Business Process Modeling: Definition, Benefits and Techniques

The term "business process modelling" refers to the process of producing a graphical representation of an organization's various operations.

Business Process Model (BPM)
Contents
Introduction:...................................................................................................................2
Business Process Model (BPM):....................................................................................2
Current Model:...........................................................................................................2
Proposed Models:.......................................................................................................4
Proposed Process Model for The Client:................................................................4
Proposed Process Model for The Artists/Band:.....................................................5
Proposed Process Model for The Artists/Band:.....................................................6
Strategic Analysis:..........................................................................................................8
Strengths:....................................................................................................................8
Weaknesses:...............................................................................................................8
Opportunities:.............................................................................................................8
Threats:.......................................................................................................................8
Open Source Software Comparison Table:....................................................................9
Vtiger CRM:...............................................................................................................9
ERPNext:....................................................................................................................9
Compiere:...................................................................................................................9
Odoo:..........................................................................................................................9
Music Mates Analysis Report:.....................................................................................11
Current Situation of Alexander, Sergei, and Vassily:...............................................11
Strategic Roadmap:..................................................................................................11
Business Strategy:....................................................................................................11
Music Mates’ Organizational Structure:..................................................................12
Marketing, sales, and customer service:..............................................................12
Finance and Accounting:......................................................................................12
Laws and Regulations Department:.....................................................................12
IT Department:.....................................................................................................13
Conclusion and Recommendations:.............................................................................14
References:...................................................................................................................15
1

Reflective Summary:....................................................................................................17
Introduction:
The research will determine Music Mates' existing business processes as well as
deliver and elaborate a strategic plan and road map for a smooth transition from their
current way of conducting business procedures to new processes. In other words, the
research will focus on how Music Mates is currently conducting business and how
specific strategic initiatives will help Music Mates expand both internally and from a
branding standpoint. This article will also identify and analyze Music Mates' primary
divisions, such as management, finance, and operations, as well as business functions
such as marketing and software and technologies, etc.
Business Process Model (BPM):
It's a standard that lets companies visualize their internal processes using graphs and
charts (Beausoleil-Morrison, 2020). Businesses will be better able to respond to
business-to-business management issues if they have a better understanding of both
internal and external shortfalls (Braun & Esswein, 2014).
Current Model:
2
Received the request.
Recognize the
specifics of the
request.
Do you have
the time?
Make a new
date suggestion.
Quote a price and
finalize the booking
details.
Payment and contract
mailed to you.
Confirm receipt of
mail by calling the
client.
Contact the band and
notify them of the
upcoming plan.
The band takes the stage.
N
o
Yes.

For Music Mates, the existing business process is represented by the above model.
The client discovered the band on the website and called them. After questioning
about the timetable and compensatory picks, both parties agree on reservation and
requirements. The client sends the signed contract and a check fee to the
administrator's workplace, which is received by the representative. Purchase is
received after the agreement is confirmed and the check is presented at the bank.
When the band is informed of the timetable and reservation details, they show up at
the event, and after the performance, each member receives his or her portion of the
payment.
Given that Music Mates currently intends to establish their business, the organization
will undergo numerous modifications. These modifications typically involve
modifications to the entire business process, such as eliminating manual work and
incorporating technology into the processes of firms. Second, newer marketing and
business strategies will be introduced. Finally, and most crucially, developing the
organizational structure and maximizing resource consumption will be required
The business models below provide an insight of how the business will function using
the proposed models.
3

Proposed Models:
Proposed Process Model for The Client:
4
Info
Website
Booking confirmed
and email sent to
client
Customer service
is engaged with the
client.
Payment channels
displayed
Yes
Client leaves
website
No
Client
Agrees
Schedule and contract details
displayed
Booking
Client Opens
the website
Contact Music
Mates
Ask client to book
through website
Booking
Info
Booking or
InformationPhone/Visit
Website or
Phone/Visit
Client Obtains
Information
Booking or
Information
Client enters
requirements
Client makes
payment

Proposed Process Model for The Artists/Band:
5
Website
Customer service
is engaged with the
client.
Client Opens
the website
Contact Music
Mates
Ask client to book
through website
Booking
Info
Booking or
InformationPhone/Visit
Website or
Phone/Visit
Client Obtains
Information
Yes
Select
service type
Info
Booking confirmed
and email sent to
client
Client leaves
website
No
Client
Agrees
contract details displayed
Booking
Booking or
Information
Upload data
according to
service type

Proposed Process Model for The Artists/Band:
6
Request
received
Website
Customer service
is engaged with
the client.
Phone/Visit
Website or
Phone/Visit
Client or
Artist/Band Client
Client interface
page opens
Booking or
Payment
Booking
Payment
Schedule saved in
calendar
Payment details transferred to accounting department
Acc.
Dept.
Marketing.
Dept.
IT.
Dept.
Studio
Dept.
HR.
Dept.
Legal
Dept.
Inventory.
Dept.
Band interface
page opens
Artist/Band
Marketing
Request type
Registration
Registration page opens

