Re-engineering process monitoring and control over design...

International Journal of Contemporary Applied Sciences Vol. 4, No. 1, January 2017

(ISSN: 2308-1365) www.ijcas.net

91

Re-engineering process monitoring and control over design of technical and

civil project Case Study: District 15 of Tehran Municipality

Seyed Hossein Siadat1, Mohammad Zerafati Kia

2, Hamzeh Norouzi

2,

*

1Assistant Professor of Management Information Technology, Shahid Beheshti University, Tehran,

Iran 2,3

M.Sc. Student of Management of Information Technology, Shahid Beheshti University, Tehran, Iran

*Corresponding Author Email: [email protected]

Abstract

We live in the century that all the Affairs of the municipal infrastructure is a town on the

sculpture of this infrastructure according to it, it is noteworthy. Including matters that are next

to the hundreds of plays and other activities in the creation and maintenance of this

infrastructure are the main role are responsible for the development efforts of the

municipalities. In the present study, due to the extensiveness of the work, the process was that

the main task of re-engineering in providing services to the urban infrastructure. The process

of monitoring and control over design of technical and civil project, part of the technical

process of development and technical Affairs of the municipality, which has been chosen and

the details and a description of it in the article is cited. In the first step, inspired by the

methodology sharp and McDermott, frame packing processes was introduced. The second

step in the selection process and its problems by taking advantage of multiple instruments

capable of six mining. In the third step, the current process models using the modeling tool

Bizagi Process Modeler was traced. The fourth step in the process, bottleneck and its critical

points identified and a final decision regarding the reform process with the use of the five best

practices in the BPR was getting. In the final step, the new process model Bizagi Process

Modeler using the drawing tools.

Keywords: Re-engineering Process, Monitoring and Control, Project Design, Municipality,

BPR, Best Practices.

mailto:[email protected]



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1. Introduction

with the passage of time all over the world, organizations have found that the gradual changes

only for the current problems of organization is not helpful and sometimes necessary for the

survival of the Organization, which is the basic infrastructure and changes in it. Business

process re-engineering, management to look for progress through performance and increase

the effectiveness of existing processes in the organization. The main approach in this

fundamental attitude and redesign business processes to create dramatic reforms in sensitive

and important criteria from the perspective of our customers. Table 1, some researchers about

the re-engineering concepts points out.

Table 1. Studies researchers about the re-engineering of business processes

id As the studies Researchers studies

1 Methodology of implementation of re-

engineering

Currie, 1999; Dickinson, 1997; Davenport &

Short, 1990; Kettinger et al., 1997; Wu, 2002.

2 Another approach of the enterprise

Currie, 1999; Dickinson, 1997; Green &

Wayhan, 1996; Makridakis, 1996; Ulbrich,

2006.

3 Re-engineering and information

technology Davenport & Short, 1990; Whitman, 1996

4 Quality management and re-engineering Gingele et al., 2002; Macdonald, 1995; Zairi

& Sinclair, 1996.

5 Implementation experiences, obstacles

and its consequences

Belmiro & Rents, 2000; Guimaraes & Bond,

1996; Maull et al., 2003; Ranganathan &

Dhaliwal, 2001.

Studies on the process of re-engineering projects business show that the rate of failure of these

projects is very high (Wu, 2002; Al-mashari & Zairi, 1999). For many reasons provided that

most of them come to the mismanagement of the project. An overview of innovative operator

of laws supporting the development of a business process that will improve the current

designs can be very high and offers (Tinnila, 1995; Al-mashari & Zairi, 2000; Berg &

Pottjewijd, 1997). Overall the initiative business process re-engineering with two major

technical challenges and cultural and social faces (Reijers & Mansar, 2005).

