GUC Information & Communication Architecture 1 PDF

Information & Communication Architecture 1 [BINF 303] Information Management [INSY 711] GUC - Winter 2024 – Lecture 6 Business Process Modelling: Concepts & Design Dr. Ayman Al-Serafi TAs: Ali...

Information & Communication Architecture 1 [BINF 303] Information Management [INSY 711] GUC - Winter 2024 – Lecture 6 Business Process Modelling: Concepts & Design Dr. Ayman Al-Serafi TAs: Ali Suleiman* (lead), Farida Kamel, Mariam Elemary, Hams Dorgham, Hagar Hany, Mohab Gehad Outline 1. Business Process Modelling (recap) 2. Business Process Management 3. Business Process Modelling Introduction 4. Conclusion + Midterm Exam Q&A breaks between sections Urgent Qs only in between! 6-1 ICA I - GUC - Dr. Ayman Alserafi  Perspectives on Information Systems Information system: Set of interrelated components Collect, process, store, and distribute information Support decision making, coordination, and control The information system implements procedures  Processes! © Pearson Education 6-2 ICA I - GUC - Dr. Ayman Alserafi Why Implement Information Systems? Information Systems help organizations to  achieve great efficiencies by automating parts of business processes  reduce rework due to human errors  rethink and streamline processes  Improve decision making by providing more timely, accurate, and integrated information  i.e., manage information better! 6-3 ICA I - GUC - Dr. Ayman Alserafi Activities have actors / roles, handle documents / artefacts, and can be automated or manual! 6-4 ICA I - GUC - Dr. Ayman Alserafi  Business Processes and Information Systems Business processes: a set of logically related tasks and behaviors that organizations develop over time to produce specific business results and Business Processes in functional Areas the unique manner in which these activities are organized and coordinated Selling products (order fulfilment) Paying creditors Finance and Sales and Making marketing accounting marketing Managing cash campaign accounts Business functions Hiring (Departments) Assembling the employees product Paying salaries Human Manufacturing resources and production Checking the quality ICA I - GUC - Dr. Ayman Alserafi 5  Finance and accounting:  paying creditors  creating financial statements  managing cash accounts Process  Human Resources:  hiring employees Examples  evaluating performance  enrolling employees in benefits plans  Manufacturing and production:  assembling product  checking quality  producing bills of materials  Sales and marketing:  identifying customers  creating customer awareness  selling the product 6-6 ICA I - GUC - Dr. Ayman Alserafi Cross-Functional Business Processes  Transcend functional boundaries between sales, marketing, manufacturing, and research and development  Group employees from different functional specialties to a complete piece of work Are they more challenging? Example: Order Fulfillment Process Of course! 6-7 ICA I - GUC - Dr. Ayman Alserafi The Order Fulfillment Process 6-8 ICA I - GUC - Dr. Ayman Alserafi  From Analysis to (Re-)Design: Planning for Organizational Change  How could building a new information system change the way an organization works?  How can a company make sure that the new information systems fit its business plan?  What are the steps required to build a new information system? 6-9 ICA I - GUC - Dr. Ayman Alserafi  Information systems and structural change types Automation: Mechanizing procedures to speed up the performance of existing tasks Rationalization of procedures: Streamlining of standard operating procedures Business process reengineering: Analysis & redesign of business processes to optimize workflows Paradigm shift: Radical reconceptualization of nature of the business / organization 6-10 ICA I - GUC - Dr. Ayman Alserafi Business Process Reengineering Organizational Change Carries Risks and Rewards The most common forms of organizational change are automation and rationalization. These relatively slow-moving and slow-changing strategies present modest returns but little risk. Faster and more comprehensive change—such as reengineering and paradigm shifts—carries high rewards but offers substantial chances of failure. 6-11 ICA I - GUC - Dr. Ayman Alserafi  Business Process Change : As-Is Vs To-Be Business Process Source: https://www.visual-paradigm.com/tutorials/as-is-to-be-business-process.jsp 6-12 ICA I - GUC - Dr. Ayman Alserafi Business Process Improvement Source: https://fluxicon.com/blog/2014/02/how-is-process-mining-different-from/ 6-13 ICA I - GUC - Dr. Ayman Alserafi Enterprise System Analysis (Business Systems Planning) Analysis & establishment of organization-wide Who must information requirements & workflow get which information Identification of key when & where? entities & attributes Business Process Data Modelling Modelling & Reengineering 6-14 ICA I - GUC - Dr. Ayman Alserafi  BP Modeling A business process is defined once in the information BP Implementation system and instantiated multiple times! E.g., order fulfillment process and multiple orders! 6-15 ICA I - GUC - Dr. Ayman Alserafi Outline 1. Business Process Modelling (recap) 2. Business Process Management 3. Business Process Modelling Introduction 4. Conclusion + Midterm Exam Q&A 6-16 ICA I - GUC - Dr. Ayman Alserafi Business Process Management Lifecycle Evaluation: Process Mining Business Activity Monitoring 4 M. Weske: Business Process Management, 1 © Springer-Verlag Berlin Heidelberg 2007 Evaluation Design: Administration Business Process Enactment: and Design & Identification and Operation Enactment Modeling Monitoring Stakeholders Analysis Maintenance 3 Analysis: Validation Simulation Configuration Verification 2 Configuration: System Selection Implementation Test and Deployment Fig 1.5. Business process lifecycle 17 ICA I - GUC - Dr. Ayman Alserafi  6-18 ICA I - GUC - Dr. Ayman Alserafi Design and Analysis Surveys on process and their organizational and technical environment are conducted Based on these surveys, processes are identified, reviewed, validated, and represented by business process models Explicit process models expressed in graphical notation facilitate communication about these processes, so that stakeholders can  communicate efficiently  refine and improve them 19 ICA I - GUC - Dr. Ayman Alserafi Design and Analysis II Three good reasons for making models 1. Gain Insights  For a better understanding of a system 2. Analysis  Validation and verification 3. (Requirements) Specification  A blueprint of construction 20 ICA I - GUC - Dr. Ayman Alserafi Business Process Example: Making Ad Campaign 6-21 ICA I - GUC - Dr. Ayman Alserafi Business Process Example: HR Recruitment A business process can become very complex, that’s why we need to have a sub- process. 