Business Process Analysis and Proposed Changes in the Office of Grants Giveaway

This report discusses the current system of the Office of Grants Giveaway and proposes changes to improve efficiency and effectiveness. It includes a summary of the current system, scope of the project, perspective, business process overview, and business requirements.

Running head: HEALTH BODY WELLNESS CENTER
HEALTH BODY WELLNESS CENTER
Name of the Student
Name of the University
Author note

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Introduction:
The business process management is the discipline in terms of management of operations
through which business stakeholders utilize different methods for discovering, analyzing,
modeling, optimizing, automating and improving business processes. The business process
management can be done by implementing or modifying the existing IT infrastructure or by
modifying business procedures. The business process management takes two constant that are
process input and process output. No matter how much modification is done in the process, the
input and output must be same. Business Process Modelling considers the BPMN as the key
element. The BPMN or business process modelling notation allows the analysts to graphically
represent the process, conditions, business rules and stakeholders in a well-structured manner.
The report consist of business process analysis and proposed changes in the process of
Office of Grants Giveaway. The organization maintains medical grants to the small hospitals
which has less than 250 beds. The mission of the organization is help patients take responsibility
for their overall wellbeing and educate members of the local community in the practice of
wellness. Two BPMN will be provided into the report along with the business requirements to
provide great understanding of what is existing and what is proposed.
Summary of the current system
The report is based on the Healthy Body Wellness Center that aims to deliver education
to the local community members about the wellness practices and help patients to take charge of
their own health. The HBWC also has an Office of Grants Giveaway (OGG) which is
responsible for the distribution of grants to small hospitals with 250 beds or less. This grant
system has a specialized tracking system that tracks all the status of the grants and manages the

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distribution of the grants. The first aspect of the project is the Small Hospital Grant Tracking
System (SHGTS) which is responsible for all the tacking of grants and is the only system that
manages this data. The system is a single user system which mainly runs on windows platform
desktop computer. The current system uses outdated systems and data storage methods which
needs up gradation. The payroll system is still working on the paper based traditional method and
thus the system needs modern technology to store and manage their data. Usually, the remaining
or the unused grants from a previous hospital are carried forward to the next hospital in the next
month and the current system is capable of tracking only up to five hospitals so, the capacity of
the system to track more carried forward grants is needed.
Scope
The scope of the project is large as the new system will be according to the
modern technology and will provide better assistance for the users and will increase the working
efficiency of the organization. The proposed system will have access controls for different levels
of users and will have a modern widget based user interface. The redundancy of the data in the
database will also be reduced and internal conflicts regarding the payroll system will also reduce.
The proposed system will have advanced backup and disaster management of the data. Remote
access to the database will be possible with the help of the new system. An online web based
server system will be used which will reduce paper works and increase the rate of grants and
online transactions. The use of software as a service (SaaS) will enable the system to have access
over the internet and cloud based servers. The system will have the flexibility of access via web
browsers and mobile devices. Moreover, the main objective to track the grants efficiently will be
obtained by the new proposed system.

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Perspective
The proposed system is developed keeping in mind the new technology trends and ease
of access to the database. The SaaS is used to increase the efficiency of the process because the
vendor will provide technical support related to both hardware and software. The Windows 2008
R2 servers to store and access the database need replacement because Microsoft will stop
supporting the server from year 2020 and the data needs to be transferred to new advanced data
servers. The user interface will ensure better interaction with the users of the system and will
provide instant and real time access to the data.

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Business Process Overview:
Figure 1: AS-IS Business Process Model
(Source: Created by Author)

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The above diagram can be diversified in 3 major parts. The parts are namely National
Institute of Health, SHGTS and Hospital. These entities are again diversified. In the section of
the National Institutes of Health, the project gets initiated. Assigning tasks to the OGG is
performed in this section.
In case of the SHGTS, the initial section of the SHSTS is OGG staff. Message from the
Assign Gran to OGG is transferred to the Grant Allowance part. The process continues as per the
functional steps including the Check potential hospital and then data is sent to the next entity as
well as to the Record Grant on Data base. Since then data is transferred to the Salary date. Data
is again sent to get pay roll check. In the next section, i.e. Principle Investigation will be getting
data set from the check potential Hospital. After this section, the data is passed on to the conduct
analysis on paper section. From this section data is transferred to the creation of resolution on
paper. From this set the data is again transferred to the Storing of suggestion as on MS Access
data base. Data is again sent to the Report available and to the Status of the Current Grants. Data
from storing the suggestion from MS access database will be sent to the Access Principle
investigators analysis. Data will be again sent to the Choose hospital for grant section. Data will
be again sent to the granny allowance and from their data will be sent to the request patient data
analysis. From this part the data is sent to the last entity that is the Request details. From this
section data will be sent to the Generated Patient Report and hence data will be finally sent.
Again message will be sent as per the patient information and stored in excel. After this
process, data will be stored in research data and the entire process will end.

