Business Process Modeling for EPLC Angela Thomas Ryan Kahn Facilitated By Angela Thomas Ryan Kahn

Agenda The Role of Enterprise Architecture Significance to EPLC Review Criteria Introduction to Business Process Modeling Methodology and Models Benefits and Cases of BPM NIH Enterprise Architecture Contact: enterprisearchitecture@mail.nih.gov

Enterprise Architecture (EA) Enterprise architecture is a comprehensive framework used to manage and align an organization's Systems (IT) People Operations Projects with its operational characteristics (Office of the Chief IT Architect, NIH, 2009) NIH Enterprise Architecture Contact: enterprisearchitecture@mail.nih.gov

Significance of BPM to the EPLC EPLC BPM Deliverables • Business Case • Requirements NIH Enterprise Architecture Contact: enterprisearchitecture@mail.nih.gov

Review Criteria for EPLC What We Expect To See Initiation Phase (Business Needs Statement) Strategic Alignment Considered Reuse of Processes and/or Systems Concept Phase (Business Case) As-Is Business Process Model(s) To-Be Business Process Model(s) Performance Metrics Identified Adherence to NIHRFC0027 Requirements Analysis Phase (Requirements Document) Traceability to Business Process Models Traceability to Performance Metrics NIH Enterprise Information Technology Architecture Contact: enterprisearchitecture@mail.nih.gov

Business Process Modeling What is a Business Process? A collection of activities that takes one or more kinds of inputs and creates an output that is of value to the customer. (Hammer & Champy, 1993) What is Business Process Modeling The consistent, repeatable and reusable approach to capture, organize, validate, analyze and depict the explicit business information to support all corporate initiatives. (Baker & Tyler, The Discipline of Business Modeling) Michael Hammer and James A. Champy (Business Process Reengineering ) Argue that too much time is wasted passing-on tasks from one department to another More efficient to appoint a team who are responsible for all the tasks in the process NIH Enterprise Architecture Contact: enterprisearchitecture@mail.nih.gov

BPM Methodology Decomposition Method Technique used to break down a process into component parts Methodology: Business Co-Formulation* Document Co-Formulation (DCF)* Facilitated Co-Formulation (FCF)* Segue: what is decomposition? Decomposition: A technique used to break down a process into its component parts When defining BPM, we talked about capturing business information Decomposition is how we capture the business processes Decomposition is 1st step to create a model The term for decomposing the sources of info (given to us by BG) is BCF DCF - source doc FCF - SMEs reason for two types of co-formulation is because of the different types of knowledge Sources of knowledge: Explicit: knowledge that is written in documentation, slides, web sites etc. documentation that was created by SMEs contains ideas, context and information Anything that we can read that has information we can and will use in a model Implicit: knowledge that is assumed or inferred within documentation or actions. SMEs create documentation with certain assumptions (it is our job to read between the lines and determine assumptions) Tacit: Tacit knowledge piggybacks off of Implicit Knowledge. knowledge that is difficult to be transferred to another person by means of writing down or verbalizing it Racecar example Not endorsing anyone, just sharing our chosen methodology BG is our standard methodology facilitates conversation and knowledge transfer * Source: BusinessGenetics NIH Enterprise Architecture Contact: enterprisearchitecture@mail.nih.gov

Elements of a Business Process Model What activities must the business perform to achieve its purpose? Who performs each activity (role, organization, system)? Which information is used to perform each activity and which information is produced by each activity? Where are the activities performed? When are they performed? How do all the above interrelate to yield a business processes? NIH Enterprise Information Technology Architecture Contact: enterprisearchitecture@mail.nih.gov

WHAT Model Hierarchical representation of a complete set of business activities that support the achievement of a specific business purpose. What Model: Hierarchical representation of a complete set of business activities that support the achievement of a specific business purpose Each box represents a business activity Each step down is called a level A level is where the activity falls within the hierarchy of the What Model The Level 0 is the ultimate activity; what are you trying to do – what is the business or process? All of the levels below that that Level 0 box are the activities that must be completed in order satisfy that purpose NIH Enterprise Architecture Contact: enterprisearchitecture@mail.nih.gov

WHAT Model Use To obtain a complete set of business activities necessary to support a specific business purpose (super set of activities) To create a foundational framework from which all of the other Decomposition models are based To depict business activities in a manner that is simple and easy to understand Enables activity structure Enables activity leveling Defined: Obtain a complete set of business activities necessary to support a specific business purpose Create the foundation from which all other decomposition models will be based Purpose driven tasks –why are you actually doing something, Depict the business activities in a manner that is simple to ready and easy to understand. To ensure purpose attainment Modeling Use: Stabilizes and connects all activities performed within a business Organizes the activities into logical grouping Ensures activity structure Ensures activity completeness Ensures activity leveling Ensures consistent terminology NIH Enterprise Architecture Contact: enterprisearchitecture@mail.nih.gov

WHAT Model Rules and Dimensions In order to… What do you need to do? If you… Have you?

