Analysing As-Is Business Processes for an Organization: A Case Study of the Coaching Specialists

This report is focused on an organization named “The Coaching Specialists” that acts as brokers for private tutors as well as coaches to meet the requirement of clients. The organization provides coaching services to the clients so that they can develop particular skill or ability. The analysis of the existing business process within the organization reflects that the process being followed is complex which makes it time consuming. Hence, there is a need to make some changes to the process being followed by the organization.

Analysing As-Is Business Processes for an Organization: A Case Study of the
Coaching Specialists
Student Name: [Please Fill]
Student ID: [Please Fill]
Unit code and name: INF30005 – Business Process Management
Assessment number: Assignment 1
Due date: Monday, 2nd April 2018 @ 9:00am AEST
% weighting: 20%
I hold a copy of this assignment that can be produced if the original is lost/damaged. To the best
of my belief, no part of this assignment has been copied from any other student’s work or from
any other source except where due acknowledgement is made in the text. No part has been
written for me/us by any other person, except where such collaboration has been authorized by
the lecturer concerned.
_______________________________
Signature and date

BUSINESS PROCESS MANAGEMENT
Executive Summary
This report is focused on an organization named “The Coaching Specialists” that acts as brokers
for private tutors as well as coaches to meet the requirement of clients. The organization provides
coaching services to the clients so that they can develop particular skill or ability. In this report,
the discussions are carried out to determine the problems and issues that are existing within the
business processes of the organization. The analysis of the existing business process within the
organization reflects that the process being followed is complex which makes it time consuming.
Hence, there is a need to make some changes to the process being followed by the organization.
This report also presents the explanation on each process model for the business activities that
are executed within the organization. The steps are also mentioned in which the business
processes within the organization can be redesigned to make the process simpler and easy for the
clients.
Page 1 of 9

BUSINESS PROCESS MANAGEMENT
Table of Contents
Introduction......................................................................................................................................3
Assumptions....................................................................................................................................3
Problem Statement...........................................................................................................................3
Issues and opportunities of current process (es)..............................................................................4
Need for change...............................................................................................................................4
Identification of one essential issue/problem..................................................................................4
Explanation of process model..........................................................................................................4
Steps for re-designing the process...................................................................................................5
Conclusion.......................................................................................................................................6
Bibliography....................................................................................................................................7
Appendix – BPMN Diagram...........................................................................................................8
Page 2 of 9

BUSINESS PROCESS MANAGEMENT
Introduction
In this report, the discussions are carried out on a company “The Coaching Specialists”
which is based in Melbourne and it offers coaching services to the clients. The company helps
the clients to develop their particular skill or ability as per their requirement by providing
suitable private tutors and coaches. This paper highlights the problems and issues that are being
faced by the organization or existing in the business processes. The illustrations has also been
provided on each process model existing within the business process of the company. The steps
that are required for redesigning the business process has been listed in this report.
Assumptions
In context to the business case that has been provided on behalf of the company “The
Coaching specialists”, there may be various assumptions to be taken for designing the process
model. However, for designing the existing business processes within the organization the main
assumption that has been made is that there is appropriate information flow in the company.
Suitable information flow is an essential element that is required to complete the business
process within the organization in an effective and efficient manner. It has also been assumed
that there is suitable storage for recording the information of transactions being carried out in the
organization.
Problem Statement
The problems existing within the company are various and the major challenge being
faced by the organization is the business process is complex and very much time consuming. The
process being followed does not have a systematic approach or procedure to complete the entire
process of providing coaching services to the clients. The time for communication is another
problematic element in the business process of the company. This is because the time required
for informing the client and coach depends upon acquisition of approval from both of them in
context to the desired criteria. The client has to approve at each step being executed by the
company for assigning the assignment to a particular coach. This makes the process complex and
very much tiring for the company that emerges as a hindrance to business performance. The
company does not follows a standard procedure for payments realization that may make the
client to lose interest on the company.
Page 3 of 9

