Week 9-Redesign Process(2)

Source / Reference:

Bae, J.S., Jeong, S. C., Seo, Y.H., Kim, Y. H., and Kang, S. K. Intergration of workflow management and simulation. Computers Ind. Engng, 1999,37(1-2).

Subject:

The introduction of workflow management software Holoxsoft and its advantages and disadvantages.

Response:

According to Jeong(1999), Workflow management systems are “computer software that support control, management, and collaboration of business processes through automating flows of tasks, electronic information, and documents as well as consistent access to data and maintenance.” The Holosofx workflow software is one of the workflow management software that helps enterprises to manage their workflow in a systematic way.

This is the layout of a designed workflow.

 
This workflow shows an external entity(student) , the process which is done by the external entity is called external entity process. Then the student will be checked whether he is in the blacklist.

Then a decision should be made. If the decision is positive, there is a task to reject the booking and finally an output is given out. If the decision is negative, then a booking record is inputted, identity will be verified, a computer will be delivered and a loan record is generated.

After the workflow is designed, the process cases can be generated. In the above example, there are 2 cases only. Moreover, process simulated can be generated too, after the simulation, the cycle duration, process duration and working duration. This is a salient function of the Holosofx workflow software.

Sometimes there is incorrect simulation due to the improper design of workflow, for example, the decision diamond should not be connected like this:

It means that if the student is in the blacklist there are two results(reject booking and booking record). If the student is not in the blacklist, there are no result as there are no connection from the bottom of the diamond. Therefore this design cannot pass the software validation and gives a incorrect simulation. 

A correct design should be like this:

The advantages of using workflow management software are that we can analyze the performance of processes before actual implementation. It can reduce the cost of amendment of processes during the actual execution. Moreover, the software can coordinate system participants and user and lead to successful task implementation.

However, the disadvantage is that the software involves various parameters. It is quite cumbersome to adjust the elapsed time and workflow time for different parameters.

Week 7 - BPR Methodologies

Source / Reference:

1.      Muthu, S., Whitman, L. and Cheraghi, H. S., 1999. “Business process reengineering: aconsolidated methodology”, Proceedings of the 4th Annual International Conference onIndustrial Engineering Theory, Applications and Practice. Retrieved October 19, 2007, from http://webs.twsu.edu/whitman/papers/ijii99muthu.pdf.

Subject:

A comparison between El Sawy’s BPR methodology and Muthu, Whitman & Cheraghi's BPR methodology.

Response:

        The El Sawy’s BPR methodology introduces five phases:

Phase 1: Triggering and executive visioning

If business processes are inefficient, such as much lead-time, late in completed, the business processes reengineering should be triggered as it will increase customers’ satisfaction.

Phase 2: BPR project mobilization

A core BPR team should be formed, thus we should identify HR specialist, process owners, process participants, IT and e-commerce specialists, BPR project sponsor sand BPR facilitators and consultants. The BPR team can allocate resources and hence BPR can run smoothly.

Phase 3: Process redesign

Process redesign comprises of five steps,

1. Scoping
2. Modeling
3. Analysis
4. Redesign
5. Integration

Phase 4: Implementation& organizational transformation

When BPR was implemented, personnel and IT infrastructure should have adjustments according to new business processes.

Phase 5: Monitoring & maintaining

Business processes should be monitored and maintained so that the efficiency and effectiveness of each process can be ensured.

From Muthu, Whitman & Cheraghi's BPR methodology, there are some differences between this methodology and El Sway’s methodology.

 
Muthu, Whitman & Cheraghi's BPR methodology:

Phase 1: Prepare for BPR

Phase 2: Map and Analyze As-Is Process

Phase 3: Design To-Be Processes

Phase 4: Implement Reengineered processes

Phase 5: Improve Continuously

By comparing first three phases of two methodologies, El Sawy’s methodology emphasizes the factors that trigger the BPR and it claims that BPR team is crucial.

The Muthu, Whitman & Cheraghi's BPR methodology claims that the analysis of As-Is process is important that it will provide a correct direction for designing To-Be process. The last phase of El Sawy’s methodology emphasizes monitoring and maintenance. However Muthu, Whitman & Cheraghi's BPR methodology emphasizes improvement of BPR should be done continuously.

The focus of two methodologies is different.

Week 6 – Basics of BPR (2)

Source / Reference:

1.      Grant&Mergen-Leavitt-ITP-1996

Subject:

In the Leavitt Diamond, how the changes of an element affect other elements?

Response:

Leavitt Diamond comprises of four elements: tasks, structure, people and technology. Tasks mean the activities done by people. Structure means the levels of managerial authority and the levels of authority between technologies. People mean the employees who perform tasks. Technology means the computer hardware and software.

 If one of the element changes, it has a direct effect on other elements, other elements will be changed accordingly.

If tasks were changed:

Effects on Structure:

Departments may be merged or split in order to meet the goals of tasks.

Effects on People:

Manpower may be changed to optimize the knowledge and skill of personnel.

Effects on Technology:

Advanced technology may be required to execute tasks.

If structure was changed:

Effects on Tasks:

New tasks should be assigned to different employee.

