Business Process Modeling | Assignment

Running head: BUSINESS PROCESS MODELLING
Business Process Modelling
Hospital Procurement Process
Name of the Student:
Name of the University:
Author Note

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Table of Contents
Introduction......................................................................................................................................2
Hospital Procurement As-Is Process...............................................................................................2
Process Model Analysis...................................................................................................................2
Hospital Management......................................................................................................................2
Procurement.....................................................................................................................................2
Supply..............................................................................................................................................2
Resource Collection.........................................................................................................................2
Problems and Comments.................................................................................................................2
Hospital Procurement As-Is Process...............................................................................................2
Process Model Analysis...................................................................................................................2
Hospital Management......................................................................................................................2
Procurement.....................................................................................................................................2
Supply..............................................................................................................................................2
Resource Collection.........................................................................................................................2
Problems and Comments Resolution...............................................................................................2
Conclusion.......................................................................................................................................3
Bibliography....................................................................................................................................4

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Introduction
The deemed report has discussed the hospital procurement as-in process and discussed
different aspects associated with it. The problems to purchase and payment process has been
discussed along with the supply chain and resource collection has also been cited attention with
suitable figures for each of the parts before concluding the paper.
Hospital Procurement As-Is Process
Figure 1: As Is Process
Source: (Created by Author)
The figure above has offered an insight into the Hospital Procurement As-Is-Process by
step by step process which consists of three swim lane and has been discussed as follows:
Staff- The deemed system is used for the purpose of operating and managing the organizational
functions.
Accounting- The financial information of the organization such as the invoice orders, inventory
size, credit & debit requests, financial transaction history and others are recorded through the
system.
Supplier- The supply chain of the organization are to be maintained by the system in
consideration.

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Process Model Analysis
Hospital Management
Figure 2: Hospital Management As-Is process
Source: (Created by Author)
The standard is implemented where the current size of stock is initiated with assistance
of the hospital’s management staff. Post the above discussed step the recorder quantity is
calculated when the discussed system generates a new order.

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Procurement
Figure 3: As Is Procurement Process
Source: (Created by Author)
The deemed step, validates the order progress and if in case the order is backed, then an
alternative supplier would be identified and approached for availability. If the latter is available,
then the order will be processed further and the purchase order will be emailed in other case. The
next step would be adjusting the ERP for new orders in which the deliverables from the suppliers
are mailed to them. The final process of the deemed step is to cancel the old order where the old
supplier may be notified through mail or may not be.

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Supply
Figure 4: As Is Supply Process
Source: (Created by Author)
The deemed step cites that the received order items are stored in the GRN form post
emailing of ordered item. The reconciliation of the GRN is proceeded with assistance from
supplier delivery docket.

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Resource Collection
Figure 5: As Is Resource Collection Process
Source: (Created by Author)
The deemed step evaluates the reconciled GRM for any errors or flaws. In case an error is
determined which is rectified with assistance of the supplier, while in the other scenario, the
received order item is stored in the ERP.

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Payment
Figure 6: As Is Payment Process
Source: (Created by Author)
In the deemed step the received item is entered in the storage post which the invoices and
the PO are compared and if they are compatible in nature and figure then the credit request is
accepted and enquired about the payment mode before completing the payment process. The
payment is made as per the choice of the receiver.
Problems and Comments
Back order Problem

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The supplier is out of stock and the organisation is unaware of the situation until the
initiation of the ordering cycle.
Three way Match Problem

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All three invoice that includes the suppliers invoice, Goods received note and the
purchase order needs to be compatible in nature & figures.
Hospital Procurement To-Be Process
Figure 7: To Be Process
Source: (Created by Author)

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The to-be model has been developed form the As-Is process. The model provides the
viewer with the updated flow of the processes in the system. The problems that were encountered
in the previous model has been solved in the to-be model of the system. in the model there are
five processes of the system have been described in the diagrams. The system have been broken
into 5 process. The five processes are hospital management, Procurement, supply, resource
collection and payment.
Process Model Analysis
Hospital Management
Figure 8: To-Be Hospital Management Process

