Date post: | 19-Jun-2015 |
Category: |
Economy & Finance |
Upload: | dnihiser |
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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
6
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
7
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.
17
Analyzing Benefits and Risks
TimeCostsQuality
Benefits through IDM
Risks withoutIDM
18
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
20
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
21
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
22
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?
23
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