Effects on People:

More qualified people should be hired for new job post. Less qualified employees should be cut down.

Effects on Technology:

Hardware and software should be upgraded or substituted according to the changes of organization structure.

If people were changed:

Effects on Tasks:

Training should be provided to employees, so employees can handle tasks well.

Effects on Structure:

Change the organizational structure to align with job posts.

Effects on Technology:

Technical team should adjust the system to meet the change of manpower.

If Technology was changed:

Effects on Tasks:

Tasks can be performed in electronic instead of using much workforce.

Effects on Structure:

More technology-related departments can be set up to support the change to technology.

Effects on people:

Equip employees the necessary item, such as laptop, data cards in order to help them perform tasks easily.

To conclude, if there are changes on one element, other elements should be changed accordingly.

Week 3- The strategic framework and eBiz

Source / Reference:

1.      Sullivan-SloanMReview-1985

Subject: 

A general introduction to PEST and SWOT analysis.

Response:

        PEST analysis is applied to analyze business environment. PEST is a useful to comprehend the business position, situation of the market. There are four components of PEST analysis. P stands for Political factors, it means factors from the government, employment laws. E stands for Economic factors, such as inflation, economic downturn, taxation. S stands for social factors, such as age distribution, religion, labor mobility, fashion. T stands for Technological factors, such as new inventions, mobile technology.

The following graph concludes PEST:

SWOT analysis can identifying the internal and external factors of a company. SWOT comprises of four attributes. Strengths represent the internal characteristics which help the company to achieve objectives. Weaknesses represent the internal attributes that make the company more difficult to achieve objectives. Opportunities mean external chances to improve performance in order to achieve objects. Threats are external conditions that are harmful to the business.

The following graph concludes SWOT:

        To conclude PEST and SWOT analysis helps companies analyze the environment and attributes of the company respectively.

Week 5 – Basics of BPR (1)

Source / Reference:

1.    Davenport-BPRCritics-ComputerWorld-2003

2.    GroverMalhotra-BPRTutorial-JOM-1997

Subject:

What are the advantages of applying Business Process Reengineering to enterprises?

Response:

     Business process reengineering comprises of several ideas. First, IT is utilized into business processes. Business processes are cross-functional, cross-departmental and cross-enterprise. Improvement and radical redesign are involved in work. The view of organization will be less hierarchical and more horizontal. Finally, business process provides value to customer repetitively.

        There are several advantages of applying BPR. Enterprises which apply BPR has significant productivity, quality improvements. Another benefit from BPR is that cost is reduced as the processes are simplified. The efficiency and effectiveness of BPR increases as IT is involved in processes, processes can be implemented in a parallel way, hence the duration of cycle-time of processes decreases. As the process cycle-time is reduced, it leads the growth of business.

        The following example shows that BPR can streamline Invoice Verification processes.

The original processes:

The original processes are slow, low efficiency and low effectiveness. Error and delays may occur when there are hand-offs. Processes have higher cost as much paper are consumed.

The processes after BPR:

         The above figure shows that Information Technology such as database is used to manage data. This increases the management efficiency of data extraction and store.The processes changes from serial to parallel, thus stakeholders can manage data in well-organized way. Processes cycle-time decreases, thus without the same time-period, more cycle can be iterated.

        To conclude, business process reengineering helps to improve the efficiency and effectiveness of company, therefore productivity, service and product quality increases.

Week 4 - Strategic Alliance Model

Source / Reference:
1)  "Strategic Alignment: Leverage Information Technology for transforming organization" by J C Henderson and N Venkartraman 1993
http://search.proquest.com/docview/26252741/134A6C8B53F19A4F606/1?accountid=16210

Subject:
In Lect 4 - Which alignment strategy in SAM model is the best? and why?

Response:

Service level is the best in SAM model. It ensures the effective use of IT resources. It focuses on building the excellent IT system to enhance the service level of the organization and use IT to improve products and services delivered. The Top Management allocates and utilizes resources in IT while IT Management completes tasks to make successful internal service business. The performance of service level is assessed by satisfaction of customers.

A graph of service level:

Service level alignment approach use technology to improve business and the anchor is IT. Data-mining of Amazon.com is one of the examples. Each time after customers bought products from Amazon, the system records the category of products which are purchased. Then information of relevant product is sent by email to customers to encourage customers purchasing more items. The data-mining of Amazon is one of the loyalty program and it helps amazon keeping high retention rate of customer, it means customer are generally satisfied by Amazon. Amazon has effectively used IT resources to keep customers.

Another example of service level alignment is PARKnSHOP which uses RFID to increase the “supermarket” market share. PARKnSHOP introduced “Money Back” program that whenever customer purchases products, “Points” can be earned and saved in the “Money Back RFID card”. Customer can use the RFID card to “Money Back Kiosk” to find redemption choices or do points conversion. Moreover, “Money Back” consists of one main card and three mini cards, therefore the main card holder can provide mini cards to family members, thus this increase the customer base of PARKnSHOP. PARKnSHOP uses IT to develop the business successfully.

To conclude, service level is an excellent approach to fully utilize the IT resources in order to provide better services to customers. The example mentioned above interpreted the importance of using IT to serve customers.