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Figure 2: TO-BE Business Process Model
(Source: Created by Author)
From the above diagram it can be stated that the entire process is diversified in 2 entities.
The 1st entities includes starting of the project along with the assigning of grants. Data will be
sent to the grant allowance section. From this section data is sent to the retrieve potential hospital
list again data is sent in 2 sections. The 2 sections are salary date and getting hospital details

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from the retrieving section. After this data is transacted to the get analysis result from system.
Data is again transacted to the Update analysis resolution. Again the data is transacted will be
sent to the Choose Appropriate hospitals. Data is again sent to the Need report will be sent.
Again the data will be sent to the Access Report from system. After this stage, the executive
OGG stuff will be procured. In this section data is sent from the list of hospital to the choosing of
the hospital grant. Again data is sent to the Allow grant and hence data will be sent to the get
Update from system.
Business Requirements:

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Functional Requirements
Req
#
Priority Description Rationale Use Case
Reference
Impacted
Stakeholders
General / Base Functionality
FR-
G-
001
1 A new MVC application must
be created to allow the
organization better and faster
access to the system
The traditional applications are not
fast enough or understand various
navigation requirements
Development
teams
Project Manager
FR-
G-
002
1 A virtual server that can allow
the organization to deploy the
system in cloud.
The organization need to improve
collaboration with the hospitals NIH.
The staff and executives can also
access the system remote locations.
The cloud approach reduces the
hardware and software resources
related cost/
Deployment
Team
Project manager
Project sponsor
FR-
G-
003
1 A database that can store the
details of the hospitals, grants,
patient, research data is required
to be connected to the
ASP.NET application
The data is the heart of any business
and for utilizing the application in
the best possible way, the
organization must have a data base
with which the application can
communicate
Database
Developers
System
Developers

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Req
#
Priority Description Rationale Use Case
Reference
Impacted
Stakeholders
FR-
G-
004
2 The system will have different
authorization level
Based on the type of users access the
system, the authorization levels will
be determined. This will allow the
system to prevent revealing sensitive
data to unintended user
System
Developer
FR-
G-
005
3 An interface to the hospital so
that patient information can be
collected in the best possible
way
As the system will be connected to
the database in the cloud, each data
updated in the system will be visible
to every authorized user
System Designer
and Developers
Security Requirements
FR-
S-
001
1 The integration of encryption
method to prevent the cyber
criminals to read the stolen data
Even if the cyber criminals get
access to the data through the
vulnerable open internet connection,
they cannot access the real data as
information can be encrypted at
either server or user device
Security
Personnel
System
Administrative
Reporting Requirements
FR-
R-
2 The system will generate
reports for executive staff on

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Req
#
Priority Description Rationale Use Case
Reference
Impacted
Stakeholders
001 weekly basis
Usability Requirements
FR-
U-
001
1 Different user interface for
different users
As the system has many aspects and
end users, the user interface must be
aligned with the type of work each
user type executes on the system
Project Manager
System
Developer
Analyst
Audit Requirements
FR-
A-
001
1 The system will be audited each
quarter of the year so that any
spam, spyware or security gaps
can be easily identified
This will allow the organization to
identify whether any malware or
similar threat is hiding in the system
or not

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Non-Functional Requirements:
ID Requirement
NFR-001 The system should be available to the ned users 24*7. This is because a
patient can be admitted at any time of the day.
NFR-002 Usability is essential as the work load is very high for staff and they do
not get the chance of understating a complex navigation system
NFR-003 The data must flow in real time. It is one of the essential requirement of
the system.
NFR-004 The system should allow the users access it from any location and any
time.
NFR-005 The system must be scalable as organization wants to reduce the usage
of resource during low work pressure for saving cost.
Conclusion:
From the above study it can be stated that the proposed system holds significant
importance for improvement in OGG processes. The existing system is not sufficient enough to
handle more work load and paper based works are often error prone. The proposed system can
do all the back office processes automatic. As the system will be based on the ASP.NET MVC

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architecture, the organization will still be using their comfortable Microsoft environments.
MVC.NET applications are far more secure than the PHP based applications. The proposed
system will be highly scalable and secure. The decision of deploying the system in the cloud is
very good. The cloud environment can provide the remote access facility that was missing from
existing infrastructure. However, the organization needs to be more specific about whether they
want to have an in-house team of experts or outsource the system. As per the complexity and
scale of operations, the organization should go with an in-house expert team. This way the
organization will be able to have complete control over their system. One more thing that
organization can do is implementing a Linux server in the office server which will make the
internal operations tremendously secure. The Linux systems are known to be the most secure
operating system and implementing it in the premise will prevent the cyber criminals to access it
from the open internet.

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