2.2. Modelling the As-Is Process · Training Workshop on Business Process Analysis in International...
Transcript of 2.2. Modelling the As-Is Process · Training Workshop on Business Process Analysis in International...
Training Workshop on Business Process Analysis in International Trade
Joint Workshop on Trade Facilitation and the Single Window
23-25 September 2015, Moscow
Module 2: Analysis and description of existing business processes
related to foreign trade activities
2.2. Modelling the As-Is Process
Somnuk Keretho, PhD
Director, Institute of IT Innovation
Kasetsart University, Bangkok
Training Workshop on Business Process Analysis in International Trade, 23-25 September 2015, Moscow @Somnuk Keretho, PhD
Objectives of this session
To be able to read, understand and verbally
describe Activity Diagrams
To develop some skills to capture and draw
Activity Diagrams to reflect the specific
procedures and documentary requirements.
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Training Workshop on Business Process Analysis in International Trade, 23-25 September 2015, Moscow @Somnuk Keretho, PhD
Conducting a BPA Project in 3 Phases
1. Defining Scope of and Planning a BPA Project
2. Capturing and Modelling the As-Is Process
3. Analyzing Findings of the BPA and
Proposing Recommendations for Improvement
(Proposing the To-Be Process)
Ref: Business Process Analysis Guide to Simplify Trade Procedures, Updated 2012, UNESCAP/UNECE. http://unnext.unescap.org
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Training Workshop on Business Process Analysis in International Trade, 23-25 September 2015, Moscow @Somnuk Keretho, PhD 4
2.2) Conduct interviews
and document
captured data
Project
Sponsor
Project Manager/
Project Leader Process Participants/
Business Domain
Experts Process
Analysts
(After acquiring background information & interview, then)
Documenting/Modelling the Captured Data
Objective – To capture and document
in-depth knowledge about existing
(as-is) business processes in the scope of investigation in:
Activity diagrams
Process descriptions
Integrated activity diagram that
represents an interconnected view of all
involved business processes
Time-procedure chart
Training Workshop on Business Process Analysis in International Trade, 23-25 September 2015, Moscow @Somnuk Keretho, PhD
What is an Activity Diagram?
An Activity Diagram is a diagram used to portray
a sequence of activities carried out to achieve
a specific goal.
It illustrates detailed activities and
flows of information or documents
from one responsible party to another
in a given sequence.
We suggest that at least one Activity Diagram should
be developed for each Use Case Diagram, i.e. to describe a sequence of activities and flows of information or
documents in details for each main/core business process
(each Use Case).
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Clear goods
through customs
Exporter or
Representative
Customs
Inland Haulage
Department
of Fisheries
Customs Inland Haulage
Retrieve declaration
information
Cross check declaration
information with handed
in documents
Questionable
of misconduct
Allow goods
to be exported
Goods Transition
Control List Audit
Transfer container
to point of inspection Inspect
cargo
Record a case
to be filed Misconduct
not found
Export Permit (R. 9)
Equipment Interchange
Report
Goods Transition
Control List
Notify
quantity exported
R. 9 with information on
actual quantity exported
Acknowledge
actual quantity of goods
to be exported
Exporter
(or Representative)
Department of Fisheries
Acknowledge
actual quantity of goods
to be exported
Unquestionable
of misconduct Misconduct
found
Transfer goods to
Customs
A Use Case Diagram
An Activity Diagram 6
Training Workshop on Business Process Analysis in International Trade, 23-25 September 2015, Moscow @Somnuk Keretho, PhD 7
UML Notations for Activity Diagram
Notation Description
Initial State
Represents the beginning of a set of activities
Final Activity State
Indicates the completion of the business process
Final Flow State
Indicates that further activities cannot be pursued
Transition Line
Indicates a sequential flow of actions and information
in an activity diagram
Fork (Splitting of Control)
Visualizes a set of parallel or concurrent flow of
actions
Join (Synchronization of Control)
Indicates the end of parallel or concurrent flow of
activities
Object
Represents a document or information that flows from
one activity to another activity (labeled with the name of
a document)
Notation Description
Swimlane
Is used to break up individual actions
to individuals/ agencies that are
responsible for executing their actions
Is labeled with the name of the
responsible individual or agency
Activity
Represents a non-decomposable
piece of behavior
Is labeled with a name that 1) begins
with a verb and ends with a noun; and 2)
is short yet contain enough information
for readers to comprehend
Decision
Represents the point where a
decision has to be made given specific
conditions
Attached with labels addressing the
condition on each transition line that
comes out of an activities and connects
to a decision point or vice versa
Process Participant 1
Process Participant 2
Process Participant n
Training Workshop on Business Process Analysis in International Trade, 23-25 September 2015, Moscow @Somnuk Keretho, PhD 8
How to draw an Activity Diagram for each Use Case?