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Source: (Created by Author)
The hospital management process involves the management process of the hospital. The
process includes the steps of identifying the requirement and methods involved in dispatching
the order of the organization and the checking the stocks of the hospital.
Procurement
Figure 9: To-Be Procurement Process
Source: (Created by Author)
In the procurement process the hospital authorities set the measures and the requirements
of the procurement system would be checked against the measures set by the organization. The

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process would also involve the identification of the supplier and contacting the supplier who
would be supplying the required materials for the system. In addition to this, the waiting time
and the availability of the suppliers would also be checked by the system.
Supply
Figure 10: To-Be Supply Process
Source: (Created by Author)
The supply process would involve the supplier supplying the required materials to the
organizations or the hospital institutions.

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Resource Collection
Figure 11: To-Be Resource collection Process
Source: (Created by Author)
The organization would be setting some metrics and the acquired materials and received
orders would be checked by the staffs of the organizations and the order would be sent for a
revision and re check would be done by the supplier until the actual order is received by the
organization.

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Payment
Figure 12: To-Be Payment Process
Source: (Created by Author)
After the orders have been received successfully by the organization they would proceed
with the payment process and the payment options would be checked by the organization and the
payment would be made according to the requirement of the client.
Problems and Comments Resolution
The main problems encountered were the three way problem and the back order problem
of the organization. These were solved by improving the As-Is process and making changes to
the initials procedures. in case of the back order problem a checking is introduced so the
organization does not wait for the supplier and also they can opt for a rectified order that would
be altering the needs of the organization in terms of materials. In addition to this, the three way
problem is to be resolved by the supervisor.

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Conclusion
For conclusion it can be said that the As-Is process of the hospital procurement
management system is very effective however it has some drawbacks and these are mitigated by
the to-be model designed for the procedures. This would help in increasing the efficiency of the
organization to a further extent.

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Bibliography
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prices: the role of institutional quality and corruption. Regional Studies, 51(3), pp.426-438.
Klein, K., 2015. Values-based food procurement in hospitals: the role of health care group
purchasing organizations. Agriculture and human values, 32(4), pp.635-648.
Kusi, B., Antwi, H.A., Nani, G., Mensah, S.O. and Akomeah, M.O., 2016. Adoptive
Deficiencies and E-Procurement Lag among Hospitals in Ghana: A Logistic Regression
Analysis.
Kusi, B., Antwi, H.A., Nani, G., Mensah, S.O. and Akomeah, M.O., 2016. Exogenous and
Endogenous Factors in E-procurement Adoption among Ghanaian Hospitals: A Co-Integration
Analysis.
Lenzi, J.A., Sarlo, R., Assis, A., Ponte, M., Paura, P., Araújo, C. and Rocha, E., 2014, July.
Family informed consent to organ donation—who performs better: organ procurement
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proceedings (Vol. 46, No. 6, pp. 1672-1673). Elsevier.
Oyebode, T.A., Sagay, A.S., Shambe, I.H., Ebonyi, A.O., Isichei, C.O., Toma, B.O., Embu,
H.Y., Daru, P.H. and Ujah, I.A.O., 2015. The Contribution of Unsafe Abortions to
Gynaecological Emergencies and Mortality–Five Year Experience of Jos University Teaching
Hospital, Nigeria. International Journal of Biomedical Research, 6(06), pp.402-411.

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Smith, J., Andersson, G., Gourlay, R., Karner, S., Mikkelsen, B.E., Sonnino, R. and Barling, D.,
2016. Balancing competing policy demands: the case of sustainable public sector food
procurement. Journal of Cleaner Production, 112, pp.249-256.
Van Meerveld, H., Nauta, J. and Whyles, G., 2015. Forward commitment procurement and its
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Vermeulen, L.C., Moles, R.J., Collins, J.C., Gray, A., Sheikh, A.L., Surugue, J., Moss, R.J.,
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