WHICH Model Representation of the business information needed to perform the activities, or that is produced by performing the activities. Networked representation of the business information needed to perform business activities. Contains all the unique qualified objects to support the activities of the WHAT model. In simple terms, the Which model contains the inputs and outputs from activities in the What Model. Consists of: Entity The principal object about which information is to be collected Generally a thing (customer, product) or event (sale, payment) Contain attributes  a set of information that as a whole, fully describes the entity to which they are associated (Customer: address, name) Manage relationships  association between entities depicts a business relationship assertion Artifacts Document Form Report NIH Enterprise Architecture Contact: enterprisearchitecture@mail.nih.gov

WHO Model Hierarchical representation of organizational units, roles, people and systems involved in performing business activities. Hierarchical representation of organizational units, roles, people and technologies involved in performing activities. Glorified org chart? There are some differences A Who Model is aligned with your purpose You don’t ever have specific names You may include WHOs external to your organization NIH Enterprise Architecture Contact: enterprisearchitecture@mail.nih.gov

WHERE Model A visual representation of spatial / geographic locations where business activities occur Visual representation of spatial / geographic locations where business activities occur: Identifies where business activities are performed Attaches all pertinent geographic metadata (e.g. spatial, physical address) to the business term used to identify the location NIH Enterprise Architecture Contact: enterprisearchitecture@mail.nih.gov

WHEN Model Representation of time in which business activities can occur, that facilitates an understanding of business time considerations. A visual representation of time in which business activities can occur Facilitates understanding of business time considerations. Attaches all pertinent geographic metadata (e.g. spatial, physical address) to the business term used to identify the location NIH Enterprise Architecture Contact: enterprisearchitecture@mail.nih.gov

HOW Model Sample NIH Enterprise Architecture Contact: enterprisearchitecture@mail.nih.gov

HOW Model Defined… Modeling Use… Model that ties everything together Used to display workflow on a single or multiple levels Incorporates all other models and dimensions Provides a single comprehensive view of the business operation Who does What activities with Which information Where the activities are performed in the process flow When do the activities take place along process flow Different business scenarios Dimensions Activities Role Entities Locate Time Frame Definition Representation of a complete business process flow Incorporates all other models and dimensions Provides a single comprehensive view of the business operation   Use The comprehensive model relates all 5 dimensions is one all-encompassing graphic view: Illustrates Who does What activities with Which information Shows Where the activities are performed in the process flow Shows When do the activities take place along process flow Highlights different business scenarios Dimensions HOW Models are made up of the dimensions from the other models Activities Role Entities Locate NIH Enterprise Architecture Contact: enterprisearchitecture@mail.nih.gov

Benefits of BPM Clarifies processes, roles and definitions Clearly depicts the contribution of every activity to the overall business purpose Allows holistic view of the entire process Bridges the gap between “IT” and the business Enables informed and quantitative decisions Provides a single source of information Promotes continuous collaborative improvement Provides framework for use cases and system requirements People know what they do and don’t: Look upstream / downstream Look cross functionally BPM allows cross functional units to collaborate from the same picture / source NIH Enterprise Information Technology Architecture Contact: enterprisearchitecture@mail.nih.gov

Success Stories MTA: Defining Processes Issue: Determine business needs for new system to support the management of materials. BPM Value: Identified system support similarities between the inbound and outbound transfers enabling the possibility of re-use during in house system development. Derived requirements for potential COTS systems. Similar needs for inbound and outbound Derive requirements for potential systems  add to slide? NIH Enterprise Architecture Contact: enterprisearchitecture@mail.nih.gov

Success Stories HSPD-12: Proving Compliance Issue: Prove HSPD-12 compliance, eliminate data quality errors, and improve manual processes. BPM Value: Proved HSPD-12 compliance. Reduced data errors. Uniform across NIH Efficient process, saves time, saves paper, increases data quality Graphic to show business process area (color coded for functional area) High level roadmap NIH Enterprise Architecture Contact: enterprisearchitecture@mail.nih.gov

Ongoing Initiatives Enroll Non-local Organization Issue: Manual intervention, duplicating processes, multiple data checks. BPM Value: Suggested an automated QC check and eliminating duplicative, manual checks. Demonstrated similarity in business processes between enrolling vendors & organizations. can be used cross functionally: - eRA - Vendor  Purpose is same Institution obtains a DUNS number Institution registers with the Central Contractor Registry (CCR) Establish E Business Point of Contact (E-Biz POC) Establish Marketing Personal Identification Number (MPIN) for E-Biz POC Institution registers in eRA Commons website Establish a Singing Official (SO) May establish Account Administrator (optional) eRA Commons Upon completion of online registration, SO must fax a signed copy of the registration to eRA Registration is reviewed manually by User Support (1) must be research (2) submitter must be officer or high ranking official (3) institution name must be in English (4) CCR address verification (5) CCR DUNS verification Data Quality CCR address verification Similar Validation X 2 (Could be automated) Similar Data X 3 NIH Enterprise Architecture Contact: enterprisearchitecture@mail.nih.gov

BPM for EPLC Support Contact Information We’re here to help you! We can provide guidance and assistance to projects in meeting the requirements of EPLC. Class http://training.cit.nih.gov/ Course IT800 - Business Process Modeling Website http://EnterpriseArchitecture.nih.gov Email EnterpriseArchitecture@mail.nih.gov Rules for submitting BPM: NIHRFC0027 http://enterprisearchitecture.nih.gov/NR/rdonlyres/1886FFBF-72D8-4BE6- AEEC-37D81915072D/0/NIHRFC0027BusinessProcessModeling.pdf Subscribe to the EA LISTSERV: http://list.nih.gov/archives/enterprise_architecture.html BPM Contacts Angela Thomas Ryan Kahn (301) 451-3766 (301) 435-8190 angela.thomas@nih.gov ryan.kahn@nih.gov NIH Enterprise Architecture Contact: enterprisearchitecture@mail.nih.gov