Based on information from the interview and data collection,
Prepare swimlanes for parties involved in a business process
List activities and decision points involved in the business process in a sequential order and categorize them according to the party who carry them out
For each decision points, provide conditional statement for each transition
If applicable, list documents required as inputs to each activity and categorize them according to the party who provide the documents
If applicable, list documents that are outputs of each activity
Create a starting point, an ending point, and connections for all activities and documents
Training Workshop on Business Process Analysis in International Trade, 23-25 September 2015, Moscow @Somnuk Keretho, PhD
A sample activity diagram to describe
“Have a product sampled and examined” use case.
9 Source: ESCAP from the Analysis of Frozen Shrimp Export Process in Thailand, Institute for IT Innovation, Kasetsart University
Training Workshop on Business Process Analysis in International Trade, 23-25 September 2015, Moscow @Somnuk Keretho, PhD 10
Writing Process Description for each Activity Diagram
Process description has to include the following elements:
The name of a process area which this particular business
process belongs to
The name of a business process
Related rules and regulations
The name of responsible parties
Input and criteria to enter/begin the business process
Procedures and associated documentary requirements to
complete the process
Output and criteria to exit the business process
The average time required to complete the process and/or
durations for each involved transaction
Training Workshop on Business Process Analysis in International Trade, 23-25 September 2015, Moscow @Somnuk Keretho, PhD
A sample process description
to describe the “Have a product sampled and examined” activity diagram.
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Ref: UNNExT BPA Guide, page 36
Source: ESCAP from the Analysis of Frozen Shrimp Export Process in Thailand, Institute for IT Innovation, Kasetsart University
Training Workshop on Business Process Analysis in International Trade, 23-25 September 2015, Moscow @Somnuk Keretho, PhD
Creating the set of activity diagrams: each explains each main
process as represented by a use case in the use case diagram.
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Training Workshop on Business Process Analysis in International Trade, 23-25 September 2015, Moscow @Somnuk Keretho, PhD
Creating a set of process descriptions: each provides a textual description of an activity
diagram and related information e.g. laws/regulations, input/output criteria, etc.
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Training Workshop on Business Process Analysis in International Trade, 23-25 September 2015, Moscow @Somnuk Keretho, PhD 14
Creating an integrated activity diagram that
combines all activity diagrams together.
2.5) Prepare and submit customs
declaration
2.7) Clear goods through customs
2.8) Handle container at terminal and stow
it on vessel
2.6) Stuff container and transfer to port of
departure
Training Workshop on Business Process Analysis in International Trade, 23-25 September 2015, Moscow @Somnuk Keretho, PhD
Practical Exercise 5
Drawing Activity Diagrams and Writing Process Descriptions
Working within your small group
Draw at least one activity diagrams (if possible two
diagrams), and also collect related quantitative indicators
(numbers of steps, number of physical visits, time and cost
needed, etc.) for capturing the detailed procedures and
document requirements for the selected Use Case(s).
Data collection through the Internet,
or from any accessible reference materials
Data collection from interviewing with domain experts
Visualize those procedures with an activity diagram
Try to verbally describe that activity diagram
Document the Activity Diagram (describe it in writing)
with a Process Description template
(as suggested on Page 10-11).
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