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PROJ6009 Effects of BPM on Delhi Municipality Assessment 1 Answer

ASSESSMENT BRIEF - 1
Subject Code and Title
PROJ6009 Business Process Management and Systems
Assessment
Assessment 1: Business Process Development Plan (2 parts)
  • Part A: Business Process Analytical Plan: “As-Is & To-Be” mapping.
  • Part B: Business Process Improvement Report: “Should-Be” mapping & Performance evaluation

Individual/Group
Individual and/or in Pair for both Online and Face-to-Face delivery
Words limits
Part A: 1500 words per report Part B: 1500 words per report
Learning Outcomes
  1. Critically analyse the role of management information systems in sustaining successful organisations.
  2. Critically evaluate approaches to business process management and systems, their associated risks and implementation processes.
  3. Establish and justify governance processes for business process management change to ensure that all stakeholders are considered in technology change decisions

Context:

This assessment is evaluating students learning basics of business process management in organisations. The assessment requests students to develop a business process management plan for a particular case in an organisation, a department or a project environment. The plan incorporates identifying the existing (As-Is) situation of the processes of the case, and a few possible future states (To-Be) of these processes for improvement on efficiency and other benefits. In addition, the students need to develop an ideal processes (Should-Be) plan to best suit the organisation and the project. Furthermore, the students will provide a performance evaluation report based on the scenarios created in the “Should-Be” processes to complete this assessment.

Instructions:

In this assessment, the students will begin with identifying a process case in a professional working environment. The case can be from an organisation or a project the students participated in before.

This assessment contains TWO parts. To prepare for this assessment:

  • Review Modules 1, 2 and 3 for Part A; Module 4 and 5 for Part B;
  • Identify a case from any industrial sector (production or service industry) you experienced.

Part A: Business Process Analytical Plan

Choose a realistic and detailed organisation or project, and analyse the Business Process Management (BPM) methods and techniques taught in the first three modules. Students are required to work on a process analytical plan (including As-Is and To-Be process mapping). In your analysis, consider and include the following:

  • Critically analyse the role of business process management in your chosen case study
  • Critically evaluate approaches to business process management and systems, their associated risked and implementation processes

Output:

The Business process analytical plan contains:

  • Business or project process briefing
  • Case based business or project process mappings (As-Is and To-Be)
  • Critical analysis on two mappings where are applicable: Good Bad and Ugly; Costs and Benefits; Advantages and Disadvantages; Feasibility and Sensitivity etc.

Part B: Business Process Improvement Report

In continuum of Part A, students are required to compile a performance evaluation report, to demonstrate their understanding and knowledge developed from Module 4 and 5, by applying tools and techniques introduced in class activities and personal researches. The students should clarify the business or project constraints and assumptions to create a scenario, where can be “For” or “Against” the “To-Be” process.

Output:

The Business process improvement report should cover:

  • Brief description of the scenario Audit process improvement methods chosen
  • Evaluate and suggest whether the “To-Be” can be the “Should Be”
  • Establish and justify governance processes for BPM change
  • Describe how to better ensure that all stakeholders are considered in both process and technology change.

Answer

Business Process Management

INTRODUCTION 

In order to analyze the status of implementation of BPM or Business Process Management in one of the local government entities in Delhi, INDIA this study has been prepared. An in-depth analysis was done in order to detect all the flaws and check the efficiency of this implementation. A different methodology was adopted in order to complete this task that was based on surveys and experience. Employees were surveyed and it was checked if the employees had an understanding of the domain and what the company’s functions were. The entire survey was focused on getting as much information as possible regarding BPM implementation. 

Governance and administration processing was easily possible under BPM as the environment provided by it was suitable to the process. It is helpful for enterprises in a number of ways. Enterprises can control the business procedures, control and work on the business method’s designs. Enterprises can also control the Key Performance Indicators (KPI) that are somehow attached with the business forms. BPM process is implemented in experimental wayand survey were done to involve people in whole process.. 

Role of business process management in chosen case study

In order to automate the processes BPM is one of the best deals out there. It is not only suitable for automated process but also for manual processes. It can help in the growth of any business or enterprise in a great extent. Organizations need to remove their myth of considering BPM as a technical instrument for the business. There are many things in a business that can be accomplished without engineering and technology then the question arises, if technology is involved in BPM and is that a good thing? Though the answer will be yes but the BPM and technology should be used under the right environment in order to ensure that it’s beneficial (Chang, 2016). 

There should be an efficient implementation of BPM to be done as the BPM implementation is very critical for the organization. While pursuing this different factors should be taken care of. There are many misconceptions in people about the automated business process and BPM that needs a proper clarification in order to promote the awareness about these processes. People often consider both these terms similar. People need to understand this that BPM can still be achieved even if the process that is being run is manual and not automated (Hammer, 2015).. 