Clients can contact Music Mates in two ways: through the website or by phone. In
both cases, the client will complete the transaction via the website channel. Musicians
are also given access to a website and manual platforms. The website interfaces of
bands or artists, on the other hand, would be separate.
Clients will be registered to Music Mates after making a payment, and the details will
be sent to their email addresses.
The business will have various operations that will move company data as well as link
up the essential information across all stakeholders. The process model is a visual
representation of procedures that includes departments like accounting, databases, and
marketing.
7

Strategic Analysis:
In order to optimize, the organization must assess where it is now and where it needs
to be heading. Organizations need to understand the businesses' core strengths as well
as other variables that might have a substantial impact on the strategic plan
(Stevenson et al., 2014). For this reason, we will use SWOT analysis to evaluate the
realities of the models.
Strengths:
 Music Mates' founders are all sound engineers, therefore they're no strangers
to the music world.
 Alexander, Sergei, and Vassily have all played in bands before. This allows
them to assess how a band operates and what they expect from their managers.
 Exposure on television and radio.
 New bands are interested in working with Music Mates
 They have a lot of connections and are well-known.
 The democratic management style provides for little to no internal conflict.
Weaknesses:
 Music Mates would be a new company on the market. The founders have no
prior business expertise.
 The firm operates manually, and without using technology, the organization
lacks marketing streams and requires additional marketing channels in order to
develop.
Opportunities:
 Artists can use their sound engineering knowledge to entice new musicians to
join Music Mates.
 By using IT tools, agents will be able to administer Music Mates' day-to-day
activities more efficiently.
 Music Mates will be able to increase engagement by incorporating capabilities
including marketing into their IT software solution, resulting in an increase in
clients.
Threats:
 Any new law enacted by the government could have a direct impact on the
business.
 The presence of various of organizations might promote competition and split
the intended client base.
8

Open Source Software Comparison Table:
An information system processing software is needed by Music Mates to modernize
its operations, as previously detailed in the report The organization is required to
maximize the value of its resource management while minimizing the risk (Basahel &
Irani, 2009). It tries to make reliable, effective, and profitable use of all its assets.
Considering that Music Mates is a new entrant in the market as a medium sized
business, it should choose a software that will allow it to make the most of its
resources.
Music Mates should emphasize features and functions, expense, ease of use, usability,
confidentiality, and customer service in the software. As opposed to proprietary
technology, Open Source Software is an excellent option in this case to take into
account. You can keep costs as low as possible and get most of the processes you need
for your business. Moreover, owing to the open code, the agency can modify some
extensions to suit their needs. Some of the best features of four different CRM and
ERP software can be found in the following description.
Vtiger CRM:
Developed for small and medium-sized businesses, it is an open source CRM. To get
a feel for the software, you can download the 15-day free trial. Vtiger’s biggest flaw is
that it does not offer any ERP assistance. The level of customer service also varies
depending on the package selected (Vtiger Features List | CRM Tools, Functionalities
and Capabilities, n.d.).
ERPNext:
ERPNext is an ERP and CRM software. The user interface is quite intuitive.
ERPNext's CRM offerings are significantly limited. ERPNext published a new
version in 2018 (ERPNext, n.d.).
Compiere:
Compiere is an ERP/CRM software. C Each customer pays $600 annually, with a 30-
day free trial included. The interface is not particularly user-friendly, and newcomers
may struggle to adjust to it (Compiere, n.d.).
Odoo:
Odoo Business software is a combination of ERP and CRM facilities that can be used
together. The price varies according to the selected features by the customer. Users
will find the interface to be easy to use.
A quick glance at the following comparison table will help to clarify the differences
between all of the software mentioned above.
9

Software
Characteristics Vtiger CRM ERPNext Compiere Odoo
Functions
Profits and
Analytics,
Schedule and
Organizing,
Activity Tracker,
Monitoring, and
Navigation system
are just a few
examples.
Accounting and
human resources
services, Management
of orders and
inventories, Sales
Services, Planning and
Scheduling, Monitor
for Social Network
and Messaging
Systems
Management of
orders, cash flow
management,
business perspective
overlay, client
history, profits, and
automation are just a
few examples.
Management of
packages and
contracts
administration:
accounting and
monitoring; supply
chain management;
Workforce
management;
information
exchange; sales and
marketing; brand
management;
automation; task
management and
scheduling
Cost
120$-360$/annum
(Depends on the
Package)
150$/annum 600$/annum
One free feature, and
costly if more
features are added
Usability Understandable and
easy-to-use
Great user interface
that allows for easy
navigation.
Beginners have a
difficult time with
the user interface
Interface that is easy
to use and intuitive
Customer
Service
Depending on the
plan, the cheapest
pack only provides
online customer
service.
Customer service is
available both online
and during office
hours.
Customer service is
available only
during office hours.
24/7 Customer Care
Disadvantages ERP not available Only basic CRM
Services
It's challenging to
use, and the
customer support
isn't good. There is
no smartphone app.
Very expensive
According to our research, Music Mates should consider ERPNext for its
organization. It provides all of the facilities that a small business needs to function
effectively and efficiently. Numerous customers have praised its customer support.
Due to Music Mates' early development, ERPNext is a cost-effective investment for
the company.
10

