Case study: Camunda BPM in PwC project


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Description of a Camunda BPM based solution implemented by Pricewaterhouse Coopers in July 2014.

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Case study: Camunda BPM in PwC project

  1. 1. Case Study- SSC BPM Solution
  2. 2. Background The Group is an Indian Conglomerate Company with presence in infrastructure sector, power system production and electronics products manufacturing. Company felt the need for leveraging a new finance operating model with SSC providing transaction processing services to group entities with the below objectives: • Automate a number of their mission-critical financial systems processes. • Standard, consistent process to manage the approval procedure to ensure control and accuracy of information. • Increase Customer Satisfaction by focusing on business partnering and insightful reporting. • Build Scalable finance organization to support business growth.
  3. 3. Business Challenge: Productivity Bottlenecks and Increased Risks Finance functions at most group entities were heavily skewed towards transaction processing due to duplication of efforts, legacy systems and error prone. Key Challenges: • Time Consuming and Manually Intensive - F&A process was very labor intensive as the accounting department had to manually track invoices, enter data, and send the invoices to the appropriate supervisors for approval. • Error and Delayed Payment Prone - The manual process was error prone and accounting staff spent time tracking down errant invoices and performing non-core tasks, rather than accounting functions. • Lack of Visibility and Control - Lack of ability to identify trends such as cycle time and ability to see what financial obligations were open and where the responsibility laid.
  4. 4. PwC Approach Accounts Payable • Scan the invoices and upload in the system • Index the invoices • Verification by AP SSC executive • Initiate and execute workflow for approval of the invoices using predefined rules • Dispute resolution steps for rejected invoices • Batch mode integration with SAP and RAMCO Fixed Assets • Record FA scrap transaction • Maintain documentation of FA sale Accounts Receivable • Ability to upload SOP • Verification by AR SSC executive • Dispute resolution by issue resolution team Generic Features • Generation of reports • User and role specific task board • Administration features to maintain master data • User authentication through Active Directory • Audit log of all activities performed • Email notifications Automation of Accounts Payable, Fixed Assets Disposal and Accounts Receivable processes in order to streamline the activities, improve control and prevent loss of information. The automation is across all the group entities and the automated system should be able to interact with the underlying ERP systems . The overall functionality implemented in these automated processes are following: Automate processes through an overlay of Workflow and Document Management Solution
  5. 5. Software License Type Description Version Apache Open Source Webserver 2.2 Java Open Source Software Development Kit 1.7 Liferay Open Source Portal Server 6.1 MySQL Open Source Database 5.6 Camunda BPM Open Source BPM workflow engine 7.1 JBoss Open Source Java Application Server 7.1 Alfresco Open Source Document Management System 4.2 Quartz & Spring Batch Open Source Java-based job-scheduling API 2.2 Jasper Reports Open Source Java-based Reporting Engine 5.1 MongoDB Open Source No-SQL Database 2.2 Open LDAP Open Source LDAP Server 2.4 Maven Open Source Build Tool for BPM Artifacts Software Stack Amara Raja Group • F&A SSC: Technology Landscape and AMS considerations 8
  6. 6. The Solution Camunda Chosen As BPM and Workflow Platform In applying Camunda BPM to this process, PwC sought a technology platform that would provide simple power by combining extreme ease of use with comprehensive functionality. • Open source BPM-engine • Processes are BPMN 2.0 - standard for modeling(executable) processes • Integrated suite of components including process design, rules, forms, reporting, identity management and collaboration. • Lightweight, embeddable, testable and extensible.
  7. 7. Business Analyst Developer Business Modeler Cycle File Repository Camunda Modeler Task List Custom Application Cockpit Rest Rest/Java Rest/Java API Process Engine Database Rest Process Participant Technical/Business Monitoring & Operations Components
  8. 8. Key Enablers : Camunda Modeler Modeling tool Camunda Modeler is a BPMN 2.0 modeling plugin for the Eclipse IDE
  9. 9. Key Enablers : Cockpit Process Monitoring tool • Aggregates the state of all instances of a process definition and visualizes it on the process diagram • Displays how many instances are currently waiting in each task / activity. • Inspect/repair process instances, including retrying failed service calls. • Create instance variables at runtime, and update variable values. • Reassign human activities.
