Training Workshop on Business Process Analysis in International Trade Module 2: Analysis and description of existing business processes related to foreign trade activities 2.2. Modelling the As-Is Process Somnuk Keretho, PhD Director, Institute of IT Innovation Kasetsart University, Bangkok Joint Workshop on Trade Facilitation and the Single Window 23-25 September 2015, Moscow

Objectives of this session To be able to read, understand and verbally describe Activity Diagrams To develop some skills to capture and draw Activity Diagrams to reflect the specific procedures and documentary requirements.

Conducting a BPA Project in 3 Phases Defining Scope of and Planning a BPA Project Capturing and Modelling the As-Is Process Analyzing Findings of the BPA and Proposing Recommendations for Improvement (Proposing the To-Be Process) Ref: Business Process Analysis Guide to Simplify Trade Procedures, Updated 2012, UNESCAP/UNECE. http://unnext.unescap.org

(After acquiring background information & interview, then) Documenting/Modelling the Captured Data 2.2) Conduct interviews and document captured data Project Sponsor Project Manager/ Project Leader Process Participants/ Business Domain Experts Process Analysts Objective – To capture and document in-depth knowledge about existing (as-is) business processes in the scope of investigation in: Activity diagrams Process descriptions Integrated activity diagram that represents an interconnected view of all involved business processes Time-procedure chart As we know, the knowledge about existing business processes is normally embedded in government or private sector employees who routinely conduct the business processes. Such knowledge is usually not documented. Obtaining knowledge about certain business processes from those who are involved in carrying them out is therefore crucial. Face-to-face interviews are the most commonly used data collection method for the business process analysis exercise. Through face-to-face interviews, process analysts can confirm the accuracy of the previously collected background information and gain an in-depth understanding of each use case or core business process. Information collected from the desk research and interview is to be documented in various forms including activity diagrams, process descriptions, integrated activity diagram that represents an interconnected view of all involved business processes, and time-procedure chart.

What is an Activity Diagram? An Activity Diagram is a diagram used to portray a sequence of activities carried out to achieve a specific goal. It illustrates detailed activities and flows of information or documents from one responsible party to another in a given sequence. We suggest that at least one Activity Diagram should be developed for each Use Case Diagram, i.e. to describe a sequence of activities and flows of information or documents in details for each main/core business process (each Use Case).

A Use Case Diagram An Activity Diagram Now, Customs Inland Haulage Retrieve declaration information Cross check declaration information with handed in documents Questionable of misconduct Allow goods to be exported Goods Transition Control List Audit Transfer container to point of inspection Inspect cargo Record a case to be filed Misconduct not found Export Permit (R. 9) Equipment Interchange Report Control List Notify quantity exported R. 9 with information on actual quantity exported Acknowledge actual quantity of goods Exporter (or Representative) Department of Fisheries Unquestionable Misconduct found Transfer goods to Clear goods through customs Exporter or Representative Customs Inland Haulage Department of Fisheries A Use Case Diagram Now, * Which business process does this activity diagram represent? * What do you see in this activity diagram? An Activity Diagram

UML Notations for Activity Diagram Description Initial State Represents the beginning of a set of activities Final Activity State Indicates the completion of the business process Final Flow State Indicates that further activities cannot be pursued Transition Line Indicates a sequential flow of actions and information in an activity diagram Fork (Splitting of Control) Visualizes a set of parallel or concurrent flow of actions Join (Synchronization of Control) Indicates the end of parallel or concurrent flow of activities Object Represents a document or information that flows from one activity to another activity (labeled with the name of a document) Notation Description Swimlane Is used to break up individual actions to individuals/ agencies that are responsible for executing their actions Is labeled with the name of the responsible individual or agency Activity Represents a non-decomposable piece of behavior Is labeled with a name that 1) begins with a verb and ends with a noun; and 2) is short yet contain enough information for readers to comprehend Decision Represents the point where a decision has to be made given specific conditions Attached with labels addressing the condition on each transition line that comes out of an activities and connects to a decision point or vice versa Process Participant 1 Participant 2 Participant n Before we look at an example of an activity diagram, let’s review one more time basic UML activity diagram notations. * The black dot represents the beginning of the business process or a set of activities * The white dot with a big black spot inside represents the end of the business process. * The white dot with a cross inside represents a stage where further activities cannot be pursued. * The arrow represents a transition line which indicates a sequential flow of activities and information. * An arrow followed by a bar and splitting arrows indicates a transition from one activity to a set of activities that can be carried out in parallel * A set of arrows followed by a bar and an arrow, on the other hand indicates a transition from a set of activities that have been carried out simultaneously to an activity * The rectangles that are attached to one another are called swimlanes. Each swimlane is used to set a boundary for actions of a particular actor whose name appears in the rectangle. * The rounded rectangle represent an activity. Similar with a label of a use case, the activity is labeled with a descriptive verb phrase. Again, a verb phrase is a group of words that express action, such as arrange transport, declare goods, and stuff container. * Lastly, a diamond represents the point where a decision has to be made. Attached to it are labels denoting specific conditions that affect the making of the decision.