BUSINESS PROCESS MANAGEMENT
Issues and opportunities of current process (es)
From analysis of the case being provided on behalf of “The Coaching Specialists”
company, it has been identified that there are various issues and opportunities to make changes to
the business process of the company. The major issue that has been identified is with the process
to find coach and assigning a particular coach to proceed with assignment. The issue being faced
is that the client has to be always kept into loop for approval of each decisions being made to
find a suitable coach. This makes the process complex and iterative in nature to accomplish the
required tasks by the company. The implementation of verifier in the business process makes the
assignment procedure lengthy and time taking.
Need for change
There is a requirement to make some changes to the business process of the company as
it is complex and time consuming. The change is necessary as the company may lose client due
to the time required for processing the activities to assign a coach as per the client requirement.
The change is required as the complexity in the business process is reducing the business
performance of the company which in turn decreases the profitability and revenue generation.
Identification of one essential issue/problem
The major issues that has been identified as an essential element in context to the
business of the company is the time required for communication. The time required for taking
approval from the client as well as coach delays the entire process which in turn increases the
duration of entire coaching process. The client has to approve at each step being executed by the
company for assigning the assignment to a particular coach. This makes the process complex and
very much tiring for the company that emerges as a hindrance to business performance.
Explanation of process model
Key tasks Gateways Events Explanation
Enrolment for
coaching
Check whether client
information is in the company
database or not
If Yes  Confirm
information and
send to coaching
specialist
This process confirms
beginning of the procedure that
is being followed for executing
coaching process by the
Page 4 of 9

BUSINESS PROCESS MANAGEMENT
company.If No  Register
as new client
Finding
suitable coach
Check whether suitable coach is
available or not
If Yes  Arrange
appropriate time
and confirm the
time and cost with
client
In this process model, the
illustration is presented on
finding a suitable coach for the
client as per their requirement.
If No Find
another coach or
cancel the
assignment
Invoicing of
the
assignment
fees
Check whether the client agrees
and confirms to pay
If Yes  Proceed
with the
assignment
This process model depicts the
step that has to be taken before
proceeding with the
assignment.If No  Cancel
the assignment
and notify coach
Follow up to
determine
satisfaction of
client and
coach
Check whether the client and
the coach is satisfied or not with
the assignment
If Yes  Compile
reports and
confirm
assignment
completion
In this process model, the final
and completion activities are
involved that finalizes
completion of an assignment.
If No  Review
feedback and
make the
necessary
arrangements
Steps for re-designing the process
The steps that can be taken for redesigning the existing business process of the company
are listed as below:
Page 5 of 9

BUSINESS PROCESS MANAGEMENT
 Identify the requirements of the company: The proper identification and
requirement analysis will be done to determine the exact needs of the company.
 Determine the main elements: The proper organizing of the required elements to
accomplish the business processes will be done to increase the processing speed.
 Proper communication measures: There will be implementation of
communication or information system such that the communications can be
carried out in a fruitful and sequential manner.
Conclusion
From the analysis and discussions being carried out on the company “The Coaching
Specialists” it has been determined that there are various issues and problems existing within the
organization. However, the determined issues can be resolved by implementation of suitable
measures and modifying the business process being followed by the organization. The
description of the process models existing in the business suggest that there is no requirement for
a verifier for assigning a coach to a client. The list of steps that has been provided for
redesigning the process suggest that the necessary changes can be made for simplifying the
business process within the organization.
Page 6 of 9

BUSINESS PROCESS MANAGEMENT
Bibliography
Kumagai, K., Araki, M. and Ono, T., 2016. Business Process Modeling Method with
Hierarchical Business Variation Analysis. Electronics and Communications in Japan, 99(2),
pp.45-54.
Laudon, K.C. and Laudon, J.P., 2016. Management information system. Pearson Education
India.
Leonidou, L.C., Fotiadis, T.A., Christodoulides, P., Spyropoulou, S. and Katsikeas, C.S., 2015.
Environmentally friendly export business strategy: Its determinants and effects on competitive
advantage and performance. International Business Review, 24(5), pp.798-811.
Li, Y., Cao, B., Xu, L., Yin, J., Deng, S., Yin, Y. and Wu, Z., 2014. An efficient
recommendation method for improving business process modeling. IEEE Transactions on
Industrial Informatics, 10(1), pp.502-513.
Love, P.E., Matthews, J., Simpson, I., Hill, A. and Olatunji, O.A., 2014. A benefits realization
management building information modeling framework for asset owners. Automation in
construction, 37, pp.1-10.
Martinez-Simarro, D., Devece, C. and Llopis-Albert, C., 2015. How information systems
strategy moderates the relationship between business strategy and performance. Journal of
Business Research, 68(7), pp.1592-1594.
Panayiotou, N.A., Gayialis, S.P., Evangelopoulos, N.P. and Katimertzoglou, P.K., 2015. A
business process modeling-enabled requirements engineering framework for ERP
implementation. Business Process Management Journal, 21(3), pp.628-664.
Pinggera, J., Soffer, P., Fahland, D., Weidlich, M., Zugal, S., Weber, B., Reijers, H.A. and
Mendling, J., 2015. Styles in business process modeling: an exploration and a model. Software
& Systems Modeling, 14(3), pp.1055-1080.
Page 7 of 9

BUSINESS PROCESS MANAGEMENT
Appendix – BPMN Diagram
Page 8 of 9