  10. 10. Business Drivers • To reduce the end-to-end cycle-time of core business processes and optimize cost of operations Reduce Cycle Time • To establish automated rule-based controls and workflows for improving employee productivity Improve Productivity • To enable a holistic view of the business processes to the stakeholders across rank and departments – provisioning engineers, field engineers, leadership and management across order management, service provisioning, service assurance and invoice processes Enable holistic view of Process • To develop an agile process management framework for quick turn-around of new services and products to be offered to customers Quick go-to- market • To monitor performance of business processes real-time and identify bottlenecks Monitor Performance ContinuousImprovement
  11. 11. Approach & Methodology in action  Capture AS-IS process  Model TO-BE process focusing on the business goals  Simulate TO-BE process Model Execute Measure  Orchestrate Processes  Manage Work Tasks  Manage Business Data  Define Measures  Collect Data  Report  Monitor Measures Implement  Define data and activities  Identify and develop Integrations  Develop Executable processes BPM inherently offers  Quick Go-to-market through enabling short model-to-execute cycle  Enable holistic view of Process  Reducing cycle-time and Improving productivity through proper analysis and modeling of the business processes  Monitor performance through KPI Dashboards ... and the framework for
  12. 12. Camunda In Action- Credit/Debit Note Process Key Benefits • Automatic routing to supervisors for approval. • Round Robin allocation of tasks. • Drools Rule Engine for LOA based routing decisions. • Flexibility for approvers to seek clarification from any prior approver on that CN/DN and task returning to the same person once clarification is provided. • Email notifications related to assignment, approval/clarification at each process step. • Task audit trail.
  13. 13. Camunda In Action- Receipting Process Key Benefits • Automated SOP Validation on a granular level. • Automated exception handling for incomplete or incorrect SOPs. • SOP Task Routing based on Validation result. • Sub-Process to process the task on a granular level and minimize the error.
  14. 14. Camunda In Action- Reporting Metrics Key Benefits • Custom plugin for creating dashboard. • Displays the number of process instances per deployed process definition on the dashboard page of cockpit based on their state- Failed, Running and Ended. • Displays the instances sum per process definition.
  15. 15. Benefits Realisation • 75% increase in employee productivity. Fewer errors and reduced cost • Automatic validation of Receipting SOPs Reduce Cycle Time • Automation and Streamlining of end-to-end Accounting Process. • Automatic routing to supervisors for approval. • Business Logic written in Drools spreadsheets for business logic segregation and faster deployments. • Escalation of Invoices which crossed due date. Improve Productivity • Manage process in real time via, automatic work allocation, reminders, notifications and escalations to improve visibility of the business processes • 100% liability tracking and process transparency. Enable holistic view of Process • Existing investments in core systems have been protected by gradually integrating with underlying services Quick go-to- market • Monitor process KPIs in real time via dashboards to improve visibility and insight on business performance • Ability to analyze data to make critical financial decisions. Monitor Performance ContinuousImprovement
  16. 16. Other Key Benefits achieved • Flexibility to model and execute processes which include both human and automated tasks in a workflow • Improve Workflow Transparency, Collaboration and Quality • Eliminate/reduce routine low value added work using automation • Improve Exception Management • Monitor and Manage Process in real time via dashboards, automatic work allocation, reminders, notifications and escalations to improve insight on business performance • Enable Continuous Process Improvement and Future proof IT investment by using industry standard process modelling using BPMN standard • Protect existing investments in core systems by integrating with underlying services
  17. 17. Thank You! This publication has been prepared for general guidance on matters of interest only, and does not constitute professional advice. You should not act upon the information contained in this publication without obtaining specific professional advice. No representation or warranty (express or implied) is given as to the accuracy or completeness of the information contained in this publication, and, to the extent permitted by law, PricewaterhouseCoopers Private Ltd, its members, employees and agents do not accept or assume any liability, responsibility or duty of care for any consequences of you or anyone else acting, or refraining to act, in reliance on the information contained in this publication or for any decision based on it. © 2014 PricewaterhouseCoopers Private Ltd. All rights reserved. “PwC”, a registered trademark, refers to PricewaterhouseCoopers Private Limited (a limited company in India) or, as the context requires, other member firms of PwC International Limited, each of which is a separate and independent legal entity.