Documents
Resources
Learning Center
Upload
Plans & pricing Sign in
Sign Out

BUSINESS PROCESS DISCOVERY AND DOCUMENTATION WORKSHOP

VIEWS: 237 PAGES: 26

  • pg 1
									1

Business (Agency) Process Discovery and Documentation Workshop
PeopleSoft Phase II
Tuesday, October 23, 2007 9:00 AM to 12:00 Noon Concourse Theatre Oklahoma City, OK

2

AGENDA Business (Agency) Process Discovery and Documentation Workshop

9:00am -9:15am -- Kickoff, Introductions and Housekeeping 9:15am to 10:30am – Workshop Presentation 10:30am to 10:45am – Break 10:45am to 12:00noon – Questions and Answers

3

Why?

• This workshop will provide a BASIC GUIDELINE to assist you in documenting your “AS-IS” business (Agency) processes, in a format that will be capable of providing an "apples to apples" comparison (fit gap analysis) to delivered PeopleSoft Financials v8.9 functionality for Oklahoma Phase II modules.

4

PS Phase II Modules Quick Review (1 of 2)
• Grants Management
– Acquisition and tracking of Grant funding

• Project Costing
– Project Accounting and Tracking

• Contracts Management (Revenue)
– Establishes revenue contracts with external customers or sponsors.

• Billing (Invoicing)
– Creating customer invoices and drawing grant funding.

• Receivables (AR)

5

PS Phase II Modules Quick Review (2 of 2)
• Assets Management
– Tracking and depreciating capital assets.

• Inventory
– Tracking and re-ordering of inventory stock.

6

How does PS display its delivered Business (Agency) Processes?
• Generally Generic in Nature
– High Level Sequence of Functionality (or Features) designed to illustrate a generic business process. – And yet, very specific to PeopleSoft delivered Functionality.

• Extensive Use of Swim Lanes
– Each Swim Lane consists of a Generic Organizational Role.
• Example: Financial Administrator, Approval Authority, Principle Investigator, Sponsoring Agency

– Activities (Boxes of Tasks) within each swim lane. – Tasks are the lowest Level of Process Identified.

• Extensive Decision Points

7

PS FLOW CHART EXAMPLE
(This is one of the apples)

8

Basics of Agency Processes AS-IS Discovery & Documentation
• Base Understanding

– Discovery – Documentation

9

Basics of Agency Process Discovery

– Base Understanding –
Process Discovery starts by ASKING TWO QUESTIONS: 1. What’s First? 2. What’s Next? And closely followed by:
1. What goes in? (AKA, Predecessors) 2. What happens to it? (Elements and actions of the Process) 3. What comes out? (AKA, Deliverable)

THROUGHOUT THE DISCOVERY, KEEP AN EYE OPEN FOR HOW “ERRORS” ARE HANDLED.

10

Basics of Agency Process Discovery

– Base Understanding –

How we deal with these questions is very important.
While “discovering” the answers, there will be some Challenges.

11

Basics of Agency Process Discovery

– Base Understanding –

•

Some of the Challenges
1. 2. 3. 4. 5. Getting the Right People Involved. Getting the Right Information. Prioritizing the Information, correctly. Documenting the “As-Is” Process. Validation of Documentation.

12

Basics of Agency Process Discovery

– Base Understanding – 5 Levels of Processes:
1. 2. Function(al) – Identify the Functions within your Agency. Functions are groupings of Activities. Activity(ies) – Identify the Activities within the Function. Activities are groupings of Tasks. Task(s) – Identify the Tasks that are within the Activities. Tasks are work packages that when grouped together create a unique task. Work Packages – Work Packages are groups of Work Unites. Work Units – The base unit of work.

Functions Activities Tasks Work Packages Work Units NOTE: There are other Forms
which are just as valid.

3.

4.

5.

13

Basics of Agency Process Discovery

– Base Understanding –
Manual and Automated Processes

Manual Process

Automated PROCESS

14

Basics of Agency Process Discovery

– Base Understanding –
•
–
• • • •

Identification of “As-Is” Processes
Identify Apparent Processes:
Existing Process Diagrams. Existing SOP (Standard Operation Policies) Existing Systems and Sub-Systems (Shadow systems) Key Personnel

–
• • • • • •
•

Search for Hidden Processes:
Excel spreadsheets User developed Access DB Ad hoc – Note, verbal communications, Phone call… Email Manual papers What stamps are used?
– – (Date, Approval, Denied, Posted, others) (how accurate, maintained, outdated, written in notes??)

Helpful Hint: You should always be looking for Hidden Processes.
1. Many times manual portions of primarily automated processes are the hardest hidden processes to find.

Existing manuals…

15

Basics of Agency Process Discovery

– Base Understanding –
• Identify Apparent Decision Points: • Existing •Process Flow Diagrams •SOP (Standard Operation Procedures) •Systems and Sub-Systems •Key Positions (Personnel)

•

Identification of Decision Points
(A.K.A Business Rules)

•Search for Hidden Decision Points:

•Generally become visible during errors.

