Redesign of Business Process for the Development of Document Management System

REDESIGN OF BUSINESS PROCESS FOR THE DEVELOPMENT OF DOCUMENT
MANAGEMENT SYSTEM
FINAL YEAR PROJECT REPORT
Muhammed Sarder
Submitted to
Staffordshire University
In accordance with the requirements for the degree of
BSc Business Information Technology
2018/2019

Contents
Declaration............................................................................................................................................2
Abstract............................................................................................................................................3
List of Figures..............................................................................................................................4
Background to the Problem...................................................................................................................6
Limitations and Definitions.................................................................................................................7
Key Concepts.........................................................................................................................................8
Outline of the report............................................................................................................................8
Declaration
I declare that the dissertation constitutes my own and the appropriate

credit has been given where references has been made to the work of
others.
Signed,
Muhammed Sarder
Abstract

The purpose of this thesis is to develop, re-engineer and improve the case company’s
Document Management system Processes by applying business process improvement and
business process re-engineering and design methodologies.
The methodology developed to address this problem was Business Process Reengineering,
whose framework entails eight distinct steps. The most important ones include, (i) current
processes description and monitoring, (ii) identification of the processes non-value-adding
activities and main problems, (iii) solutions proposal and documentation, and (iv) gains
evaluation due to the implementation of the proposed redesigned processes.
The data for the theoretical study was collected through relevant literature for the topic. The
main focus was business process improvement and business process re-engineering of
administrational processes. The empirical study was based on the case company’s existing
Document Management Process. A significant part of the data for the empirical study was
gathered by interviewing the key persons involved in the process
The results of this thesis shows how the document management Process at the case
company was developed, re-engineered and improved in order to establish better efficiency,
accountability and consistency within the organisation. The results from the Process
Designing was used for the development of the company’s own M-files System both as a
product of the company and as a tool to support the Document Management Process. The
results also show how this was done through process improvement and process re-
engineering methods and tools included in the theoretical study. Furthermore, the result
chapter describes the possibility for continuous improvement.
List of Figures

Figure 1: Round Trip of Business Process Goals (Bider & Johannesson. 2005)
Figure 2- Business Process Reengineering Cycle, adapted from Mohapatra (2013)
List of Tables

Introduction
The efficient management of an organisation’s records and information is pivotal to ensuring
the business runs successfully and is fully compliant with legislation. Without records and
information being compliantly captured and easily available to staff companies will struggle
to find the information they require. Where staff are unable to find the records they need
organisations may miss important details that impact on their business decision making. One
challenge is that today all employees are playing an ever-increasing role in making sure any
records they create or receive are captured and available to all employees within the
business and sometimes beyond. However, at the same time these records need to be kept
compliantly in a records management system to follow all recordkeeping legislation and

standards. These records management systems are called electronic document and records
management systems (EDRMS). Employees often struggle with using EDRMS, because
they are not designed with the end user in mind but for compliance purposes and use by
records professionals. These systems are used predominately in government
establishments and sometimes private enterprise, so the companies ensure they are records
management compliant.
Business Context
Digital Stream is a medium size marketing agency which offers digital marketing strategies
by driving growth, traffic, leads and sales to business. The company has 40 employees and
its structure consists of departments such as Sales, Marketing, and Operations.
Background to the Problem
The documentation management system at Media Stream has seen many problems over
the years which has led to the current structure been complex and unorganised. Folders had
become difficult to find often with the names of employee who are no longer with the
company in the main folder as opposed to being for a particular function, making it unclear
as to what documents were stored where. Multiple file copies of the same document existed
in multiple folders because there was no mechanism to cross-reference items to more than
one location, and it was impossible to tell which the latest version was. The documents were
hardly ever prepared out or moved into an archive area. This meant that there were
hundreds
of old files mixed in with current working documents. The document management system is
having a wide impact for all the departments. This has contributed to many problems such
as
documents gone missing and work getting behind schedule, often working on the wrong
version which ultimately is a huge loss of money for company.
Aims
The aim is to make an analysis of business requirements and processes of Digital Media
Stream. This will be gathered through a group interview, research in order to get an idea of
the methodologies of the current system. To achieve this, aim the research will investigate:
 Understanding what the organisation does and look at the way documents is
used/handled for different departments.
 Determine the cause of how documents impacting employees’ jobs

This proposal will be mainly focused on the implementation process of Document
Management System for Digital Media Stream.
Objectives
The main objectives of this thesis are to develop and improve framework of business
process, for the set process, to implement the process and to overall deliver a well-made
functioning project solution for the company. To achieve this objective the following
 Identify the Impact of evaluation of implementation of business process on the
change process.
Scope
The scope of work included examining and reporting on:
 Whether the key objectives of implementing the DMS as per the original project plan and
business case documentation had been met.
 Whether the system is meeting the needs and requirements of users, though evaluation
user requirements.
The purpose of this thesis was to develop, re-engineer and improve the case company’s
Absence and Leave Management Processes by applying business process improvement
and business process re-engineering and design methodologies.
The data for the theoretical study was collected through relevant literature for the topic. The
main focus was business process improvement and business process re-engineering of
administrational processes. The empirical study was based on the case company’s existing
Absence and Leave Management Process. A significant part of the data for the empirical
study was gathered by interviewing the key persons involved in the process.
List of Abbreviations
Explanations for key concepts are listed below to help readers who are not familiar with
them to better understand discussions later in this case study.
BPR Business Process Re-Engineering
M-Files M-Files is a name of an internal system formerly known as
Motive Systems Oy. It is also a name of their most important
information system product. M-Files information system is document
management system. it means the Document Management System
that is built into the M-Files platform uniquely by the case organization.
Keywords: Business Process Improvement, Business Process Re-
engineering, Business Processes, Business Process Design, Administrational
Processes, System Requirement Analysis.
Outline of the report
The different stages of the thesis will be gone through and illustrated according to
mainly the process improvement and process re-engineering methodologies.