Process Analysis

for the EMS HR Department-

Project ………

2

General Approach

Prior Process

Reviewed Process

Following Process

Core Process

Workplace Department Corporate

3

Core Process:

„What is the name for the whole process (core process), that contains the prior process the process that is to be analyzed and the following process?“

4

Process Elements

Events Documents

Document Types

Functions Process-Steps Tasks

Organization Units Departments Roles People

IT-Systems: Applications Data Bases Files

Connectors And Or

5

Basic Elements

Person

Application

Document

File

Logical „AND“

Logical „OR“

Logical „AND/OR“

Knowledge(not documented)

Function

Event

Organisational Unit

JobInterface

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11 Questions

1. „Which document(s) shall be analyzed?“2. „Who has this document in their hands for the first time ( “Who creates the

document?“)“ and „What do they do with it?”3. „Which application, which data or which additional document(s) are

needed in regard to question 2?“4. „Is a decision to be made?“ (-> branching point!) 5. „Who gets this document next?“ and „What do they do with it?“6. „ Which application, which data or which additional document(s) are

needed in regard to question 2?“ 7. „ Is a decision to be made?“ (-> branching point!)

Questions 5 to 7 are to be repeated until the process comes to an end and a unique closing event has occurred

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11 Questions

8. „What is the name of the closing event which ends the process?“

9. „Which output is created at the end of the process?“ and „Which (internal) customer receives the output?“ and„Is there a following process?“

10.„Is there a prior process?“ and„Which event triggers the analyzed process?“

11.„What is the name of the core process which includes the prior as well as the following process?“

8

Process ……… „Which document shall be reviewed?“

Comment: Analyze:

Document type Document source Volume Retention schedule Access rights

9

„Who has this document in their hands for the first time (Who creates the document)?“ „What do they do with it?“

Comment: „Who“ can be

A department (order processing) A job description (e.g. accountant) A person (Judy Miller)

Process………

10

„Which application, which data or which additional document(s) are needed in regard to this?“

Process ……..

11

Process ……… „Is a decision to be made“

„Who gets the document next?“„What do they do with it?“

Comment: How is the document forwarded (Manually, Electronically) The next person can depend on the decision/the event of question 4

12

Process ……… „Which application, which data or which additional document(s) are

needed in regard to question 5?”

„Is a decision to be made?” (-> branching point)

Questions 5 – 7 are to be repeated until the process comes to an end and a unique closing event has occurred

13

Process …….. „What is the name of the unique closing event which ends the process?“

14

Process ……… „The process creates which output?“

This output defines the name of the process

“Which (internal) customer receives this output?”

“Is there a following process?”

15

„Is there a prior process?“„Who conducts this prior process?“„Which event operates the analyzed process?“

Comment: The analyzed process can be operated by several events or prior processes

Process … … …

16

Process ……… Additional comments:

On demand, a process model has to be defined for the prior as well as following processes.

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Analyzing Benefits and Risks

TimeCostsQuality

Benefits through IDM

Risks withoutIDM

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Analyzing Benefits and Risks

Benefits/Risks-Evaluation

Benefits Risks

Quality Costs Time Quality Costs Time

Workplace… … … … … …

Department… … … … … …

Corporate… … … … … …

The benefits and risks can be analyzed according to the organizational reach:

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The Key Questions Which advantageous consequences (quality, costs, time) would the

implementation of a document management system have regarding Quality Costs Time

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The Key Questions

Which negative consequences (quality, costs, time) would be created if the necessary documents would not be available for the performance of this function or it would require a lot of efforts to make the document available

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More Detailed Questions

Are there critical points regarding response times in the process?

Which steps (functions) of the process are cost-intensive time-critical quality-critical

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More Detailed Questions

Are there exceptional situations which lead to the cancellation of the process?

How high is the possibility of any of the risks materializing? Which (estimated) damage would be incurred? What following consequences could happen?

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SummaryStarting Event

End of event

Function 1

Function 2

Function 3

Function 4

Function 5

Function 6

Function 7

Workplace 1

Workplace 3

Workplace 2

Department 1

Workplace 2

Department 1

Workplace 2

Benefits/RiskSum benefits (Risk) 1

Benefits/risksWorkplace 1

Benefits/RiskBenefits (Department) 2

Benefits/risksWorkplace 2

Nutzen/RisikenWorkplace 1

Benefits/risksDepartment 1

Workplace 1 belongsto Department 1

Workplace 2 belongsto Department 1

Benefits/risks „Workplace“ = Sum benefits/risks of all functions which are performed at this workplace

Benefits/risks „Department“ = Sum of all functions which are performed by the department Sum of all workplaces Additional department-level

benefits