1. Business Process Management at Czech Technical University in Prague
Lessons Learned
Faculty of Electrical Engineering
Faculty of Information Technology
Pavel Náplava
Robert Pergl

2. Pavel Náplava CTU FEE in Prague Centre for Knowledge Management Since 2009
Information Management
Information Systems
Business Process Management
Project Management
Business Analytics
Business Informatics
Applied Management
Clouds
Pavel Náplava and Robert Pergl
EEWC 2015

3. Robert Pergl CTU FIT in Prague Centre for Conceptual Modelling and Implementation Since 2012
Enterprise Engineering
Software Engineering
Theoretical Computer Science
Programming Paradigms
Software Development
Pavel Náplava and Robert Pergl
EEWC 2015

4. TRANSFORMATION REASONS
Pavel Náplava and Robert Pergl
EEWC 2015

5. PROBLEMS & SOLUTIONS  Lower budget  Higher competition
 Minimal costs
 Minimal redundancy
 Automation of processes
 Full-Cost model
Pavel Náplava and Robert Pergl
EEWC 2015

6. BUSINESS PROCESS MAGEMENT (BPM)
Ministry of Education, Youth and Sports prepared basic framework for effective academic institutions based on Lean Methodology.
New BPM project with the following goals
Map and describe supporting processes
Optimize supporting processes
Present all processes to employess, students and public
Reduce redundancies
Automate selected processes
Examine BPM in order to determine its usage for the university
Pavel Náplava and Robert Pergl
EEWC 2015

7. STORY #1 FEE
Pavel Náplava and Robert Pergl
EEWC 2015

8. PROCESS AS A SERVICE Based on BPMN notation Scenario of user actions
Group of all related processes and information for doing an activity
Combination of AS-IS and TO-BE state
Pavel Náplava and Robert Pergl
EEWC 2015

9. PROCESS PORTAL Part of the faculty web
Can be used by employees, teachers, students and public
Anyone can provide a feedback
Anyone can make a new proposal
Pavel Náplava and Robert Pergl
EEWC 2015

10. PRESENT STATE OF THE BPM PROJECT
All Supporting processes are mapped
300 Process maps
150 Processes as a service
Process portal is working
3 Processes were selected for the automation
Process models are used for the faculty operations
Position of the centre is established and strong
State of the project: SUCCESSFUL
Pavel Náplava and Robert Pergl
EEWC 2015

11. BPM PROJECT KEY SUCCESS FACTORS
ENVIRONMENT - understanding of an institution and its culture
TEAM - creation of an experienced and acceptable team
COMMUNICATION - building of communication channels and continuous communication
PRESENTATION - selection of the appropriate form of presentation of results
GOALS - definition of real, achievable and meaningful goals
Pavel Náplava and Robert Pergl
EEWC 2015

12. KEY SUCCESS FACTOR MATURITY MODEL
0 = nothing
New area for us
2 = basic
Having basic idea
4 = complex
Knowing nearly everything about the area
5 = excellent
Having excellent knowledge
Minimal sucess value = 2
Pavel Náplava and Robert Pergl
EEWC 2015

13. MATURITY MODEL DEVELOPMENT 2009-2010
Pavel Náplava and Robert Pergl
EEWC 2015

14. MATURITY MODEL DEVELOPMENT 2011-2012
Pavel Náplava and Robert Pergl
EEWC 2015

15. MATURITY MODEL DEVELOPMENT 2013-2014
Pavel Náplava and Robert Pergl
EEWC 2015

16. EXTERNAL COOPERATION West Bohemia University in Pilsen
Similar but unsuccessful project
Faculty of Mechanical Engineering at CTU in Prague
Process portal
ŠKODA PRAHA Invest
Commercial project
New experiences & source of financing
Pavel Náplava and Robert Pergl
EEWC 2015

