Process Modeling System Analysis & Design Course Sharif University of Technology MohammadAmin Fazli

Organization as Set of Processes Business Process Management framework Organizational/business process is a set of activities connected from a start to an end point, which provides a specific deliverable to a customer (inside or outside of the organization). The deliverable has a measurable value for the customer. Any operation can be thought of as a process (hiring, pay, production, accounting, IS support, purchasing, sale, delivery, customer service…).

Process Approach and Business Effects IS can be part of a process to various extents (“system footprint”). Better performing process (faster, cheaper, more valuable for the customer) increases organizational performance (revenue, profit, market share…). Organizational Performance Process Design Process Performance Information System improves causes

BPR & CPI

What is Business Process Mapping? Visual description of business process, related activities, input and output Model of the business process Governance Process Supplier Customer Input Output Resources

Why is it Required? Document the business process, which could include the operations/activities, inputs, outputs and roles involved in the business process. Provide an “official reference” on the business process and a common understanding of what is involved. Facilitate the analysis of current process (As-Is) and redesign of improved process (To-Be). Aid in the identification of critical process parameters.

Types of Business Process Maps Process can be modelled at different levels, from the high strategic level to the operational / tactical level. Variety of process maps and methodologies: Process Landscape Diagram Supplier-Input-Process-Output-Customer (SIPOC) Diagram Process Flow Diagram Swim-lane Flow Chart Process Flow with RACI matrix Value Stream Map

Process Landscape Diagram Based on Porter’s value chain concept Typically formulated based on strategic intent of the business

SIPOC Diagram Macro level of end-to-end process A goods out process B transport C goods in process Transit Production Pick from stock Put away to stock Ship material Transport material Receive material DC Stock Finished goods stock T0 T1 T2 T3 t4 T4 t1 t2 t3 TT = Transit Time

Process Flow Diagram Example (Page1/2)

Process Flow Diagram Example (Page2/2)

Swim-Lane Flow Chart

Process Flow Diagram with RACI Matrix

Value Stream Map

Common Pitfalls in Process Mapping Not defining the start and end of the process clearly Confusing the use of operation block and decision block Poor discipline in using a consistent convention Criss-cross of process flow arrows leading to confusion Mapping without involving the right stakeholders Failure to perform a process walkthrough to verify the accuracy of the process mapped Failure to update the process map document as a “live” reference

Activity Diagram (AD) concept A diagram used for showing systems requirements; results from process analysis AD depicts: a business process (workflow), manual & automated (carried by an IS as part of process); a system function - frog’s perspective, micro level sometimes AD represents flow of processes - bird’s eye, macro level process logic – time order of process steps (activities) & decision points actors (touch system), business event sources (initiate actors to work) AD resembles old flow charts and data flow diagram

AD components – Quote Process Who/What performs activity * Start Swimlane (column) Activity, Process step Time approxi- mation Process flow (control) Decision point; yes/no branching Loop, one technique: decision + flow back End * System=information system (sometimes just “computer”).

AD components – Parallel Steps Synchronization Bars, indicate parallel steps Provide Technical Details Parallel steps, run at the same time

Gateway concept Diamond shape – decision - is also called Gateway * (see Note) Exclusive (EXOR) decision: do one or another; same as Mail type? Inclusive (OR) decision: do one or more; more compact than EXOR split process merge Seek investor Parallel activities (AND): do all; same as synchronization bars * Some symbols are part of Business Process Modeling Notation (BPMN) more than on Unified Modeling Language (UML) used in the system development methodology we study. For example, BMNP users insist on EXOR with the “x” inside the diamond, while UML users prefer a blank diamond. However, this is not always so. More than binary branching possible

AD for Customer Order Process by Telephone – more components Decision shown as Activity: - N outflows - Outflows named * ** Loop Another method: 1. loop bars 2. enter & exit condition *Perhaps a more appropriate wording could be, “Search and Display current customer record.”. **A separate function with a separate activity diagram. Pasting activities with “/” to save space

What AD does not show? Data passed between steps (Data flow diagram shows it – part of structural methodology) Objects (But they can be inferred; e.g., Customer, Order, Clerk) User interface (Clerk--System connection)

How to create AD Identify activities (steps) of a process Identify who/what performs activities (process steps) Draw swimlanes Identify decision points (if-then) Determine if a step is in loop (For each…, or if-then loop) Determine if step is parallel with some other Identify order of activities, decision points Continues…

How to create AD (cont.) You can tabulate these data (see next slide). Draw the start point of the process in the swimlane of the first activity (step) Draw the oval of the first activity (step) Draw an arrow to the location of the second step Draw subsequent steps, while inserting decision points and synchronization/loop bars where appropriate Draw the end point after the last step. You can tabulate these data (see next slide).

How to create AD (cont.) 1 2 3 4 5 6 7 8 9 10 Step ID Process Activity or Decision Who/What Performs Parallel Activity Loop Preced-ing Step 1 Request quote Customer No - 2 Develop requirement notes Salesperson Yes 3 Decision: Help? 4 Salesperson enters data 5 Check requirements Technical Expert 6 Tech. expert enters data 7 Calculate quote System 4, 6 8 Review quote 9 Decision: Changes? 10 Accept quote as order

AD Example, macro level: Online customer ordering of integrated travel services involving different firms Online customer ordering of integrated travel services * + Travel Services Integrator * *The diagram uses two different symbols for parallel activities (a bar and a “do all” gateway) – an inconsistency.

AD Example, micro level: Process of purchasing transportation ticket Commuting Ticket Purchasing Process Select trip payment Display trip details Payment type? Cash payment? yes no Display trip list Syncing EXOR  (optional) Material thing  *A better position is the TWM swimlane because the ending is automatic without the commuter’s intervention. Material thing  *