SYSPRO Process Modeling FAQs

Transcription

1 SYSPRO Process Modeling FAQs

2 What is process modeling and why is it important? Business processes are the key to understanding the flow of information and activities within an organization; they are defined as a collection of activities that takes one or more kinds of input and creates an output that is of value to a customer (Hammer and Champy, 1993: Reengineering the Corporation). Process modeling has become important as a way of viewing, understanding and improving businesses processes. A process model is a way of showing the various aspects of a process its relationships, attributes, interactions, and timing. With the variation and complexity of processes within an organization, a process model puts chaos into context by: enabling business to review, revise and refine how processes work and their interaction with systems, helping managers and executives to better understand and control operations. What is Business Process Modeling (BPM)? Business process modeling (BPM) software is a tool that can be used to make process modeling more effective. This software should: provide visibility of process at different levels of detail (from high-level to detailed activities), show how various elements of the organization interact processes, people, systems, information flow, enable process walk-throughs to allow validation of proposed changes, be understandable to different groups executives, business specialists, technology implementers, establish a baseline of the current operating status, and then show the impact of making process changes. What are the benefits of a process modeling approach? The benefits of adopting a process modeling approach include: making complexity easier to see and understand improving the focus on organizational goals creating closer alignment between business requirements and objectives, and IT deliverables What is SYSPRO Process Modeling (SPM)? SYSPRO Process Modeling (SPM) is a BPM tool that allows processes and activities to be mapped onto the SYSPRO ERP system. Unlike some BPM software, SPM is an active BPM solution, rather than a passive one. Passive tools operate on a visual basis only and do not interact easily with other systems. Thus process or system changes can be made without any ability to monitor or analyze the consequences of the changes. Active BPM tools enable processes and activities to be mapped onto the ERP system. This guarantees that processes and the system do not get out of step, and the synchronization allows governance and compliance procedures to be implemented. 2

3 The SPM tool provides the following: a repository of a firm s organizational and technology information, with its enterprise software strategy, in one place this can then be used to manage risk and compliance ; permits business people to collaboratively model their business processes via a visual modeling software application; comes pre-supplied with industry-standard process models and best practices; allows KPIs, menu options, and process steps to be defined by role or function. How does SPM work? SPM provides pre-configured and modeled process patterns on which you can model your company s unique process requirements. It provides you with a model-driven architecture that supports management by aligning IT with company strategy, business objectives and sustainability; as well as a transparent view of your uniquely modeled processes and organizational roles. SPM is unique in that it not only has pre-modeled business processes, but also provides links from the business processes directly into the SYSPRO application. The SYSPRO ERP system has been completely modeled in SPM. SPM allows organizations to view and manage processes and activities at five levels. Level Process/Activity 1 Core process e.g. procurement 2 End-to-end process e.g. account payment 3 Sub process - departmental 4 Modules with actors 5 Sequence e.g. screen activity Business process level Application level As the model data processes, activities, roles, hierarchies, and configurations are stored in a central repository, they can be accessed at any time for further process improvement and auditing purposes. How does SPM help my ERP project? One of the contributing factors to ERP project failure is a lack of focus on business process management, mapping and blueprinting (Panorama Consulting, April 2012). The blueprint is what you use to drive the ERP implementation, rather than allowing the software to dictate how the business will work. SPM, combined with SYSPRO s Quantum Architecture, allows an enterprise to define its project goals and create the blueprint. Using SPM enables an organization to create a unique model of its operations. Once modeled, gaps between a customer s requirements and the SYSPRO ERP system can easily be identified and decisions taken on how to address the gaps. 3

4 The model makes the job of the SYSPRO ERP implementation team much easier, reduces project risks, and eliminates the problem of empty hours consultants working, and billing, on unnecessary work. Used together with SYSPRO Workflow Services, an organization has all the necessary features to view, manage, control and modify the processes that make the organization effective and successful. Quantum Architecture Analysis of what you do (your processes) and why you do them SYSPRO Process Modeling (SPM) Defines how you do things Workflow Enables you to see, manage and control the flow of information thoughout your organization What deliverables and benefits can be expected from an SPM project? SPM provides the following deliverables in documented format: Implementation blueprint Business, configuration and trade-off decisions Defined business processes, with associated risk identification Role definitions and activities Development and customization requirements 3 rd party application integration requirements A report which details how SYSPRO will be configured (can be used for sign-off) Notes on master data requirements An impact and value analysis Documentation that can be used to create operating procedures and user guides 4

5 Because SPM is an active BPM tool, it brings the following benefits to an ERP implementation: 1. Transparency it is easier to view and analyse processes at different levels of detail, so bottlenecks can be found and removed. Process and activity delays can also be identified. 2. Process refinement the model that was created during the initial design exercise of the ERP project can be combined with data after running processes for some time, to allow for process refinement. 3. Centralization and standardization because SPM data is stored in a central repository, any issues regarding a process or activity can be referred to a single source of the truth. Changes to a process or activity can be modeled from one source, and decisions made are recorded in the repository. The repository enables alignment of all entities in the enterprise. 4. All people involved in the project have the same view and understanding of the entire implementation end-to-end. SYSPRO Project & Implementation Methodology Your Organization and Strategy SYSPRO ERP Offering Your Processes Business Processes & Product Team SYSPRO Your Business Processes Your Team Gap Analysis Configuration of SYSPRO ERP System & Data Streamlining Your Business Processes & Roles 5

6 Who should be involved in an SPM project? During the design part of the ERP project, the personnel who work with the processes should be involved in any workshops or discussions, with senior management and executives providing guidance and direction. The SYSPRO implementation team will provide a consultant to facilitate the design, and a business analyst to document and record outcomes in SPM. How long can it take to complete an SPM project? The time needed to finish a SPM project is influenced by the complexity of and the number of processes to be analyzed. For example, a procurement process with a handful of business rules and actors may only take one day to complete whereas the same process with a lot of business rules and two departments with five people handling purchasing can easily triple the required time. Is SPM only for implementation projects? Organizations may continue to use SPM after an implementation is completed, for various purposes including: system auditing to ensure the investment in the ERP system is maintained creating step-by-step instruction guides as a complement to business improvement initiatives setting up new operations, subsidiaries and branches implementing a new business requirement and its associated IT solution Systems and processes change, as they change the model should change with it and always mirror the business and system. Any change, be it to business processes or the supporting system, should be well prepared for by analyzing the effects of the change. To maintain a finished SPM project will not require a team but only the direct stakeholders. The organization will need to appoint a modeler to understand the rules involved with modeling and to ensure that any changes do not have any negative effects. How is SPM licensed? SPM is licensed as a standard SYSPRO module. 6

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