Music Mates Analysis Report:
Developing Music Mates from the a part-time, manually controlled firm to a full-time
music agency is a challenging task that requires careful analysis via a Strategic Plan.
There are three questions that must be answered for any new venture or any
organizational change within an organization;
1. In what position do they currently find themselves in their business?
2. Where do they see themselves in a few years?
3. How can they go about achieving these goals? (Romero et al., 2016).
Current Situation of Alexander, Sergei, and Vassily:
Alexander, Sergei, and Vassily, who previously worked as Sound Engineers, are now
looking to extend their connection with music and work full-time as musicians/agents.
In the past, they have worked in small venues, on outings, and at special occasions,
and they have been taking a look forward to a more thoughtful approach to reach their
goal. They are looking for an expert to help them achieve their target because they
lack full understanding of business strategy and market aspects of the music world.
Strategic Roadmap:
Following a study of both current and proposed models at Music Mates, it came to the
realization that somehow the company was still employing manual techniques. From
accepting requests to coordinating with the musician to receiving cash, everything
was done by hand. The old method worked well with the old arrangement. Music
Mates, on the other hand, will need to build a management structure and a business
model if they want to become a music agency, which will require signing several
artists, working with multiple clients, and constantly monitoring all of these
operations.
Business Strategy:
The most crucial part for Music Mates to think about at present is developing a
strategic business plan. The organization must go through strategic adjustments while
adhering to the appropriate standards. “Having a clear methodology of Strategic
Systems Integration Planning is important for every business. As the size and
complexity of the entity grows, this criticality grows as well.” (Wilkin & Cerpa, 1998)
Now let's look into how the organization's new process design will help it achieve its
desired outcomes.
The incorporation of software to the company is the most significant difference
between old and modern strategy. The new model also establishes the pathways by
which customers or artists can access Music Mates. These pathways transmit data
from both ends to the agency's server, which connects them or functions as a link. The
firm has various internal procedures that are only understood by the firm and are
11

separated into distinct divisions as mentioned earlier.
The suggested modifications would allow functions to operate in a strategic manner,
with each division handling its responsibilities in order to attain the desired target.
Administration may also do a thorough analysis of all operations to determine which
departments require modifications and made sensible decisions based on the
information.
The suggested operations are divided into departments and will be represented in the
development of an organizational structure.
Music Mates’ Organizational Structure:
“Organizations use a variety of methods to engage people and focus their efforts
toward achieving corporate goals. The organization structure is made up of all of
these measures taken together.” (Ben-Ner, 2013)
Music Mates is now in a period of transformation, and an effective organizational
framework is necessary to coordinate all of the operations. HR Services, Production
Planning, and other divisions that are not necessarily related to customers must be
separated from the rest of the business. It also includes the divisions that will be the
center of our efforts in defining Music Mates Business's key strategies and
procedures.
Marketing, sales, and customer service:
Music Mates, as a startup, wants to expand its client base. Only when sales
department use modern advertising campaigns, this could be accomplished.
The following are a few of them:
Social Media Marketing:
"In the twenty-first century, social media marketing is an essential component of
company." (Felix et al., 2017). This crucial component of marketing is now missing
from Music Mates. A specialized staff specialized with marketing of bands and artists
on online platforms must be deployed by the organization.
Marketing at General Places:
Marketing department must advertise the musicians engaged with Music Mates in
general public areas. There are specific amounts of money that music retailers may be
charged in order to recognize their artists. As part of the sales process, the sales team
must identify attractive location and advertise certain types of artists in those areas.
Finance and Accounting:
The firm need a full-time financial and accounting personnel. For the first time in its
history, the firm will have to handle various payment methods. In order to pay the
musicians their performance fees, accounting and finance department will be in
charge of creating budgets, tracking finances, and controlling the agency's costs,
including employee wages.
Laws and Regulations Department:
The firm must dedicate a Law and Agreements Department accountable for
12

regularizing corporate rules in accordance with government regulations. Copyright
and infringement will also be prosecuted by this division. Protecting the film's content
free of piracy is critical to Music Mates' business. Furthermore, the division will be in
charge of contract management.
IT Department:
The IT department is an important section that will provide connectivity,
telecommunication management both in and out of corporation, systems integration,
and security services. The IT staff will also be in charge of managing the process
management software. They will make software more accessible, specify which
divisions require access to which tools, and ensure that any data shared within and
outside the company is safe.
13