17. CONCLUSION PROJECT HAS BEEN SUCCESSFUL
Reasons why the project was successful
Internal Center of Excellence
Full responsibility for the project
Combination of practical experiences and student’s flexibility
Patience and tolerance of mistakes
Not tightly defined goals at the beginning of the project
Flexibility, appropriate communication, feedback, creativity, …
Further steps:
Cooperation with the Rector’s Office
Preparation of the university information strategy
Mapping of selected main processes
Pavel Náplava and Robert Pergl
EEWC 2015

18. STORY #2 FIT
Pavel Náplava and Robert Pergl
EEWC 2015

19. CONTEXT
FIT originated in 2009 by splitting the Dept. of Computer Science from FEE.
“Everybody doing everything”.
Process mapping initiative similar to FEE
However a different goal: automation ASAP.
Pavel Náplava and Robert Pergl
EEWC 2015

20. BUSINESS PROCESS ORCHESTRATION

21. BUSINESS PROCESS ORCHESTRATION
OPEN SOURCE SOLUTIONS
INDUSTRIAL CUTTING EDGE
USER PORTAL
Pavel Náplava and Robert Pergl
EEWC 2015

22. OPEN SOURCE SOLUTIONS Extensive evaluation -> Activity + Liferay
Currently 2 systems running:
Portal for cooperation with industry
Alumni portal
+ Free licences => can be offered to other universities
+ Transparent, open architecture
- Missing functionalities
- Elaborate “explorative” development
Pavel Náplava and Robert Pergl
EEWC 2015

23. INDUSTRIAL CUTTING EDGE
IBM BPM
Currently 4 systems running + several more at FEE + projects for industry
Bachelor’s and Master’s theses whole process
States exams administration
Ph.D. study agenda
Registration of external cooperators
+ Development process
+ Functionality
License prices
Closed system, one hell of a complexity to configure and maintain
Pavel Náplava and Robert Pergl
EEWC 2015

24. EEWC 2015

25. EEWC 2015

26. USER PORTAL
EEWC 2015

27. SUCCESS?
Possibly yes, all the systems serve their purposes well and are successfully maintained and regularly upgraded.
Development cost fragment of commercial apps at the University.
However, not ideal.
Future way? Not sure yet.
Pavel Náplava and Robert Pergl
EEWC 2015

28. STORY #3 FIT
Pavel Náplava and Robert Pergl
EEWC 2015

29. APPLYING DEMO FOR BPM
Experiment performed on DEMO Bachelor students: semester project
I.e. not a profi DEMO project (yet ;-)
Processes previously mapped in BPMN at FEE (Story #1):
Getting to essential models?
Improving quality of models?
+ How well will the students perform? What will be easy form them and will be hard?
Pavel Náplava and Robert Pergl
EEWC 2015

30. TASKS
Divide the existing process description into ontological, infological and datalogical parts.
Pavel Náplava and Robert Pergl
EEWC 2015

31. TASKS 2. Elaborate basic DEMO models (OCD, PM, OFD)
Pavel Náplava and Robert Pergl
EEWC 2015

32. RESULTS The students exhibited:
Better skills in precise formulations (better naming and expressions).
The ability to discern ontological, infological and datalogical levels and their importance.
The essential model approx. 21% of the original model.
Challenges faced:
Not able to reach the most essential and simple models.
Struggle with proper formulations of transaction products.
Struggle of abstracting actor roles from actors.
Pavel Náplava and Robert Pergl
EEWC 2015

33. RESULTS
At the general level, the study helped us considerably with formulating current shortcomings of our BPM analysis (Story #1):
There are confusions about distinguishing red, green and blue levels in the original models -- for some activities, like report generation, it is not generally clarified to which level does it belong.
Negotiating about competences -- right now, process mapping is sometimes blocked by petty discussions who will do what.
Improving BPMN models using DEMO analysis requires participation of the stakeholders: e.g. sometimes it is necessary to clarify some concepts to decide about the ontological level.
DETAILS: CBI 2015
Pavel Náplava and Robert Pergl
EEWC 2015

34. CONTACTS naplava@fel.cvut.cz robert.pergl@fit.cvut.cz
Pavel Náplava and Robert Pergl
EEWC 2015

35. Thank you Questions?