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ECA 2010, GENEVA, SWITZERLAND  CREATING A SYNERGY BETWEEN BPM* AND ELECTRONIC ARCHIVES Dr Alexander Samarin www.samarin.bi...
About me <ul><li>An enterprise solutions architect </li></ul><ul><ul><li>From a programmer to a systems architect  </li></...
BPM is a tool for improving enterprise business performance    2010-04-28 Creating a synergy between BPM and electronic ar...
<ul><li>Co-existence of many  people , many  roles and many  structures </li></ul><ul><ul><li>functional </li></ul></ul><u...
<ul><li>Co-existence of many  artefacts </li></ul><ul><ul><li>vision, plans, processes, capabilities, services, etc. </li>...
<ul><li>Who ( roles ) is doing What ( business objects ), When ( coordination of activities ), Why ( business rules ), How...
<ul><li>Business artefacts </li></ul><ul><ul><li>Events </li></ul></ul><ul><ul><li>Processes </li></ul></ul><ul><ul><li>Ac...
<ul><li>Services are considered to be explicitly-defined and operationally-independent units of functionality  </li></ul><...
<ul><li>Processes are considered to be an explicitly-defined coordination of services  to create a particular outcome </li...
<ul><li>The business is driven by  events  </li></ul><ul><li>For each event there is a  process  to be executed </li></ul>...
<ul><li>Each business activity operates with some  business objects  (data or documents) </li></ul><ul><li>A group of staf...
Be ready to wide spread misunderstanding   2010-04-28 Creating a synergy between BPM and electronic archives
<ul><li>Typical end-to-end business process </li></ul><ul><li>But, the “white space” is the place where records are emergi...
<ul><li>If an artefact is versionable then recording of its ID is sufficient </li></ul>Build RM into business processes: c...
<ul><li>Align access rights with the work to be done </li></ul>Build RM into business processes: access control (1)   2010...
<ul><li>Align security with the work progress (preparation of an organisational document) </li></ul>Build RM into business...
<ul><li>Single version  Multiple versions </li></ul>Build RM into business processes: managing of versions (1)   2010-04-2...
<ul><li>What to do with intermediate versions? </li></ul>Build RM into business processes: managing of versions (2)   2010...
Build RM into business processes: managing of versions (3)   2010-04-28 Creating a synergy between BPM and electronic arch...
Build RM into business processes: producing good documents   2010-04-28 Creating a synergy between BPM and electronic arch...
<ul><li>Execute at the end of a business process some checks that all documents (from this business process instance) have...
<ul><li>Events </li></ul><ul><ul><li>New record received </li></ul></ul><ul><ul><li>Retention period of a dossier expired ...
<ul><li>Rules </li></ul><ul><ul><li>Retention calendar </li></ul></ul><ul><ul><li>Classifications </li></ul></ul><ul><ul><...
<ul><li>Processes </li></ul><ul><ul><li>One per each event </li></ul></ul><ul><ul><li>Explicit and executable </li></ul></...
<ul><li>Helps to reduce complexity and  to increase flexibility  </li></ul><ul><li>Based on a   BPM reference model </li><...
Thank you! <ul><li>Contact information: </li></ul><ul><li>Alexander   Samarin </li></ul><ul><li>[email_address] </li></ul>...
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Creating a synergy between BPM and electronic archives Slide 1 Creating a synergy between BPM and electronic archives Slide 2 Creating a synergy between BPM and electronic archives Slide 3 Creating a synergy between BPM and electronic archives Slide 4 Creating a synergy between BPM and electronic archives Slide 5 Creating a synergy between BPM and electronic archives Slide 6 Creating a synergy between BPM and electronic archives Slide 7 Creating a synergy between BPM and electronic archives Slide 8 Creating a synergy between BPM and electronic archives Slide 9 Creating a synergy between BPM and electronic archives Slide 10 Creating a synergy between BPM and electronic archives Slide 11 Creating a synergy between BPM and electronic archives Slide 12 Creating a synergy between BPM and electronic archives Slide 13 Creating a synergy between BPM and electronic archives Slide 14 Creating a synergy between BPM and electronic archives Slide 15 Creating a synergy between BPM and electronic archives Slide 16 Creating a synergy between BPM and electronic archives Slide 17 Creating a synergy between BPM and electronic archives Slide 18 Creating a synergy between BPM and electronic archives Slide 19 Creating a synergy between BPM and electronic archives Slide 20 Creating a synergy between BPM and electronic archives Slide 21 Creating a synergy between BPM and electronic archives Slide 22 Creating a synergy between BPM and electronic archives Slide 23 Creating a synergy between BPM and electronic archives Slide 24 Creating a synergy between BPM and electronic archives Slide 25 Creating a synergy between BPM and electronic archives Slide 26
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My presentation at ECA 2010 in Geneva http://www.bar.admin.ch/eca2010/index.html

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Creating a synergy between BPM and electronic archives