2. The frame of the packaging processes

As the first step of a process map stage frame packing processes, District 1 of Tehran

Municipality inspired by APQC model on 15/7/2012 editor and again on 6/12/2013 by the

Bureau of organization and improvement methods about the revisions. In this process, all

processes end-to-end communication and diagnosed among them in order to achieve the

objectives of the drawing. Processes in the administrative processes of the "class 3", "home"

and "processes" was that the extraction support processes described in the Figure 1 has been

inserted.



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Figure 1. Process map of Municipality

It is worth noting the structure of processes in all areas of the same municipality, and thus, the

above process map as well as maps of District 15 of Tehran Municipality stage processes the

frame packaging processes being used.

3. The current process modeling (As-Is)

In order to identify the process monitoring and control over design of technical and civil

project, the status of current (As-Is), process of modeling. The current status of the model

using the Bizagi Process Modeler modeling tools in Figure 2 inserts.

4. The reasons for choosing re-engineering process

The process monitoring and control over design of technical and civil project with budget

processes in order to apply the financial costs of the plan, the process of allocation of funds in

order to finance and tenders and contracts, in relation to the selection and concluding

contracts with contractors and consultants, an important communication and input and output

includes numerous. As well as the approval of each of the steps and documents, documents,

financial papers and accrual, maps, plans and estimates of declared, need to review and

discuss several controls. Therefore, in order to better understand the process, and process the

process described in Table 2 Insert.



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Figure 2. The current status modeling of process monitoring and control over design of

technical and civil project

Table 2. Specification of process

Process name Monitoring and control over design of technical and civil project

Process area District 15 of Tehran Municipality

Responsible for process Development and technical Affairs

Input of process - Feasibility report beneficiary

- Making file project

Stimulus of process - Citizens' demands in multiple ways, such as through telephone



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and written requests in 1888 and 137 systems

- Projects approved by the government, the city council, ...

- Projects requested by the Council

- Urban problems identified

Output of process - Initial estimates based on the price list of the approved projects

and volumes and legal

- The cost of the project

- Funding and project funding

- The minutes of the interim delivery

- A reference to the contract execution units, monitoring and control

- Architectural and structural design project

- Map documents and approval documents and credit

- Papers and documents relating to the tender project

- Project related contracts and communication contracts

- Operational plans, Cost estimates final

- Assess the technical capabilities of the contractor / contractors

Therefore, it can be an expression that is the process monitoring and control over design of

technical and civil project to the following reasons, in order to perform the re-engineering has

been selected.

1. Reduce the time: Prolonged tenders relating to the assignment of the design and

selection of contractors.

2. Cost reduction: Increased demands for technical and development projects to

consultants of the reform process of the design.

3. Improve the quality of technical and project performance: Absence of development in

the city.

4. Reform strategy: Proposal of the Department of the municipal organization (Upstream

Organization) based on the difference between the technical and construction projects

run in areas.

5. Remove the complexity of the operational sequence and repeat the cycle: Technical

and construction projects such as the design, implementation, control and inspection.

6. Increased monitoring and control management: Technical and construction project

approved by the Senior Manager of the regions and the allocation of the necessary

funds.

7. Create database: Records and maintenance of technical documentation relating to the

technical and construction projects.

8. Personnel training: Proper use of the existing technical and civil affairs personnel and

enhance the skills of human resources specializing in this field.

So by taking six's instruments can also be empowered to monitoring and control over design

of technical and civil project of the problems on the Table 3.

