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Business Process Analysis:

Business Process Analysis:. Transforming Public Health in Madison County. Agenda. Introduction & Overview New Words & Concepts Business Process Analysis Concepts Overview of Methodology Business Process Analysis Tools Introduction Context Diagrams Task Flow Diagrams

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Business Process Analysis:

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  1. Business Process Analysis: Transforming Public Health in Madison County

  2. Agenda • Introduction & Overview • New Words & Concepts • Business Process Analysis Concepts • Overview of Methodology • Business Process Analysis Tools • Introduction • Context Diagrams • Task Flow Diagrams • Business Process Matrix • Practice Session • Application to Madison County DOH • Breakout Session

  3. Objectives of Meeting • Understand the purpose for business process analysis for Madison County Department of Health. • Acquire skills in Business Process Analysis. • Describe the process and products of Business Process Analysis.

  4. Public HealthA.R.T. Alignment Refinement Training

  5. Overarching Goal Optimize Performance!

  6. PETF Objectives • Increased staff knowledge and skills on BPA • Capacity to perform and train others in BPA activities throughout the entire department • Written 3-year plan outlining the continued implementation and evaluation of the BPA applications within the MCHD

  7. PETF Objectives • Increased awareness of the importance of a methodology for analyzing departmental business processes and understanding how this methodology will translate to process descriptions leading to improved performance • Written documentation of a BPA methodology intended to be replicated throughout the MCHD

  8. Benefits of Collaborating on Business Process Analysis • Common vocabulary and definitions • Better understanding of processes that support the work we do • Opportunity to learn from others’ approaches and improve processes • Documentation of processes facilitates requirements development • Interoperability • Increased vendor interest in public health • Evidence to gain financial support

  9. Business process Business process analysis Business process redesign Requirements definition Information systems Entity Transaction Business process matrix Business rules Task Outcome Input Output Collaboration Context diagram Task flow diagram Common Terminology

  10. Exercise • Turn to the worksheet entitled I Believe. • Quickly react to each statement and circle the rating that corresponds most closely to how you feel right now.

  11. New Concepts • Q. What is the “business” of public health?

  12. New Concepts Q. What is the “business” of public health? A. The activities we do to provide the services that meet the public health objectives of the communities we serve.

  13. New Concepts Q. What is a business process?

  14. New Concepts Q. What is a business process? A. A set of activities and tasks that logically group together to accomplish a goal or produce something of value for the benefit of the organization, stakeholder, or customer.

  15. New Concepts • Q. How are business processes relevant to: • ….information systems? • ….management systems? • ….Funding systems? • ….etc.

  16. New Concepts Q. How are business processes relevant to the various systems? A. Systems support the work you do, so we first need to understand how it is done.

  17. The Methodology

  18. Business Process Analysis: Outcomes/Products • Documentation of business processes • Learning through collaboration • Benchmarking of best practices

  19. Business Process Analysis Tools • Graphical Tools: • Context Diagrams • Task Flow Diagrams • Text Tool: • Business Process Matrix

  20. Freddie’s Fast Flippers

  21. + + = Freddie’s Fast Flippers

  22. Transactions Context Diagrams • Who: Entities • What: Transactions (exchanges) • Why: The outcome of the process, which indicates the objective has been met. Entity Entity

  23. Burgerstation Greeting Burger order Order detail Bill Burger Payment Change Drinkstation Drink order Drink Fry Fry order Frystation Freddie’s Fast Flippers: Order Fulfillment Customer Order taker Completed Order

  24. task 1 task 1 task 2 task 2 task3 task 3 Task series Task series Task Flow Diagrams • HOW? task Choice A decision Choice B Information flow

  25. no OrderPlaced? Order Request yes Billing/ Payment Fill order Orderready? Deliver orderto station no yes Customer Gets order Freddie’s Fast Flippers Task Flow order taker Greet & Order order food handlers Completedorder

  26. Payroll Order Fulfillment Inventory Training Scheduling Marketing Business Processes

  27. Immunization Task Flow

  28. Business Process Matrix • A table to track all of the business processes you are mapping • For each business process, the table includes: • Goal • Objective • Business Rules • Trigger(s) • Task Set • Inputs • Outputs • (Measurable) Outcomes

  29. Example: Order Fulfillment

  30. Q A & Questions so far?

  31. Business Process Analysis: Key Principles • This phase is completed collaboratively, but also very quickly. The main work usually takes just one or two work sessions. • The business process analysis should extend at least one level beyond the anticipated entities and processes, to ensure that the boundaries are correct. This may involve inclusion of links to external entities.

  32. Group Practice • Develop Context Map, Task Flow Chart and Business Matrix for the following business process: • Process a return at a clothing store (salesclerk)

  33. Group Practice, cont. • Create one flipchart for each of these: • Context diagram • Task flow diagram • One row of a business process matrix • Questions we have • Issues we faced

  34. Madison County Department of Health

  35. Breakout Application • Discuss the application in your breakout group. • Designate a facilitator. • Create one flipchart for each of these: • Context diagram • Task flow diagram • One row of a business process matrix

  36. Debriefing 10 minutes for each Breakout: • Group 1: Present work and ask questions. • Group 2: Provide feedback (BPA Checklist).

  37. Business Process Analysis: How You Know You’ve Done Well • All stakeholders: Consensus that critical business processes, tasks, and relationships are identified • Enough information to proceed to Business Process Redesign • STOP when the incremental effort exceeds the incremental gain.

  38. I Believe… • Go back to the worksheet on page 4 in your Participant’s Guide. • With other people at your table, discuss: • Which statements do you believe? • Have you had any new insights or affirmations since you first completed this? • How do these beliefs (and the principles on pages 11 and 12) relate to our grant and our agency?

  39. Timeline

  40. Q A & Questions?

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