BPA

1. Business Process Analysis
(BPA)
Prepared for
Client’s Name
Table of Contents
TABLE OF CONTENTS 0
1 BUSINESS PROCESS ANALYSIS 2
1.1 PURPOSE 2
1.2 SCOPE 2
1.3 IMPLEMENTATION TEAM ROLES 3
1.4 IMPLEMENTATION TEAM STRUCTURE 3
1.5 WORKSHOP DETAILS 3
2 CURRENT PROCESSES 4
2.1 REQUISITION PROCESS 4
2.1.1 Current Processes 4
2.1.2 Requisitioning Questions 4
2.1.3 Miscellaneous Requisitioning Notes 4
2.2 SOURCING PROCESS 4
2.2.1 Current Process Description 4
2.2.2 Request for Quotation (RFQ) Questions 4
2.2.3 Supplier Quotation Questions 4
2.2.4 Miscellaneous Sourcing Notes 5
2.3 PURCHASING PROCESS 6
2.3.1 Current Process Description 6
2.3.2 Purchasing Questions 6

2. 2.3.3 Miscellaneous Purchasing Notes 6
2.4 RECEIVING PROCESS 6
2.4.1 Current Process Description 6
2.4.2 Receiving Questions 6
2.4.3 Miscellaneous Receiving Notes 7
2.4 INVENTORY PROCESS 7
2.4.1 Current Process Description 7
2.4.2 Inventory Questions 7
2.4.3 Miscellaneous Inventory Notes 7
2.5 PAYMENT PROCESS 7
2.5.1 Current Process Description 7
2.5.2 Payment Questions 7
2.6.3 Miscellaneous Payment Notes 7
2.7 ASSET TRACKING PROCESS 7
2.7.1 Current Process Description 7
2.7.2 Asset Questions 7
2.7.3 Miscellaneous Asset Notes 8
2.8 BUDGETING REQUIREMENTS 8
2.8.1 Current Process Description 8
2.8.2 Budget Questions 8
2.8.3 Miscellaneous Budgeting Notes 8
2.9 REPORTING PROCESS 8
2.9.1 Current Process Description 8
2.9.2 Miscellaneous Reporting Notes 8
3. SUPPLIER ADOPTION ANALYSIS 9
3.1 SUPPLIER ANALYSIS INFORMATION 9
3.2 CURRENT SUPPLIER INFORMATION 9
4. CUSTOM FORMS DEVELOPMENT 9
5. INTERFACE REQUIREMENTS 9
6. FINDINGS AND CONCLUSIONS 9
6.1 REQUISITIONING PROCESS 9
6.2 SOURCING PROCESS 9
6.3 PURCHASING PROCESS 10
6.4 RECEIVING PROCESS 10
6.5 INVENTORY PROCESS 10
6.6 PAYMENT PROCESS 10
6.7 ASSET TRACKING PROCESS 10
6.8 BUDGETING REQUIREMENTS 10
6.9 REPORTING PROCESS 10
7 IMPLEMENTATION DECISIONS 11
7.1 SYSTEM CONFIGURATION 11
7.1.1 Company Profile 11
7.1.2 System Defaults 11
7.1.3 System Sequencing 11
7.1.4 Custom field 11
7.1.5 Tax Information 11
Client Services Proprietary & Confidential
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3. 7.1.6 Initial Set-up 11
7.2 SUPPLIERS 12
7.2.1 Numbering Sequence 12
7.2.2 Change Management 12
7.2.3 Security Process 12
7.2.4 Initial Set-up 12
7.3 ITEMS 12
7.3.1 Number of Items 12
7.3.2 Numbering system 12
7.3.3 Change Management Process 12
7.3.4 Initial Set-up 12
7.3.5 Security 12
7.4 LOOK-UP LISTS 13
7.5 COMMODITY CODES 13
7.6 ADDRESSES (CURRENT SHIP-TO / BILL-TO ADDRESSES) 13
7.7 CATALOGUE 14
7.8 GROUP DEFINITIONS 14
7.9 USERS 14
7.10 WAREHOUSE / LOCATION 14
7.11 BUDGETS 14
8. APPROVAL PAGE 15
APPENDIX ERROR! BOOKMARK NOT DEFINED.