Table 3. Enablers and limiting

Enabler Step process The problem Explanation

Design Workflow

Credits and

references made in

the budget of the

tender – being a

Increasing the time-

cost

The existence of

unnecessary steps

and repeat or in some

cases creates a



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series of activities in

the design of part 1

and 2

problem at the time

and the cost of the

process is

Information

Technology

Add the step project

control has been

manually

Quality control and

monitoring

The steps use the

project improve the

quality of

management and

control systems in the

process will follow -

reduce the time and

cost of supervision

Motivation and

performance

measurement

There is no problem in this regard

Manpower

The presence of a

team of consultants

and consulting

expertise

Quality-time – cost-

flexibility

The use of specialist

advisers in the next 4

the time, cost,

quality, flexibility,

better conditions in

antaf creates a

process

Policies and rules

Approval of senior

managers-terms and

regulations of the

country

Time-flexibility

Some of the base are

timing and flexibility

in the face of the step

process helps with

the limits

Equipment

The physical distance

between the terms of

physics-Vice

Presidents-near to

each other any units

of VP

Time-cost

The spatial quality of

the units and

individuals based in

it can cause problems

when doing and the

cost of it

5. Optimal process modeling (To-Be)

In order to make improvements to the process monitoring and control over design of technical

and civil project, of the five best practice in BPR was used briefly in Table 4 has been

inserted. The more comments, on how to use each of these best practices, will be presenting.

Table 4. CSF and Best Practice matrix

Best Practice The current status of the

process steps to re-engineering Time Cost Quality Flexibility

Remove

activity Step no. 1-3-6 Positive Positive Negative Positive

Combine

activity

Step no. 2 and 3 – step no. 1

and 5 – step no. 7 and 8 Positive Positive Negative Negative



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Assignment The step no. 7 and 8. Positive Positive Negative Positive

Interior

technology Create step using technology Positive Negative Positive Negative

Parallelism The steps 11 and 12 and 13

parallel to steps 1 to 10 Positive Positive Positive Negative

5.1. Optimal performance of remove activities

Unnecessary tasks of a business process. Control tasks in the business process a positive

aspect do not upgrade but these tasks to resolve the problem created in the previous steps in

the model are the main characteristic of embedded control duplicate tasks. The existing

situation of the administration of the credits that are part of the planning is the allocation and

licensing projected credit project (according to feasibility reports) on behalf of the beneficiary

and to continue technical development and referral offers. The initial estimate of a Pro Vice

Chancellor for the project and its cost-based price list published by the ministries of the

Government of the custodian of each year in accordance with the country's economic

conditions will be published. The initial estimation of the project with the approval of the

technical Affairs and projects, to the planning and Budget Office and referral credits. By

applying the method of choice in this section that aims to speed up processing and reduce

costs for the preparation of an order is a positive influence on the process, activity will be.

Although it appears the flaw of this potential reduction of optimal performance is the quality

of the services provided, but here is an important step and serve the same influence on the

initial estimation of the volume and price by technical and construction is the main activity, in

keeping with the quality of this step will not create a problem. In the Figure 3, with the

amendments to the existing situation and to see the method. May be claimed in this section

coincide with the removal of duties on step number 1 that corresponds to the technical and

construction work referred to the Vice President and step 3 referred again to the project file

that corresponds to the credit unit, optimal performance in tasks also. Because by combining

functions and eliminating the referral process and send the title, delete step 2.

5.2. Optimal performance of combine activities

Combine small tasks and major tasks to be divided into smaller tasks. Combine tasks, when a

resource to meet an order spends, is reduced and also the positive influences on the quality of

the work presented. On the other, increase too much a task can cause the first faced by

reducing the timeframe to be used as an advantage and a disadvantage against reducing the

quality of the smaller tasks task breakdown. The status quo of technical project design and

process control projects after discussion of the validity and the budget process will be referred

to the Civil Affairs up through the financial and Economic Affairs to Deputy City bidding to

hold the post. It is known that in this part of the process will not be sent, except for any

activity, so if this post directly from the credit Bureau of budget and financial affairs in step 5

to step 6 bids to hold the post, in the meantime, delete one step of the process, which is the

same as step number 6 in the process (optimal performance remove the activity). Step number

8, his chief task as the Chief Deputy of finance and economy of the city and entrusted this

task with the task of holding the bidding and announce the results combine it.