How to draw an Activity Diagram for each Use Case? Based on information from the interview and data collection, Prepare swimlanes for parties involved in a business process List activities and decision points involved in the business process in a sequential order and categorize them according to the party who carry them out For each decision points, provide conditional statement for each transition If applicable, list documents required as inputs to each activity and categorize them according to the party who provide the documents If applicable, list documents that are outputs of each activity Create a starting point, an ending point, and connections for all activities and documents Based on information from the interview, we can draw activity diagrams. Each activity diagram is for each use case. Again, one use case refers to one business process. An activity diagram portrays a sequence of activities carried out to achieve a specific goal. It illustrates detailed activities and flows of information or documents from one responsible party to another in a given sequence. To draw an activity diagram, * First we have to prepare swimlanes for parties involved in a business process * Then we list activities and decision points involved in the business process in a sequential order and categorize them according to the party who carry them out * For each decision points, provide conditional statement for each transition * If applicable, list documents required as inputs to each activity and categorize them according to the party who provide the documents * If applicable, list documents that are outputs of each activity * Lastly, create a starting point, an ending point, and connections for all activities and documents During this step, the process analysts might discover common patterns in the activity diagrams. Reusing these patterns helps avoid repetition of work and save time. For example, the customs declaration process from the business process analysis of exporting frozen shrimp can be reused in a business process analysis for exporting frozen poultry products.

A sample activity diagram to describe “Have a product sampled and examined” use case. Source: ESCAP from the Analysis of Frozen Shrimp Export Process in Thailand, Institute for IT Innovation, Kasetsart University

Writing Process Description for each Activity Diagram Process description has to include the following elements: The name of a process area which this particular business process belongs to The name of a business process Related rules and regulations The name of responsible parties Input and criteria to enter/begin the business process Procedures and associated documentary requirements to complete the process Output and criteria to exit the business process The average time required to complete the process and/or durations for each involved transaction Process description has to be developed for each activity diagram. Process description should address: * The name of a process area which this particular business process belongs to; * The name of a business process; * Related rules and regulations; * The name of responsible parties; * Input and criteria to enter/begin the business process; * Procedures and associated documentary requirements to complete the process; * Output and criteria to exit the business process; and * The average time required to complete the process and/or durations for each involved transaction.

Ref: UNNExT BPA Guide, page 36 A sample process description to describe the “Have a product sampled and examined” activity diagram. Ref: UNNExT BPA Guide, page 36 Source: ESCAP from the Analysis of Frozen Shrimp Export Process in Thailand, Institute for IT Innovation, Kasetsart University

Creating the set of activity diagrams: each explains each main process as represented by a use case in the use case diagram.

Creating a set of process descriptions: each provides a textual description of an activity diagram and related information e.g. laws/regulations, input/output criteria, etc.

Creating an integrated activity diagram that combines all activity diagrams together. 2.5) Prepare and submit customs declaration 2.7) Clear goods through customs 2.8) Handle container at terminal and stow it on vessel 2.6) Stuff container and transfer to port of departure Process analysts work together to integrate all activity diagrams of the business processes associated with all use cases defined earlier into a single integrated activity diagram. The integrated activity diagram represents an interconnected view of business processes used in an industry or to provide a particular service. It enables us to better understand relationships between core business processes, process participants, and information flow throughout the area under the scope of the study.

Working within your small group Practical Exercise 5 Drawing Activity Diagrams and Writing Process Descriptions Working within your small group Draw at least one activity diagrams (if possible two diagrams), and also collect related quantitative indicators (numbers of steps, number of physical visits, time and cost needed, etc.) for capturing the detailed procedures and document requirements for the selected Use Case(s). Data collection through the Internet, or from any accessible reference materials Data collection from interviewing with domain experts Visualize those procedures with an activity diagram Try to verbally describe that activity diagram Document the Activity Diagram (describe it in writing) with a Process Description template (as suggested on Page 10-11).