1 Business Process Analysis
1.1 Purpose
The purpose of this document is to summarise all the discussion points and
decisions made during the Business Process Analysis session, which was
conducted at the beginning of the Application Suite Implementation. Completion
of this document is required to ensure that all the pertinent information discussed
during the session was captured and documented. Upon completion of this
document by the project team the document will be submitted to the Steering
Committee for final review and sign-off. This sign-off is required prior to system
configuration, although based on the timeline restrictions; high-level system
configuration will be taking place in parallel.
1.2 Scope
The scope of the Business Process Analysis will encompass all Functional
Requirements of an Application Suite Implementation as referenced in the
previously approved Statement of Work for Client’s Name. It applies to areas
including configuration, interfaces, organisational hierarchy, custom forms and
reports as required.
Include specific items as it relates to this Implementation
Client Services Proprietary & Confidential
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4. 1.3 Implementation Team Roles
Below is the list of Project Team Roles and the corresponding members during
the length of the project.
Project Team Roles Name Affiliation
Steering Committee
Project Management:
Solution Delivery Team
Business Process Manager
Functional Consultant
Solution Architect
Project Quality Manager
Supplier Adoption Team
ERP / Legacy Integration Team
Technical Readiness Team
• Authors of the Business Process Analysis
1.4 Implementation Team Structure
Explain the Implementation Team Structure
1.5 Workshop Details
Dates:
Location:
Name Title Affiliation BPA Dates Attended
/ Meetings
Client Services Proprietary & Confidential
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5. 2 Current Processes
Below is an outline of each of the current business process found in the
Procurement Cycle. For each existing process, a summary of the current practice
is defined, along with a series of questions and answers as it relates to those
practices at Client’s Name
2.1 Requisition Process
2.1.1 Current Processes
2.1.2 Requisitioning Questions
How many requisitions are processed on average per month?
Is there an approval process? If yes, please describe in detail.
(Example commodities, £ value)
How many employees create requisitions?
Across how many sites/divisions/locations are requisitions being
processed?
2.1.3 Miscellaneous Requisitioning Notes
2.2 Sourcing Process
2.2.1 Current Process Description
2.2.2 Request for Quotation (RFQ) Questions
Do you use a formal RFQ process?
Is there an existing list of suppliers?
Do you have a formal supplier approval / qualification process?
What are sourcing decisions based on?
Do you have current contracts set-up with suppliers? If yes, please
describe or supply a current list.
2.2.3 Supplier Quotation Questions
How do your suppliers submit quotations?
Client Services Proprietary & Confidential
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6. Do you receive unsolicited quotations?
Do you maintain unsolicited quotations?
2.2.4 Miscellaneous Sourcing Notes
Client Services Proprietary & Confidential
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7. 2.3 Purchasing Process
2.3.1 Current Process Description
2.3.2 Purchasing Questions
What are the annual expenditures?
How many purchase orders are executed annually?
How many Buyers per department?
Are the Buyers commodity specialists?
What is the number of PO’s per Buyer per day?
How are PO’s forwarded to individual Buyers? Explain
Do individual departments or does a Purchase Order Approval process
exist within the purchasing organisation? Explain.
2.3.3 Miscellaneous Purchasing Notes
2.4 Receiving Process
2.4.1 Current Process Description
2.4.2 Receiving Questions
Is there a central receiving area?
Is there more than one receiving location?
What interface(s) are used to facilitate the receiving process
(i.e. Barcode Scanning, etc.)? Explain.
How are exceptions such as over delivery, under delivery or damaged
handled?
Does the receiver provide documentation to the Accounts Payable
Department? If yes, describe process.
Client Services Proprietary & Confidential
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8. 2.4.3 Miscellaneous Receiving Notes
2.4 Inventory Process
2.4.1 Current Process Description
2.4.2 Inventory Questions
What is the number of warehouses locations?
What is the number of storage locations?
Do the warehouses operate independently or dependently?
Is there an on-site inventory manager?
2.4.3 Miscellaneous Inventory Notes
2.5 Payment Process
2.5.1 Current Process Description
2.5.2 Payment Questions
• Is the invoice matching process a 2-way match or 3-way match?
Explain.
• Does the Buyer get involved with the payment process?
• Does the Accounting Department have a copy of the invoice
information?
• Are there additional hardcopies forwarded to the Accounting
Department?
2.6.3 Miscellaneous Payment Notes
2.7 Asset Tracking Process
2.7.1 Current Process Description
2.7.2 Asset Questions
• How many assets are tracked in the system?
• What criteria define an asset?
Client Services Proprietary & Confidential
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9. • Is there a system currently in place to depreciate assets?