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Figure 3. Optimal performance of remove activities

In the continuation of the activities of the process, financial affairs, while holding the tender

and contract documents for Governors to Senior Manager (Mayor's Office). It seems because

the feasibility reports on the orders of the senior management on the implementation of the

project certainly has been applied at this stage inform the aspect and the senior management

office due to conflicts with the many other sets of processes associated with losing a lot of

time in this step we'll be facing, therefore, suggested that the results of tenders by the Deputy

Senior Manager financial duty to impart a kind of transference is also the responsibility of the

contract, the version Of the contract to the Office of the Director of information for the post,

without being slowed in the process of implementation of the projects in this section.

5.3. Optimal performance of assignment

Assign resources in such a way that the maximum flexibility for the near future. For example,

if an order using any of the two available resource can be done, do the most professional

source to order. With this method, the probability of a public source is available free for other

tasks more will reduce the maximum overall time in the queue ... stay with reduced likelihood

of idling an order and have the most expertise, staff who have more work doing the same

would be to increase the quality. Of the advantages and disadvantages of the method of

creating the work load is unbalanced, which reduced job satisfaction and will likely become

the specialists to reduce public workers. The steps 7 and 8 to sort of face time with the method

of assignment have been meaning that notification and send the transcript to the urban

economy and financial affairs can be entrusted. Figure 4 of the existing situation and

corrected the steps 6-10 to show.



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Figure 4. Optimal performance of assignment

5.4. Optimal performance of Interior technology

With the use of new technology to try to change the physical restrictions. The advantages of

the new technology enhance the quality of service and provide new ways for participants (the

traditional method of implementation of the changes the business) and the disadvantages of

this method, the activities related to the purchase, development, implementation, training and

maintenance of the high cost of the technology is that although the possible positive effect in

time. As new technology can cause fear effects on other employees, and that these effects can

reduce the quality of the business process. So do the tasks faster, with less cost and better

results of the advantages of the technology and the cost of creating a task and run system

flexibility is less than the HR in front of the changes, the disadvantages of this method are

considered. Figure 5, optimal performance enhancement of information technology show.



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Figure 5. Optimal performance of Interior technology

5.5. Optimal performance of parallelism

Is it possible to run tasks in parallel? If possible the simultaneous execution of tasks,

including benefits will be reduction of the time and even the costs in doing tasks. Parallel in

front of the building can be a negative effect on a business process that includes the

probability of the stop, are created. As well as the management of processes at the same time

can be more complicated, which caused errors (in quality) or runtime limits compliance

(flexibility). Therefore, the project map design program in phases 1 and 2 between the two

advisers could be more quality of design, architecture, structures and run due to create a sense

of competitiveness between the advisers and on the other hand more significant reduction in

the time necessary to design because most of these activities due to numerical computations

and draw maps, usually on time. There are four operating alongside the technical consultant

and executive arm can be civil to this part of the process described in step 2 of the primary

volume immediately after the budget and estimates based on the list price is a project for the

first phase of the studies that the initial design of architecture and structure will be sent up on

the side of the implementation process of this part to simultaneously run and the output of this

step by step 10 to be common for phase II studies. It is evident that the first and second phases

consultants no cannot be shared. The first phase of the primary part of the studies is provided

by resident Advisor is an annual contract with 4 operating the technical Affairs and projects

are run and the second phase on the basis of the process of selection process that will be the

main part of these studies with more accuracy the selected consultant will be responsible for.

Figure 6, the current process and the corrective steps 11 and 12 to take hundreds of steps 1 to

5 again.



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Step 14 relating to phase II studies, and selected by the consultant will be executed and step

15 and 16 control steps for step 14. The output of the second phase, more detailed

documentation and studies of the cost of construction and of technical and operation size

dimensions for the Executive contractor selection. It is better to run more accurately and make

a better interface for better monitoring and control in this part of the project control systems.

As well as the use of new technologies, the possibility of achieving such targets will provide.

Figure 6. Optimal performance of parallelism

In the end, the optimal process model of supervision and control over the project design and

technical development in Figure 7.



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Figure 7. The optimal model of the process monitoring and control over design of technical

and civil project



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