Enterprise Business Processes and Reporting (IS 6214) MBS MIMAS 2009 / 2010 Wednesday 18 th November Fergal Carton Business Information Systems

Last week Sales order process: information flows Sales process for Cucina PCB exercise: homework –Communication capability is paramount –Differentiate between entities, processes and data –Use narrative analysis rules

This week Process= physical and virtual components An Post Delivery Record Form PCB process mapping assignment Cucina process mapping Sample Cucina products Weaknesses of process mapping Narrative analysis Process mapping PCB Questions on assessment: –25 th Nov, BHSC 1.22 at 9am –Bring blank paper, pencil, eraser, ruler –Have your own copy of case study, but no other material

Questions on assessment 25 th Nov, BHSC 1.22 at 9am Bring blank paper, pencil, eraser, ruler Have your own copy of case study, but no other material Questions distributed on the day All work marked with student # and name 3 questions in the assessment –1 process map –2 questions on how that map would be used

Preparation for assessment Background research on the business sector involved –how do convenience stores currently manage their supplies of fresh bread? A process map should ideally be able to differentiate between physical flows (goods) and virtual flows (information). Use two different colours / line types It should also be a basis for discussing challenges in the business (for example, why are manual invoicing processes causing “heartache”?) Research simple process mapping exercises

Cucina process flows Work in groups Describe sales order process Show movement of goods and information Document assumptions about business Show process from customer viewpoint Why will customer order from you and not from Cuisine de France?

Cucina Sales process Sales order processing AccountsCustomer Goods Delivery (GRN) Sales order Invoice Sales order & GRN Payment

Sample bread products

Weaknesses of process mapping Biased representation? –Difficult to meet all people involved –Dependent on accuracy of information given by participants –Holes in understanding -> poor process –Doesn’t take into account new processes –Interpreted differently –Consistency in analysis when using multiple analysts –Only maps repetitive processes? –What about manual work? Find right level of abstraction Only theoretical? Complexity / overcomplication

Narrative analysis rules Look for who is doing something = Function –Mention of a department, person, responsibility –Eg. Once shipped by the shipping department Look for action of what is being done = Process –Use of verbs (becomes, generates, requests, transfers, … ) –Eg. Sales rep activities result in customer leads Look for nouns (not people / geography) = Data –Leads, quotes orders, … –Eg. the order generates an invoice

What is an entity?  Persons: customer, department, employee, student, supplier, …  Places: sales region, building, room, branch office, campus, …  Objects: book, machine, part, product, raw material, software license, software package, tool, vehicle model, vehicle, …  Events: cancellation, class, flight, invoice, order, registration, renewal, requisition, reservation, sale, trip.  Concepts: account, block of time, bond, course, fund, qualification, stock. Name of Entity An entity is a class of persons, places, objects, events, or concepts about which we need to capture and store data.

Modelling 1 Narrative: Sales rep activities result in customer leads –Gives us a major input to the system, leads (noun) –Tells us source of input, sales reps Sales reps Lead Csaba Csáki / BIS / I / 9 / Slide 13 2nd year BIS / 2211 / Business Modelling, Systems Analysis, Design & Change

Modelling 2 Leads contain customer details, product & price, and sale conversion probability : –Leads are recorded in a permanent store Sales reps Lead Record Lead Customer Product Price % Conv. Lead Csaba Csáki / BIS / I / 9 / Slide 14 2nd year BIS / 2211 / Business Modelling, Systems Analysis, Design & Change

Modelling 3 A lead becomes a quotation when the customer requests a formal quote : –Requires a process called Create Quote –Triggered by change in status on lead Sales reps Lead Record lead Lead Create quote Quote required Customer Quote Check lead status Csaba Csáki / BIS / I / 9 / Slide 15 2nd year BIS / 2211 / Business Modelling, Systems Analysis, Design & Change

Modelling 4 All information on a lead is transferred into the quotation, incl. product configuration and price breakdown : –Requires checking product configuration & price Sales reps Lead Record lead Lead Create quote Quote required Customer Quote Configurator Customer Product Price % Conv. Config Price. Check lead status Csaba Csáki / BIS / I / 9 / Slide 16 2nd year BIS / 2211 / Business Modelling, Systems Analysis, Design & Change

Modelling 5 Once the sale is concluded, the quotation becomes an order : –Requires process called create order –Triggered by change in status on quote Create order Quote Check quote status Order Csaba Csáki / BIS / I / 9 / Slide 17 2nd year BIS / 2211 / Business Modelling, Systems Analysis, Design & Change

Modelling 6 Once approved, orders can be "booked" for shipment by Order Administration : –Requires process called approve order –Triggered by change in status on order Create order Quote Check quote status Order Approve order Check order status Booked order Csaba Csáki / BIS / I / 9 / Slide 18 2nd year BIS / 2211 / Business Modelling, Systems Analysis, Design & Change

Modelling 7 Order is allocated a product : –Requires process called allocate order –Allocate order process must have access to data store of available for shipment (finished goods) Allocate order Allocated order Booked order Finished goods Config Match? Csaba Csáki / BIS / I / 9 / Slide 19 2nd year BIS / 2211 / Business Modelling, Systems Analysis, Design & Change

Modelling 8 Once shipped by the shipping department, the order generates an invoice automatically : –Requires process called ship goods –Ship goods needs access to despatch schedule Allocate order Allocated order Booked order Finished goods Ship goods Invoice Despatch schedule Config Match? Delivery Date? Csaba Csáki / BIS / I / 9 / Slide 20 2nd year BIS / 2211 / Business Modelling, Systems Analysis, Design & Change

Modelling 9 Invoice sent to the client by AR, who collect cash payment and reconcile any differences: –Requires process called Issue invoice –Requires processes called Collect and Reconcile Issue invoice Collect cash Invoice Reconcile Receivables Bank Csaba Csáki / BIS / I / 9 / Slide 21 2nd year BIS / 2211 / Business Modelling, Systems Analysis, Design & Change

An Post Coding exercise Resolving anomalies gets political: –24-26 Market Street Ballymoney Co Antrim Northern Ireland BT53 6EB –Kilbride Rd Doagh Ballyclare BT39 0QA United Kingdom

An Post Coding exercise Resolving anomalies gets political: –Knocknaboul Ballydesmond Co. Cork –Church Rd Ballydesmond Co. Kerry –Carraganes Ballydesmond Mallow

An Post Delivery process