1. University of Sunderland COMM80 Risk Assessment of Systems ChangeUnit 9 Risk Assessment: Business Activity Maps (BAMs) COMM80: Risk Assessment of Systems Change Unit 9

2. University of Sunderland COMM80 Risk Assessment of Systems ChangeUnit 9 Objectives of Session Coverage To understand the use of RAMESES Business Activity Maps. To understand the purpose of RAMESES Business Activity Maps. To develop an ability to read, modify andcreate such maps.

3. University of Sunderland COMM80 Risk Assessment of Systems ChangeUnit 9 Business Activity Maps (BAMs) Focus on perspective of fit of system to business. –Layers of information, current, proposed system Tutorial: consideration of usage, modification of existing maps.

4. University of Sunderland COMM80 Risk Assessment of Systems ChangeUnit 9 Requirements for the Technique Evolved in response to three main requirements for a Small-Medium Enterprise (SME) environment: –effective acquisition (gathering the data), without disrupting the business, –accessible presentation of findings, and –analysis of the business process.

5. University of Sunderland COMM80 Risk Assessment of Systems ChangeUnit 9 Mapping the Business Activity Mapping happens at two levels: –managerial (macro) This follows the reporting structures for the area of the business being examined. –operational (micro) This follows the individual tasks in a process.

6. University of Sunderland COMM80 Risk Assessment of Systems ChangeUnit 9 Mapping the macro (top) level To map the business activities at the macro (managerial/top) level “reporting- to” and “responsibility for” structures are used. –A starting point for these can be organisational hierarchy charts.

7. University of Sunderland COMM80 Risk Assessment of Systems ChangeUnit 9 Example – starting at the top level

8. University of Sunderland COMM80 Risk Assessment of Systems ChangeUnit 9 Mapping the macro level … Then the boundary for the project is identified. –only the relevant reporting-structures are tracked any further. –To track this information from the senior managers worksheets (forms) are used.

9. University of Sunderland COMM80 Risk Assessment of Systems ChangeUnit 9 Example – starting at the top level

10. University of Sunderland COMM80 Risk Assessment of Systems ChangeUnit 9 Example top-level Worksheets The top worksheet (form) collects the “data from each senior manager within the areas of concern to the project.

11. University of Sunderland COMM80 Risk Assessment of Systems ChangeUnit 9 Example top-level Worksheets The second worksheet (form) typically records: the managerial/supervisory structure below this particular senior manager the related responsibilities, and any software that is believed to be used within their area of influence.

12. University of Sunderland COMM80 Risk Assessment of Systems ChangeUnit 9 Constructing the top- level Business Activity Map This mechanism of gathering the necessary data using worksheets (forms). –avoids the need for specialist training of the staff. –reveals the senior managers perceptions of what is happening within the organisation.

13. University of Sunderland COMM80 Risk Assessment of Systems ChangeUnit 9 Macro Level Example

14. University of Sunderland COMM80 Risk Assessment of Systems ChangeUnit 9 Mapping the micro level To map the activities within a business process at the micro level individual task inputs and outputs are tracked.

15. University of Sunderland COMM80 Risk Assessment of Systems ChangeUnit 9 Task Trailing

16. University of Sunderland COMM80 Risk Assessment of Systems ChangeUnit 9 Task Trailing

17. University of Sunderland COMM80 Risk Assessment of Systems ChangeUnit 9 Purpose of the Micro (bottom/operation level) Gathers the detailed data required. Identifies Staff within the Business Processes. Documents the Task Trail for the Business Processes within the boundary, including: Identification of IT usage. Audit Staff IT Profile. Audit Staff IT-Satisfaction.

18. University of Sunderland COMM80 Risk Assessment of Systems ChangeUnit 9 Micro-level Worksheets These sheets are for individual sets of “input-task-output”.

19. University of Sunderland COMM80 Risk Assessment of Systems ChangeUnit 9 Micro-level Work sheet (for details of IT-usage etc.)

20. University of Sunderland COMM80 Risk Assessment of Systems ChangeUnit 9 Construction of the Business Activity Map The operational-level task trail data is gathered from individuals at their work areas using a set of worksheets (forms). –Again this approach avoids the need for specialist training of the staff. –The data from each individual is used to construct the complete business process (detailed business activity map).

21. University of Sunderland COMM80 Risk Assessment of Systems ChangeUnit 9 Micro Level Example

22. University of Sunderland COMM80 Risk Assessment of Systems ChangeUnit 9 Presenting the Maps: Hierarchies and Layers. Hierarchies are traditionally used in process modelling to drill down into the detail of a process. –In this approach comparisons can be made between the activities perceived by management levels and the operationalised activies. Layers allow additional features to be added to/removed from a map. E.g: –IT support is superimposed onto the maps. –Staff skill can also be added.

23. University of Sunderland COMM80 Risk Assessment of Systems ChangeUnit 9 Presenting the Maps: IT Usage Maps with IT usage added provide richer data sets. –They also enable comparisons (managerial v. operational).

24. University of Sunderland COMM80 Risk Assessment of Systems ChangeUnit 9 … Systems Usage Layer Added Colour is used to represent different software solutions detected as in use.

25. University of Sunderland COMM80 Risk Assessment of Systems ChangeUnit 9 Presenting the Maps: Current and Planned IT Usage. Maps with IT usage added provide richer data sets. –They enable comparisons between the current usage of IT and the planned usage.

26. University of Sunderland COMM80 Risk Assessment of Systems ChangeUnit 9 Proposed System Layer Added Proposed system usage

27. University of Sunderland COMM80 Risk Assessment of Systems ChangeUnit 9 How is this Risk Analysis? The sets of maps highlight: –Inconsistencies between the managerial views of the business activities and their actual operation. –The usage of IT in the organisation (official and un-official) and the level of reliance on these solutions. –The extent of change from the current state of IT usage to the proposed IT solution. –The staff competency and confidence in using current IT solutions. In all cases the bigger the gap between the comparisons the greater the risk in a change management project. –Without the maps decisions would have been based on inaccurate managerial knowledge/data. –With the maps the risks accompanying the change are made explicit and can be dealt with.

28. University of Sunderland COMM80 Risk Assessment of Systems ChangeUnit 9 Summary You have been introduced to RAMESES Business Activity Maps. The concept of mapping at the macro (managerial) and micro (operational) level has been discussed. The process used to gather the data and construct the maps has been defined. Some ways in which the maps can be use for analysis have been highlighted. The link with Risk Analysis has been made explicit.