the figures and again gives the time sheet to the
  dept. chair.
• In the payroll dept, a clerk calculates gross
  payroll earnings for each employee and then
  writes the earnings on the timesheet and updates
  the year to date gross earnings figure for each
  employee in the employees file.( Note
  Work-study students have been allocated a set
  figure, e.g.,1500, that represents their total
  allowed gross earnings for a year ). Then the
  clerk accesses the Employee Payroll file to
  determine the employee's tax status and
  authorized deductions. The clerk prepares the
  payroll checks which are forwarded to the
  employees. The processed time sheet is filled in
  a Time Sheet History for each pay period.

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• PROCESS PREPARE
• TIME CARDS PAYCHECK
• - Work Study Emp. - Work Study Emp.
• - Time Card - Timesheet
• - Timesheet - Payroll Clerk
• - Secretary - Paycheck
• - Dept. Chair