Breifing of Business process

Breifing of Business process

Design

In order to simplify the complex projects out there, a business process modeling as well as management tool is required. It helps a lot in making things look easier and manageable. Though people should not rely on the modeling tools itself. A proper methodology, which is supported by skilled resources and a proper framework, is needed in order to ensure successful utilization of the processes. Management of services is important in order to manage the business. The results that an enterprise produce depend a lot on the processes that are being carried out internally or externally in the industry. 

Modeling

In order to arrange the business methodologies a business process administration framework is required which is a non-exclusive programming framework (Rahimi, et.al., 2016). 


Execution

BPM works to arrange these processes in order to get the desired outcome within a short duration. BPMS or Business Process Management System and Human resource, both can work on the processes involved in any business (Rosemann & vom Brocke, 2015).. BPMS on one hand is a computer software that works to help in the implementation of the business processes by providing the enterprise with the required framework but human resource is equally important in the process as both of these go hand in hand only. 

Monitoring

Since the process is clear and the unpredictability is constrained the procedure becomes accurate. There are many transitions of a sample request like; the request is received after which a receipt is sent, installation is done and the items are sent.  

Optimization

This process is hence not going to cover a number of other areas that are involved in BPM like life cycle management and orchestration. It is hence required to discuss on establishing center of excellence in order to ensure the successful implementation of BPM (vom Brocke, et.al.,2016). This study’s scope is though limited to the BPM and its implementation in local government in INDIA. It should not be mistaken as limiting the scope of BPM as this example is just explaining the idea of it.

AS-IS process

An interview was held and questions were asked from the key personnel from the organization itself in order to collect the important information. In order to find out the answers of the question mentioned above, the survey was designed. The main aim of the research survey was to find out the answers of the above questions. 

The aim of the interview was to fetch the important information from the key personnel of the organization. The interview was based on finding out the implementation status of BPM and what are the key elements of it in the organization.

In order to understand the difference between the AS IS process and improved TO BE process; IT services request was processed. The limitation and issues with the AS IS process was studied. Following are the issues related to AS IS process that is portrayed in Figure 1: 

§ The process is entirely manual.

 § In order to get approval a wet signature is required and a physical document is circulated. 

§ The process lacks the transparency completely and the manger as well as user do not have any insight to the status of the process. 

§ The process can’t be escalated if an employee is not present. 

§ Since the collection of the request and forwarding it to the sub-sections is done by the IT helpdesk, there are high chances of human errors. 

§ Since the data is not recorded in digital useable format the historical overview of the process is not possible at all.

 § There is no tracking available and the notifications are also unavailable. 

AS-IS process- the whole process is manual using paper and pen

AS-IS process

TO BE PROCESS

There is an enhancement in the management process noticed after the reimplementation of better process in Laserfiche RIO Fig 3 IT Service Request [TO BE] The enhancements include: 

§ All the employees can submit the request form which is available in the electronic format.

 § The form is filled and the workflow in the background as Business Process is triggered. This form is further send to the employee’s section manager along with the metadata. Manager also receives an email which includes a link of the instances that are to be accessed via Web Acess of Laserfiche. 

§ After the approval from the manager the data is send to the responsible sub-section where the further work is to be carried out.

 § The IT manager is next to receive the mail along with the notifications after it has got an approval from the subsection. 

§ The process ends after the rejection or approval of the IT manager. 

§ The rejection can end the process at any stage. 

§ The users will be notified via emails and integrated SMS gateway. 

§ The user can get an insight to the process and have a proper status of it at any stage.

 § In order to avoid any delays during the unavailability of any employee the request is escalated to the next responsible individual. 

§ There is no requirement to print papers.

 § signatures are completely eliminated. 

TO BE PROCESS

Conclusion

In order to demonstrate and project the effects of BPM on Delhi Municipality this wok has been implemented. It was meant to find out the major flaws in the business process without implemeting BPSM. The experiment while implementing and designing was taken on AS IS basis and the BPM methodology was applied using BPM tool, which enhanced the efficiency of the overall process. The usefulness of the BPM implementation was portrayed in the process. 

It is concluded that BPM has been implemented in the targeted organizations It is also reflected about the ongoing status of business process before BPM and if there are any flaws in it. Reasons behind the results are also explored. The benefits that the organization will be getting from the implementation of BPM are numerous. Success factors during the implantation of BPM are also discussed. The conclusion of the approach involved in the implementation of BPM in the local government in INDIA is discussed and after that it became easy to generalize the genres of the similar organization in the future.

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