6-23 ICA I - GUC - Dr. Ayman Alserafi Design and Analysis III Investigate languages to express business process models Business Process Modelling is more than just a design diagram: validation, simulation, and verification techniques are used during this phase Once initial design is developed, it needs to be validated (using workshop) 24 ICA I - GUC - Dr. Ayman Alserafi Configuration Once process model is designed and verified, the process needs to be implemented There are different ways for it:  As a set of policies and procedures that enterprise has to comply with Realization with or without Business Process Management System (BPMS) BPMS is software that automatically implements and monitors the BPM lifecycle. Can include Simulation, Workflow automation and enactment, etc.  Information System is configured according to organizational environment It includes interaction of employees with system And integration of existing software systems with BPMS 25 ICA I - GUC - Dr. Ayman Alserafi Enactment Once configuration is completed, process instances can be enacted Enactment encompasses the actual runtime of the business process BPMS actively controls the execution of instances as defined in process models  i.e. activities are performed according to the execution constraints specified in process model  Can send alerts and create task assignment  Can automate the execution of a task Monitoring component visualizes the status of process instances Information is valuable, for instance to respond to a customer request that inquires about the current status of his case During enactment, valuable execution data is gathered, typically in some form of log file Log files consists of ordered sets of log entries, indicating events that have occurred during processes 26 ICA I - GUC - Dr. Ayman Alserafi Evaluation Uses the information available to evaluate and improve process models and their implementations E.g., duration of process, number of exceptions, bottleneck activities in the process, etc. Execution logs evaluation  Business activity monitoring For instance, it can identify that a certain activity takes too long due to shortage of resources required  Process Mining If applied on traditional IS, process models can be generated Reverse engineering of a business process from the log files 27 ICA I - GUC - Dr. Ayman Alserafi Administration and Stakeholders Numerous artefacts at different levels of abstraction that needs to be organized and managed E.g., documents shared between activities A well structured repository with powerful query mechanisms is essential E.g., database, enterprise system (IS), etc. used in the business process Classification of roles of Stakeholders  Process Designer; modeling processes by communicating with domain experts  Process Participant (e.g., employee responsible to execute an activity)  Process Responsible (e.g., the manager)  Business Engineer / Consultant; domain experts, non technical  System Architect  Developers  Etc… 28 ICA I - GUC - Dr. Ayman Alserafi Outline 1. Business Process Modelling (recap) 2. Business Process Management 3. Business Process Modelling Introduction 4. Conclusion + Midterm Exam Q&A 6-29 ICA I - GUC - Dr. Ayman Alserafi  6-30 ICA I - GUC - Dr. Ayman Alserafi Process Modeling  Focus on  Information/Data Flow Diagram  Flow Chart  UML-activity diagram  Petri Nets  EPC  BPMN  Main modelling notation for this course! 6-31 ICA I - GUC - Dr. Ayman Alserafi Business Process Model and Notation (BPMN)  The intent of the BPMN for business process modelling is very similar to the intent of the Unified Modeling Language (UML) for object-oriented design and analysis.  Became an industry standard!  To identify the best practices of existing approaches and to combine them into a new, widely accepted language.  The set of ancestors of BPMN includes graph-based and Petri-net-based process modelling languages, such as UML activity diagrams and event-driven process chains. 6-32 ICA I - GUC - Dr. Ayman Alserafi Business process diagram with role information Example (BPMN) XOR Condition Data Object Start event gateway (Document) (with message) Activity (task) End event Sequence flow Parallel Condition gateway Swimlanes (participants) 6-33 ICA I - GUC - Dr. Ayman Alserafi BPMN Elements 6-34 ICA I - GUC - Dr. Ayman Alserafi Process Modeling Guidelines  Modeling of value-adding activities (usually not coordinating, search or information activities)  Activities usually start with verbs  Separation between two activities if there is  change of performer  change of processed object  change of responsibility  Modeling of organizational structures using the categories  execution (operative) / responsibility of execution  information supply (“needs to be informed about status/outcome“) 6-35 ICA I - GUC - Dr. Ayman Alserafi Outline 1. Business Process Modelling (recap) 2. Business Process Management 3. Business Process Modelling Introduction 4. Conclusion + Midterm Exam Q&A 6-36 ICA I - GUC - Dr. Ayman Alserafi Material Book  Mathias Weske. Business Process Management: Concepts, Languages, Architectures, Springer, The Netherlands 37 ICA I - GUC - Dr. Ayman Alserafi Midterm Exam Study both lecture and tutorial materials No MS Access questions in the exam! Understanding more important than learning by heart (memorizing) Do recall concepts when given a specific definition Implement ER-design + conversion to logical models Understand simple business process modelling: start event, activities, workflow (activity connections), conditions (XOR or Parallel), end event Style: MCQ Comment on the correctness (correct if false, justify if true) Fill in the gaps Analytical questions & Case studies 38 ICA I - GUC - Dr. Ayman Alserafi  THANK YOU FOR YOUR ATTENTION AFTER MIDTERM: Data warehouse Modelling: Design & OLAP Analysis TUTORIAL: Business Process Modelling