• How often is the information reviewed?
• Are assets aligned to sites, departments, or individuals?
• Is leasing and/or warranty information tracked in the system?
• What is the effective date an asset is initially tracked in the system?
• Are assets tagged with asset numbers? If so, what is the number format
and range?
2.7.3 Miscellaneous Asset Notes
2.8 Budgeting Requirements
2.8.1 Current Process Description
2.8.2 Budget Questions
Is the budget information tracked
(as it relates to the procurement process)?
When are the funds for a purchase order verified?
How is the budget information broken out? G/L, dept, project, etc.
• When is the annual budget approved?
• What is the company’s fiscal year?
2.8.3 Miscellaneous Budgeting Notes
2.9 Reporting Process
2.9.1 Current Process Description
2.9.2 Miscellaneous Reporting Notes
Client Services Proprietary & Confidential
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10. 3. Supplier Adoption Analysis
3.1 Supplier Analysis Information
3.2 Current Supplier Information
4. Custom Forms Development
The following section describes the requirements for the custom form development. It has
been agreed that custom forms required for the Client’s Name Implementation are as
follows:
Form Name 1
Form Name 2
Form Name 3
5. Interface Requirements
The following interfaces have been identified for the Client’s Name Implementation:
Interface 1
Interface 2
Interface 3
6. Findings and Conclusions
This section of the document directly correlates to “2. Current Process” -each process
area defined in the “Current Section” is repeated in this section with a future model
conclusion / proposal. The Client’s Name procurement process is…
6.1 Requisitioning Process
6.2 Sourcing Process
Client Services Proprietary & Confidential
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11. 6.3 Purchasing Process
6.4 Receiving Process
6.5 Inventory Process
6.6 Payment Process
6.7 Asset Tracking Process
6.8 Budgeting Requirements
6.9 Reporting Process
Client Services Proprietary & Confidential
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12. 7 Implementation Decisions
7.1 System Configuration
7.1.1 Company Profile
7.1.2 System Defaults
Include Freight –
Print Receipt Ticket –
Mail enabled –
PO batching -
Invoice Matching Method –
Web Quote e-mail address –
Mail Server IP Server Address –
Default Scan Drive
7.1.3 System Sequencing
System Level Sequencing -
Purchase Orders –
Requisitions –
Request for Quotations –
Quotations –
Assets-
7.1.4 Custom field
Header Labels –
Line Labels –
7.1.5 Tax Information
Tax policy
7.1.6 Initial Set-up
System Settings information will be keyed during
System configuration.
Client Services Proprietary & Confidential
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13. 7.2 Suppliers
7.2.1 Numbering Sequence
7.2.2 Change Management
7.2.3 Security Process
7.2.4 Initial Set-up
7.3 Items
7.3.1 Number of Items
7.3.2 Numbering system
7.3.3 Change Management Process
7.3.4 Initial Set-up
7.3.5 Security
Client Services Proprietary & Confidential
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14. 7.4 Look-up Lists
Look-up List Used How will this be Initial
Name (12) Y/N implemented? Set-up Maintenance
Division
Free on Board
(FOB)
Ship Via
Terms
Manufacturer
Minority
Vendor
Unit of
Measure
(UOM)
Charge Code
Department
Project
NOTE:
7.5 Commodity Codes
Commodity Description Initial On-going Maintenance
Code (15) Set-up Maintenance
7.6 Addresses (Current Ship-to / Bill-to Addresses)
Address Description Initial On-going Maintenance
Code (15) Set-up Maintenance
Client Services Proprietary & Confidential
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15. 7.7 Catalogue
Catalogue Description Initial On-going Maintenance
Number Set-up Maintenance
(15)
7.8 Group Definitions
Group ID Description Initial On-going Maintenance
(12) Set-up Maintenance
7.9 Users
User ID Description Initial On-going Maintenance
(10) Set-up Maintenance
7.10 Warehouse / Location(s)
7.11 Budgets
Budget Type Budget Name Initial On-going Maintenance
(12) (35) Set-up Maintenance
Dept Code
Charge Code
Project
Client Services Proprietary & Confidential
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16. 8. Approval Page
Below is the list of identified Project Team and Clients’ management who have reviewed the
Business Process Analysis Report and agreed to the contents and conclusions. This document
will be the basis for the configuration development of the Application Suite.
Name Affiliation Signature Date
Client Services Proprietary & Confidential
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