  1. 1. ECA 2010, GENEVA, SWITZERLAND CREATING A SYNERGY BETWEEN BPM* AND ELECTRONIC ARCHIVES Dr Alexander Samarin www.samarin.biz * BPM – Business Process Management
  2. 2. About me <ul><li>An enterprise solutions architect </li></ul><ul><ul><li>From a programmer to a systems architect </li></ul></ul><ul><ul><li>Experience in scientific, international, governmental and industry environments </li></ul></ul><ul><ul><li>Creator of systems which work without me </li></ul></ul><ul><ul><li>Practical adviser for design and implementation of enterprise solutions </li></ul></ul><ul><li>My main “tool” is an architectural framework for improving enterprise business process management systems </li></ul> 2010-04-28 Creating a synergy between BPM and electronic archives
  3. 3. BPM is a tool for improving enterprise business performance 2010-04-28 Creating a synergy between BPM and electronic archives <ul><ul><li>The theory </li></ul></ul><ul><ul><li>BPM as a discipline (use processes to manage an enterprise) </li></ul></ul><ul><ul><li>The tools </li></ul></ul><ul><ul><li>BPM as software: </li></ul></ul><ul><ul><li>BPM suite (BPMS) </li></ul></ul>The practice Any process-centric enterprise has some BPM, but how can we industrialise this BPM? A natural evolution of BPR, Lean, ISO 9001, 6 Sigma The aim is to have a single description of business processes: - model in design - input for project planning and execution - executable program for coordination of work - documentation for all staff members - basis for management decisions An enterprise portfolio of the business processes as well as the practices and tools for governing the design, execution and evolution of this portfolio A multitude of tools “handle” processes
  4. 4. <ul><li>Co-existence of many people , many roles and many structures </li></ul><ul><ul><li>functional </li></ul></ul><ul><ul><li>organisational </li></ul></ul><ul><ul><li>operational </li></ul></ul><ul><ul><li>projects </li></ul></ul><ul><ul><li>social </li></ul></ul><ul><ul><li>etc. </li></ul></ul>BPM concerns everyone 2010-04-28 Creating a synergy between BPM and electronic archives
  5. 5. <ul><li>Co-existence of many artefacts </li></ul><ul><ul><li>vision, plans, processes, capabilities, services, etc. </li></ul></ul><ul><li>Dynamic and interrelated </li></ul><ul><li>Not all relationships between artefacts are explicit </li></ul><ul><li>Not all relationships between artefacts are interpreted consistently by different staff members and systems </li></ul>Systems view on BPM 2010-04-28 Creating a synergy between BPM and electronic archives
  6. 6. <ul><li>Who ( roles ) is doing What ( business objects ), When ( coordination of activities ), Why ( business rules ), How ( business activities ) and with Which Results ( performance indicators ) </li></ul><ul><li>Make these relationships explicit and executable What you model is what you execute </li></ul>Business processes are complex relationships between artefacts 2010-04-28 Creating a synergy between BPM and electronic archives
  7. 7. <ul><li>Business artefacts </li></ul><ul><ul><li>Events </li></ul></ul><ul><ul><li>Processes </li></ul></ul><ul><ul><li>Activities </li></ul></ul><ul><ul><li>Roles </li></ul></ul><ul><ul><li>Rules </li></ul></ul><ul><ul><li>Data & documents </li></ul></ul><ul><ul><li>Audit trails </li></ul></ul><ul><ul><li>Performance indicators </li></ul></ul><ul><ul><li>Services </li></ul></ul><ul><li>Organisational and technical artefacts … </li></ul>Different enterprise artefacts 2010-04-28 Creating a synergy between BPM and electronic archives KPIs Processes Services Events Roles Data structures Documents Rules Human “workflow” Audit trails
  8. 8. <ul><li>Services are considered to be explicitly-defined and operationally-independent units of functionality </li></ul><ul><ul><li>Formal description </li></ul></ul><ul><ul><li>Operational independence </li></ul></ul><ul><ul><li>Invisible implementation </li></ul></ul>Services and processes (1) 2010-04-28 Creating a synergy between BPM and electronic archives
  9. 9. <ul><li>Processes are considered to be an explicitly-defined coordination of services to create a particular outcome </li></ul><ul><ul><li>Formal description </li></ul></ul><ul><ul><li>Coordination </li></ul></ul>Services and processes (2) 2010-04-28 Creating a synergy between BPM and electronic archives
  10. 10. <ul><li>The business is driven by events </li></ul><ul><li>For each event there is a process to be executed </li></ul><ul><li>Process coordinates execution of activities </li></ul><ul><li>The execution is carried out in accordance with business rules </li></ul>Process anatomy (1) 2010-04-28 Creating a synergy between BPM and electronic archives
  11. 11. <ul><li>Each business activity operates with some business objects (data or documents) </li></ul><ul><li>A group of staff member ( business role ) is responsible for the execution of each activity </li></ul><ul><li>The execution of business processes produces audit trails </li></ul><ul><li>Audit trails (which are very detailed) are also used for the calculation of Key Performance Indicators ( KPIs) </li></ul>Process anatomy (2) 2010-04-28 Creating a synergy between BPM and electronic archives
