Why is a business process model needed?

    We are often forgotten to ask why we love business processes so much and what tasks we solve using process management. In this pilot article of our blog, we’ll look at how using one model of one business process you can solve several practical problems in the life of a business of any size.



    Organizational structure


    For example, let's create, if not a federal bank, then at least the sales department of a new company for the planned sale of N units of product per month. The department needs employees and a boss. How many and what kind of employees and bosses are needed to sell such a volume of products? It is not clear yet, it is necessary to sketch the model. Before the BP Simulator BPM service appeared, this had to be done on beach sand, on walls and other accessible platforms.



    This is already enough for manual or automatic formation:
    • Regulations on the division "Sales Department"
    • Employment Plan (9 staff)
    • Employee job descriptions:
      • Department head
      • Personal manager
      • Sales Manager
      • Back office specialist


    And if you create a model of organizational structure and a competency model, then you can immediately form and:
    • Vacancies for personnel search (4 roles)
    • Training plan (9 employees for 4 roles)

    Formation of business requirements for software implementation


    We have prepared the resources, it is necessary to think about a tool - software. The project manager from the IT department will be happy if, instead of a series of conflicting interviews, you give him a more detailed model of the future business process. So here it is, we added inputs / outputs and resources for performing functions:



    In the requirements, you can describe in more detail the sequence of functions, for example, “Attracting customers”:
    1. Import customer list
    2. Prioritize the customer list for calling
    3. Automatic customer dialing
    4. Contact Result Fixation

    Based on such requirements, it is possible to assess the feasibility of implementing software.

    Operating expenses


    We have decided on capital expenditures for software licenses, but what about operating ones? It is necessary to conduct a cost analysis of the share of costs on the cost of the product. We supplement our model with the cost of resources (or we will link the previously created organizational model with data from payroll software).



    So simple? Now yes, but earlier, to carry out such an analysis, it was necessary to attract operational specialists, product specialists, technologists, financiers and personnel officers. If in the process of creating an expense driver the process itself changed, then the whole calculation had to be started anew.

    Execution regulations


    It would seem that it might be easier for the formation of the rules for carrying out the business process to give an assignment to an aunt in a down scarf (methodologist), explain, pray and wait a few months before the birth of the Rules of Procedure. Maybe, if you remember that both the model and the regulations are different forms of one entity. We take our model and the finger or cursor from top to bottom:



    We get:
    Every day, upon receipt of the “Client Calling List” document, the Personal Manager performs the “Client Acquisition” function in accordance with the regulatory document “Calling Instruction” using the CRM software tool. As a result of the function, the “Call Result” document must be filled. The standard time for the “Customer Attraction” function is 00:30:00.
    If, as a result of the function “Attracting customers”, the event “Customer accepted the offer” occurred ... etc.

    Everything, relevant and complete regulations, understandable for both the contractor and the controller is ready, bear for signature.

    Experimentation


    Experiments in combat are very expensive. How do you know how the process will behave if you make the working day shorter on Friday, on Wednesday the chief specialist unexpectedly goes on maternity leave and how much physically will the flower sellers be able to sell on March 8? To do this, we need to place the model of our process in a simulation environment that is as close as possible to the real one.

    In addition to the business process model, you will need an external environment model, but it is simply necessary to know how often a process instance and events affecting its execution are launched. For example, during the day an incoming call arrives on average every 5 minutes in a call center.

    The simulator will run tasks in the business process model in the quantity and for as long as necessary. And upon completion, you will have the results of simulation modeling necessary for making a decision, as if the process had really worked the right time.



    In contrast to the static model, the simulation results show that employees do not work for more than 8 hours, their tasks are transferred and wait for their turn to complete or available resources, bringing the calculated performance data closer to the actual ones.

    Conclusion


    All the examples of application of the model described above are real, often applicable and accessible. In addition, using the BP model, less trivial tasks are simply solved: risk mapping, analysis of quality control loops and sources of defects for lean manufacturing. Having a model of just one process for the formation of the listed results saves a lot of man-hours, in case of a change in the process it is also easy, by making changes to the model, the results are also updated. We are too lazy to waste time on routine, which is why we love processes and, we hope, you will love.

    Subscribe to our blog here and you may find out:
    • How to correctly identify business processes so that the project boundaries do not increase
    • What to do if the simulated process has time to change by the time the simulation ends
    • Reverse engineering of the process is not difficult and legal, hunting for models and much more.

    In the meantime, we are waiting for you at our BP Business Simulator business process optimization service .

    Also popular now: