Enterprise Business Processes and Re porting ( IS 6214 )

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

2. 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

3. 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: 25th Nov, BHSC 1.22 at 9am Bring blank paper, pencil, eraser, ruler Have your own copy of case study, but no other material

4. Questions on assessment • 25th 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

5. 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

7. 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?

8. Cucina Sales process Sales order & GRN Sales order Accounts Sales order processing Customer Goods Delivery (GRN) Invoice Payment

9. Sample bread products

10. 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

11. 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

12. Name of Entity What is an entity? An entity is a class of persons, places, objects, events, or concepts about which we need to capture and store data. • 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.

13. 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 2009 - 2010 / I / 9 / Slide 13 Csaba Csáki / BIS 2nd year BIS / 2211 / Business Modelling, Systems Analysis, Design & Change

14. Modelling 2 Leads contain customer details, product & price, and sale conversion probability: Leads are recorded in a permanent store Lead Record Lead Sales reps Lead Customer Product Price % Conv. 2009 - 2010 / I / 9 / Slide 14 Csaba Csáki / BIS 2nd year BIS / 2211 / Business Modelling, Systems Analysis, Design & Change

15. 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 Create quote Record lead Lead Quote Sales reps Lead Quote required Check lead status Customer 2009 - 2010 / I / 9 / Slide 15 Csaba Csáki / BIS 2nd year BIS / 2211 / Business Modelling, Systems Analysis, Design & Change

16. Modelling4 All information on a lead is transferred into the quotation, incl. product configuration and price breakdown: Requires checking product configuration & price Create quote Record lead Lead Quote Sales reps Lead Customer Product Price % Conv. Quote required Config Price. Check lead status Customer Configurator 2009 - 2010 / I / 9 / Slide 16 Csaba Csáki / BIS 2nd year BIS / 2211 / Business Modelling, Systems Analysis, Design & Change

17. Modelling 5 Once the sale is concluded, the quotation becomes an order: Requires process called create order Triggered by change in status on quote Quote Order Create order Check quote status 2009 - 2010 / I / 9 / Slide 17 Csaba Csáki / BIS 2nd year BIS / 2211 / Business Modelling, Systems Analysis, Design & Change

18. Modelling 6 Once approved, orderscan be "booked" for shipment by Order Administration: Requires process called approve order Triggered by change in status on order Quote Order Create order Approve order Booked order Check quote status Check order status 2009 - 2010 / I / 9 / Slide 18 Csaba Csáki / BIS 2nd year BIS / 2211 / Business Modelling, Systems Analysis, Design & Change

19. Modelling7 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) Allocated order Booked order Finished goods Allocate order Config Match? 2009 - 2010 / I / 9 / Slide 19 Csaba Csáki / BIS 2nd year BIS / 2211 / Business Modelling, Systems Analysis, Design & Change

20. 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 Allocated order Booked order Invoice Despatch schedule Finished goods Allocate order Ship goods Delivery Date? Config Match? 2009 - 2010 / I / 9 / Slide 20 Csaba Csáki / BIS 2nd year BIS / 2211 / Business Modelling, Systems Analysis, Design & Change

21. 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 Receivables Invoice Reconcile Issue invoice Collect cash Bank 2009 - 2010 / I / 9 / Slide 21 Csaba Csáki / BIS 2nd year BIS / 2211 / Business Modelling, Systems Analysis, Design & Change

22. An Post Coding exercise • Resolving anomalies gets political: • 24-26 Market StreetBallymoneyCo AntrimNorthern IrelandBT53 6EB • Kilbride RdDoaghBallyclareBT39 0QAUnited Kingdom

23. An Post Coding exercise • Resolving anomalies gets political: • KnocknaboulBallydesmondCo. Cork • Church Rd Ballydesmond Co. Kerry • Carraganes Ballydesmond Mallow

24. An Post Delivery process

25. An Post Delivery process

26. An Post Delivery process