Options 1

NEXT 1

Input

Decision Point, Business Rule

Option 2 ~ n

NEXT 2 ~ n

16

Basics of Agency Process Discovery

– Base Understanding –
•
– –

Identification of the Bridges
How do processes interact with each other? Identify Apparent and Hidden Bridges.
Function, Activity Or Task OUTPUT INPUT Function, Activity Or Task

Output 1

Helpful Hint: You should always be looking for Hidden Bridges.

• Types (Basic Examples) •Parallel •Summing •There are many others such as Timing, illustrated on the next slide.

Input Output 2 ~ n

Input 1 OutPut Input 2 ~ n

17

Basics of Agency Process Discovery

– Base Understanding –
•Examples •Delays •Time to Acknowledge •Time to Accept •Time to Deny •Time to Resolve •Time to Process

•

Identification of Timing items. This is a type of Bridge.

MANUAL INPUT Delay till Midnight

Batch Process

18

Basics of Agency Process Discovery

– Base Understanding – • The Most Common Discovery Process is:
– TOP DOWN and then BOTTOM UP
• Start with Top Down and work to the bottom. Then, turn around and work back to the top.

• Many times this will lead to hidden items not identified during the top down activity.

19

Basics of Agency Process Discovery

– Base Understanding –
SCOPE Scope = What are the borders of this discovery process? Our goal is to provide process documentation that closely matches PeopleSoft delivered process documentation. The lowest level of PeopleSoft Documentation is the Task. So, for this project we need to elicit and document information to the Task level. Scope for this Discovery Project is the TASK Level within the 7 Phase II modules.

20

Basics of Agency Process Discovery

– Base Understanding – Review
Of the 7 Phase II Modules

SCOPE

TOP Down
Apparent Processes and Bridges

I D E N T I F Y

Functions Activities Tasks

Hidden Processes and Bridges

V E R I F Y

Bottom Up

21

Basics of Agency Process Notation
(Documentations)

• Documentation
• There are many ways to document Agency Processes. For this project we’ll closely match PS process flow by using:

–PROCESS FLOW DIAGRAMS.

22

DEQ’s Spaghetti
GRANTS PRE_AWARD - Final
Approving Authority
DAA Detail Feasibility Study Approved Denied Denied Request Approved Pursue a Funding Opportunity Decide to Proceed toward Grant Create High Level Feasibility Request to Proceed Create Detail Level Feasibility Request to Proceed Denied Create Focus Document &/OR Work Plan Final or REApplication Release Denied Request Assistance / Review Assistance / Review 3rd Party Verification (Clearing House Members) PENDING LEGAL ACTION? Assistance / Review Assistance / Review DAA = Division Approving Authority DEQ-AA = DEQ Approving Authority DAA Feasibility Study Approved DEQ-AA Release of Grant Application Grant Sponsor Authority

GRANTS PROGRAM ACCOUNTANT ADMINISTRATOR

Approved

High Level Feasibility Budget Assistance

Detail Level Feasibility Budget Assistance

Create Grant Budget

Compile Grant Applicaiton

Grant Application Release

To POST_AWARD

BUDGET MANAGER

Match & Limits Impact Determination Review

Match & Limits Impact Determination Reveiw

Review and Track for State Budgets

Request & Receipt for Pending Legal Action Report

LEGAL

LEGAL REVIEW & REPORT

23

TEMPLATE
Business Process Flow Diagram Template (Basic)

Function 1

Received Order

Customer Financial Data Customer Notification Task ORDER DOCUMENT

Customer Receives Updates and Order

Manual ORDER Input

Function 2

Approve ORDER?

NO

Order Reject Logging Task YES Order Approved, Logging and consolidation Tasks.

Function 3

ORDER Fulfillment Activity Manual Verification Task Delay Till Midnight Computer Task

Manual Input

Task A Task B

Task C

SYMBOL LEGEND

Data

Terminator

SUMMING Manual Input Time Element

Connector

Manual Process (Task or Activity)

Parallel Bridge

Decision Point

DOCUMENT

Automatic Process

24

Review
• Business Process Discovery & Mapping Task List
1. Identify areas of (Functions) business process that might be candidates for the Phase II deployment (Grants, External Billing, Project Tracking, Assets and Consumable Inventory). 2. Schedule discussions with those resources that are responsible for the business processes in question 1, to document details of the process. Try and uncover general execution or flow, impact to other areas of the agency, other resources involved or impacted, decision points and outputs or deliverables of the process. 3. Document any software that supports the business process. That should include any integration points with third party software (software not supported in-house). 4. Using the business process documentation developed in question 2, begin to “map out” the sequence of business process, responsible resources and decision points in a flow chart format. 5. Review the mapping done in question 4 with the resources that provided the business process details in question 2 for verification. Tweak the mapping as appropriate. This process is iterative.

25

Q&A

26

Additional Resources
• International Institute of Business Analysis
– www.theiiba.org

• Google “Business Analyst Resources”
– Over 173,000,000 hits…


								
To top