Do you know your processes?


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Business Process Management for Housing Operations describes how the University of Florida Department of Housing and Residence Education uses BPM to manage software development projects.

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Do you know your processes?

  1. 1. Do you know your processes?BPM for Housing Operations<br />Brandon Vega<br />Alex Rockwell<br />
  2. 2. Quote<br />“If you can’t describe what you are doing as a process, you don’t know what you’re doing.”<br /> -W. Edwards Deming<br />
  3. 3. What is a Business Process?<br /> A collection of activities that takes one or more kinds of input and creates an output that is of value to the customer.<br /> []<br />
  4. 4. What is BPM?<br /> The achievement of an organization’s objectives through the improvement, management and control of essential business processes.<br />[Business Process Management: Practical Guidelines to Successful Implementations, 2008]<br />
  5. 5. BPM is NOT…<br />just a technology tool,<br />a solution to all your business problems,<br />the best choice in all cases.<br />
  6. 6. What can BPM do for me?<br />Increased productivity<br />Increased process compliance<br />Improved communication<br />Improved resource utilization<br />Shorter process cycle times<br />Lower process cost<br />Increased customer satisfaction<br />
  7. 7. Area Damage Billing<br />Paper process<br />Charges recorded by office clerks.<br />Carbon copy form<br />Charge amounts on a piece of paper. <br />Accounting enters charges manually.<br />
  8. 8. Steps<br />Project Initiation<br />Identify target process<br />Put together team<br />Kick-off meeting<br />Map out the process<br />Improve the process<br />Develop the software<br />Go live <br />
  9. 9. Project Initiation<br />Create Project Initiation Document (PID).<br />Requires sign-off from project sponsor.<br />Ensures project “makes sense”.<br />Allows for checking progress.<br />
  10. 10. Project Initiation<br />Objective<br />What do we want to do?<br />Summarize what the project should accomplish.<br />Success Criteria<br />Project Plan (high level)<br />
  11. 11. Project Initiation<br />The objective is to provide a streamlined method for handling the Area Damage reporting and appeals process that reduces the total time for process completion.<br />Objective<br />
  12. 12. Project Initiation<br />Area charge amounts standardized.<br />Charges are submitted in real-time.<br />Remove need for manual entering of charges by accounting.<br />Total time for charge submission is reduced.<br />Success Criteria<br />
  13. 13. Project Initiation<br />Project Plan<br />
  14. 14. Identify Target Process<br />Determine the project Scope.<br />Involve the key stakeholders.<br />Create a process hierarchy diagram or similar.<br />Identify all activities in the process.<br />Identify sub-processes.<br />Focus on process AS-IS.<br />
  15. 15.
  16. 16. Project Team<br />People determine the success of your Business Processes.<br />Must understand what is expected.<br />Must understand their role in the process.<br />Process changes especially delicate<br />
  17. 17. Project Team<br />Should include sample of all actors involved.<br />Ownership is important<br />Project Sponsor(s)<br />Person(s) making important decisions<br />Project Manager<br />Business Analyst<br />Developers<br />
  18. 18. Project Team<br />Process Owners<br />Decision makers<br />Ability to change the process after it is defined<br />Subject Matter Experts (SME)<br />Those with “hands-on” knowledge<br />Ability to provide detailed process information<br />Advocates of the project<br />
  19. 19. Project Team <br />
  20. 20. Project Team<br />
  21. 21. Kickoff Meeting<br />All stakeholders in attendance <br />Review of PID<br />Stakeholders agree to responsibilities.<br />Sign off <br />
  22. 22. Analyzing the Process<br />Map the workflow<br />Go low-tech with Post-Its<br />Activities<br />Decision Points<br />May use colored Post-Its to differentiate<br />Dry erase board<br />
  23. 23.
  24. 24. Mapping the Workflow<br />Write activity title in few words <br />Write decision points with YES/NO answer<br />Basic success scenario<br />Post-Its can be moved around<br />Spend as much time as necessary<br />Involve as many stakeholders as possible<br />Focus on Process “As-Is” (current state)<br />
  25. 25.
  26. 26. Assign Roles<br />Assign roles to activities<br />One role assigned to each activity<br />Write on bottom of Post-It<br />or, specify using dry-erase board.<br />
  27. 27. As-Is<br />
  28. 28. Improve the Process<br /> “The first rule of any technology is that automation applied to an efficient operation will magnify the efficiency.<br /> The second is that automation applied to an inefficient operation will magnify the inefficiency.” <br /> -Bill Gates<br />
  29. 29. Improve the Process <br />Technology alone will not fix bad processes.<br />Often organizations experience an increase in paperwork/rework and diminished quality after automating a key business process.<br />BPM automation is successful if the processes are improved FIRST.<br />
  30. 30. Improve the Process<br />Find areas for process improvement<br />Touch Time<br />Cycle Time<br />Unit cost<br />Touch to Cycle time ratio >3% is good.<br />
  31. 31. Improve the Process<br />
  32. 32. Improve the Process<br />Look for easy improvements<br />High cycle times<br />Automating will remove 2465 minutes from cycle time<br />
  33. 33. Improved<br />
  34. 34. Software Development<br />Obtain signoff<br />Setup milestones with target dates<br />Development methodologies:<br />Traditional “waterfall”<br />Iterative approach (Agile or XP)<br />Custom<br />
  35. 35. Our Approach to Development<br />Iterative development<br />Each iteration results in working software<br />Deploy to a server and test<br />Get feedback from stakeholders<br />Adjust target date, if necessary<br />
  36. 36. Software Development<br />Document changes in requirements <br />Wiki is a great place for documentation<br />Trac -<br />Wiki and ticket system<br />Spreadsheet<br />Access database<br />
  37. 37.
  38. 38. Software Development<br />Do not forget to record metrics.<br />Important for management.<br />Log start and endtime for key activities.<br />Sendnotifications for “out of ordinary” events.<br />You should see improvements.<br />
  39. 39. Ready to Go Live<br />Hardware is in place<br />No critical change request pending<br />Implementation plan in place<br />Communication<br />Support<br />Training<br />
  40. 40. jBPM Software<br />Java-based BPM open-source software.<br />Graphical Process Designer.<br />Web console for process testing.<br />jBPM engine waits for tasks to be completed.<br />“Knows” what is next in the task list.<br />“Knows” who should complete the task.<br />
  41. 41. jBPM Demonstration<br />
  42. 42. Other BPM Software<br />ProcessMaker (open source, PHP)<br />CuteFlow (open source, PHP)<br />NxBRE (open source, .NET)<br />Lombardi Teamworks (PHP)<br />Skelta (.NET)<br />ActiveVOS (Java)<br />
  43. 43. Thank you!<br />