  12. 12. Be ready to wide spread misunderstanding 2010-04-28 Creating a synergy between BPM and electronic archives
  13. 13. <ul><li>Typical end-to-end business process </li></ul><ul><li>But, the “white space” is the place where records are emerging </li></ul><ul><li>Let us make it explicit as important intermediate events </li></ul>Build RM into business processes: capturing of records (1) 2010-04-28 Creating a synergy between BPM and electronic archives Find client Fullfil contract Prolongate contract Sign contract Find client Fullfil contract Prolongate contract Sign contract
  14. 14. <ul><li>If an artefact is versionable then recording of its ID is sufficient </li></ul>Build RM into business processes: capturing of records (2) 2010-04-28 Creating a synergy between BPM and electronic archives Documents Data Rules Roles Audit trails Business process instance Events Particular version Records
  15. 15. <ul><li>Align access rights with the work to be done </li></ul>Build RM into business processes: access control (1) 2010-04-28 Creating a synergy between BPM and electronic archives Do something Grant necessary rights to a person who will carry out this activity to access involved business objects Revoke previously granted rights
  16. 16. <ul><li>Align security with the work progress (preparation of an organisational document) </li></ul>Build RM into business processes: access control (2) 2010-04-28 Creating a synergy between BPM and electronic archives Personal version Committee review Management approval Group drafting Private Confidential Secret Top-secret Public
  17. 17. <ul><li>Single version Multiple versions </li></ul>Build RM into business processes: managing of versions (1) 2010-04-28 Creating a synergy between BPM and electronic archives
  18. 18. <ul><li>What to do with intermediate versions? </li></ul>Build RM into business processes: managing of versions (2) 2010-04-28 Creating a synergy between BPM and electronic archives
  19. 19. Build RM into business processes: managing of versions (3) 2010-04-28 Creating a synergy between BPM and electronic archives
  20. 20. Build RM into business processes: producing good documents 2010-04-28 Creating a synergy between BPM and electronic archives PDF Archive Image
  21. 21. <ul><li>Execute at the end of a business process some checks that all documents (from this business process instance) have been properly classified </li></ul><ul><li>Can be a mixute of automated and human tasks (process pattern M&M) </li></ul>Build RM into business processes: Business follow-up 2010-04-28 Creating a synergy between BPM and electronic archives
  22. 22. <ul><li>Events </li></ul><ul><ul><li>New record received </li></ul></ul><ul><ul><li>Retention period of a dossier expired </li></ul></ul><ul><ul><li>Access to records requested </li></ul></ul><ul><ul><li>... </li></ul></ul><ul><li>Business objects </li></ul><ul><ul><li>Records </li></ul></ul><ul><ul><li>Dossiers </li></ul></ul><ul><ul><li>Documents </li></ul></ul><ul><ul><li>Calendars </li></ul></ul>An electronic enterprise archive as a BPM system (1) 2010-04-28 Creating a synergy between BPM and electronic archives
  23. 23. <ul><li>Rules </li></ul><ul><ul><li>Retention calendar </li></ul></ul><ul><ul><li>Classifications </li></ul></ul><ul><ul><li>Naming conventions </li></ul></ul><ul><ul><li>Filing plan </li></ul></ul><ul><ul><li>... </li></ul></ul><ul><li>KPIs (consider service level agreements) </li></ul><ul><ul><li>Yearly acquicition transfer from current to semi-current archive < 2 weeks </li></ul></ul>An electronic enterprise archive as a BPM system (2) 2010-04-28 Creating a synergy between BPM and electronic archives
  24. 24. <ul><li>Processes </li></ul><ul><ul><li>One per each event </li></ul></ul><ul><ul><li>Explicit and executable </li></ul></ul><ul><ul><li>Perfect audit trails </li></ul></ul><ul><li>Be a good service provider </li></ul><ul><ul><li>Reliable (as a nuclear waste storage) </li></ul></ul><ul><ul><li>Convenient (do not block users) </li></ul></ul><ul><ul><li>Always available </li></ul></ul><ul><ul><li>Fully transparent </li></ul></ul><ul><ul><li>Well architected </li></ul></ul>An electronic enterprise archive as a BPM system (3) 2010-04-28 Creating a synergy between BPM and electronic archives
  25. 25. <ul><li>Helps to reduce complexity and to increase flexibility </li></ul><ul><li>Based on a BPM reference model </li></ul><ul><li>Addresses the needs of the most difficult aspect – people </li></ul><ul><li>Use of explicit and executable models </li></ul><ul><li>Business process modelling in BPMN </li></ul><ul><li>Rules for finding services and quick prototyping </li></ul><ul><li>Guidelines for usage of different technologies </li></ul><ul><li>Link with enterprise architecture </li></ul>Main advantages of the architectural framework for BPM 2010-04-28 Creating a synergy between BPM and electronic archives
  26. 26. Thank you! <ul><li>Contact information: </li></ul><ul><li>Alexander Samarin </li></ul><ul><li>[email_address] </li></ul><ul><li>www.improving-BPM-systems.com </li></ul>2010-04-28 Creating a synergy between BPM and electronic archives
  • hdjebar

    Jun. 13, 2014

My presentation at ECA 2010 in Geneva http://www.bar.admin.ch/eca2010/index.html

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