Conclusion and Recommendations:
The overall conclusion of the study would be that Music Mates should incorporate the
above-mentioned organization model and structure in order to compete with its
competitors as a developing organization. Managers should anticipate modifications
in existing work statuses, including job replacement, like booking online and
receiving agreements via the mail, in the future. They may also confront difficulties
with lack of authorization because certain procedures will be totally computerized. It
may also be difficult to become acquainted with the new structure. Certain clients
could also feel the new technology challenging to use, therefore some manual
operations, such as walk-in reservation, are still utilized to assist the progressive
implementation of a completely automated information model.
Monitoring critical success factors and reevaluating company processes might assist
in eliminating these kind of obstacles. Using the SWOT analysis, it is easy to
determine which areas needs attention. Marketing campaigns and a more efficient
flow of various functions are the major changes the company should consider. In
addition to improving operations, the OSS suggested for the agency will provide a
knowledgeable interface to the organization to improve user engagement and other
important aspects of the business.
14

References:
Basahel, A. M., & Irani, Z. (2009). EVALUATION OF STRATEGIC
INFORMATION SYSTEMS PLANNING (SISP) TECHNIQUES:
DRIVER PERSPECTIVE. Undefined.
Beausoleil-Morrison, I. (2020). Introduction to BPS. Fundamentals of
Building Performance Simulation, 3–29.
https://doi.org/10.1201/9781003055273-2
Ben-Ner, A. (2013). Preferences and organization structure: Toward
behavioral economics micro-foundations of organizational analysis.
Journal of Socio-Economics, 46, 87–96.
https://doi.org/10.1016/J.SOCEC.2013.08.003
Braun, R., & Esswein, W. (2014). Classification of Domain-Specific
BPMN Extensions. 42–57. https://doi.org/10.1007/978-3-662-45501-
2_4ï
Compiere. (n.d.). ERP Commercial Open Source Software from Compiere
- On-premise or on the Cloud. Retrieved August 14, 2021, from
http://www.compiere.com/products/
ERPNext. (n.d.). ERPNext Pricing. Retrieved August 14, 2021, from
https://erpnext.com/pricing?via=pricing
Felix, R., Rauschnabel, P. A., & Hinsch, C. (2017). Elements of strategic
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social media marketing: A holistic framework. Journal of Business
Research, 70, 118–126.
https://doi.org/10.1016/J.JBUSRES.2016.05.001
Romero, D., Molina, A., Pezzotta, G., & Cavalieri, S. (2016). Strategic
planning framework for SME service organisations: Competitive,
value chain and operational models toolkit. 2016 International
Conference on Engineering, Technology and Innovation/IEEE
Lnternational Technology Management Conference, ICE/ITMC 2016
- Proceedings.
https://doi.org/10.1109/ICE/ITMC39735.2016.9025849
Stevenson, W., Hojati, M., & Cao, J. (2014). Operations management.
https://www.academia.edu/download/52435140/stevenson12e_prefac
e.pdf
Vtiger Features List | CRM Tools, Functionalities and Capabilities. (n.d.).
Retrieved August 14, 2021, from https://www.vtiger.com/features/
Wilkin, C. L., & Cerpa, N. (1998). Strategic Information Systems
Planning: An Empirical Evaluation of Its Dimensions. J. Technol.
Manag. Innov. 2012, 7(2). http://www.jotmi.org
16

Reflective Summary:
This Case study inspired me to challenge myself as a consultant and come up with a
strategy for my client after reviewing the duties. But when I delved deeper into the
duties, I realized that my knowledge of flow diagrams was limited to the rudimentary
level. Many university lectures and papers helped me understand what a business
model is, how an organization should manage its organizational change, and
SWOT/PESTLE approaches. OSS software's adaptability was also intriguing. My first
experience with consulting was challenging, particularly when it comes to creating the
BPMNs. My problem - solving skills as well as strategic planning abilities were
greatly enhanced as a result of dealing with the high level of stress and complexities.
I advised Music Mates in developing strategy to assist it reach its long-term effort to
develop itself into a professional music companies in the industry by optimizing and
boosting the growth. A right approach for boosting their careers was lacking. In the
early part, Music Mates had no idea how to transition from a part-time band to a full-
time agency that will be hired by larger bands in the area. I was able to advise
Alexander, Sergei, and Vassily regarding their startup, and I delivered marketing
methods to help them raise profitability.
In addition, I have learned to manage a complex project and act fast. I've learned
about several areas of business management, including management skills and
precisely identifying the program's mission and targets.
17