Business Process Management & Transformation

This assignment delves into the intricacies of business process management (BPM), encompassing topics like risk management within processes, business transformation methodologies, and the influence of technology on BPM. Students are expected to analyze various BPM frameworks and models, evaluate their application in real-world scenarios, and propose effective strategies for managing risks and driving business transformation through optimized processes.

MANAGING BUSINESS ACTIVITIES
STUDENT NAME:
STUDENT ID:
UNIVERSITY:
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Executive summary
The performance of any specific organisation depends upon the management of the operations
and the activities of the company. The organisational structure needs to be properly studied for
the identification of the loopholes in the functioning. There needs to be proper interaction within
the employees of a company so that all the work can be carried out properly, proper planning
acts a catalyst in the performance of any firm. The processes need to be properly defined so that
the goals become easy to achieve. Various activities are required for involving all the employees
towards the attainment of the goals. In addition to this, there must be a proper monitoring of the
system.
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Table of contents
Introduction......................................................................................................................................4
Task 1...............................................................................................................................................4
LO1: Understanding the importance of the business aspects:.........................................................4
P1.1 Evaluation of the relationship between the various functions and processes of the company:
(M1).................................................................................................................................................4
P1.2 Methodology to be used for mapping the processes for the objectives and the goals and the
company: (M1)................................................................................................................................5
P1.3 Evaluation of the outcome of the process and the requirement of the elements for building a
quality gateway: (M1, D1)...............................................................................................................6
LO2: Implementation of the operational plans:...............................................................................7
P2.1 designing a plan for the promotion of the objectives and the goals of the company: (M2)....7
P2.2 Recommendations based on the SMART objectives: (M2)....................................................8
P2.3 Implementation of the adequate system for the achievement of the objectives: (M2, D1).....9
P2.4 Work activities related to the plan of operation: (M2)............................................................9
Task 2.............................................................................................................................................10
LO3: Monitoring organisational performance:..............................................................................10
P3.2 Demonstration of the quality culture for ensuring the monitoring, development and
evaluation of the process: (M3, D1)..............................................................................................11
P3.3 Recommendations for improvement: (M3)...........................................................................12
LO4: Managing health and safety within working environment:..................................................13
P4.1 planning of the risk assessment: (M3, D1)............................................................................13
P4.2 Demonstration of the regulations related to safety and the legislation which are applied to
the specific work conditions: (M3)................................................................................................13
P4.3 planning if a systematic review: (M3)...................................................................................14
P4.4 Carrying out the practical application of the policies related to health and safety at the
workplace: (M3)............................................................................................................................15
Conclusion:....................................................................................................................................15
Reference list.................................................................................................................................17
Appendix........................................................................................................................................19
1. PDCA cycle...............................................................................................................................19
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Introduction
The operations management within a company deals with the management of all the activities
being carried out in a particular company. The aim of this particular study is to identify the roles
and duties of an operations manager for the improvement of the working and performance of a
particular company. The manager needs to efficiently transform the available input into the
output desired by the company. In this study, the analysis of the business activities will be done
and the various aspects of the performance of the business will be covered.
Task 1
LO1: Understanding the importance of the business aspects:
P1.1 Evaluation of the relationship between the various functions and
processes of the company: (M1)
The organisational structure provides the definition of the responsibility to be carried out by the
individuals in a company. It also provides the structure of the hierarchy which is followed within
the company. In the company ABC the organisational structure consists of the Agency Director
at the top most position. The main function of the agency director is to supervise the overall
functions and create a proper coordination with the different personnel of the company (Adekola
and Sergi, 2016, p.45). The business development manager brings the clients for the company
and the recruitment manager is supposed to and does the development and refining of the
recruitment process of the company. The next level consists of the support staffs which
facilitates the smooth functioning of the company. The communication within the organisation
takes places through a proper hierarchy. The basic processes of the company involve the
identification and recruitment of the candidates. In the context of the ABC Company, the
business development manager carries out the responsibilities of fetching the clients by working
with the sales staff of the company (Alammar and Kohn, 2016, p.65). He is also involved in the
creation of the sales and the generation of the strategies for enhancing the sales of the company.
The determination of the potential client is also done by the BDM. After the function of the
BDM, comes the role of the Recruitment manager who is involved in bringing in the potential
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candidates. The manager provides the specification of the goals and takes care that it is met. The
process then moves to the staffs who are involved in the support activities (Carroll and
Buchholtz, 2014, p.87). These activities include the legal work by the legal staff and the
operations of the computers and networks by the IT staff. The process of the company needs to
have a proper flow to ensure the smooth functioning of the company.
Figure 1: Organisational chart of the company
(Source: Created by self)
P1.2 Methodology to be used for mapping the processes for the objectives and
the goals and the company: (M1)
The process mapping is the representation of the process of the company in the form of a
diagram. This makes it easier to understand the processes which need to be followed for the
achievement if the goals. There are several methodologies which can be used for creating the
process map. For the ABC Company, the main requirement is to bring an improvement in the
present condition of the company (Cavusgil et al. 2014, p.63). In that case, the company should
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make use of the PDCA cycle which is greatly helpful in improving the functions of a company.
The full form of PDCA is Plan, Do Check, Act.
Plan: the company needs to properly plan the activities it is going to do. The plan must be
specific ad should contain all the relevant information required for the actions. The company
needs to address the problems and gather the relevant data which shall help to find out the parent
cause if the problems which the company is facing.
Do: The Company needs to develop the solution to the problems based on the analysis carried
out in the earlier stage. The measuring factors and units need to be determined at this stage to be
able to evaluate the improvement in the performance.
Check: The results which have been drawn need to be compared with the data collected earlier
so the success of the plan can be evaluated.
Act: The results achieved should be recorded as a document and should be preserved for the
future reference. All the staff and the members associated with the plan need to inform about the
changes taking place in the plan (Cokins, 2016, p.58). With reference to the changes, the
appropriate recommendations need to be made for the problems which have been further
identified.
The ABC Company needs to follow this cycle in order to rectify the problems in the company.
This will also help to enhance the quality of the leadership and management of the company
(refer to appendix 1).
P1.3 Evaluation of the outcome of the process and the requirement of the
elements for building a quality gateway: (M1, D1)
The effective implementation of the plan helps in the identification of the loopholes and the
rectification of the same. This in turn helps to improve the status of the company. The
achievement of the quality depends on the requirements. The company needs to identify the
correct requirements in order to achieve the quality goals of the company.
The building of the quality gateway deals with ensuring that the requirements have a
specification which shall be helpful in determining the fitment of the same. This helps in
measuring the understand ability and the testability of the requirement (Conforti et al. 2013,
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p.2952). Another important function of the quality gateway is the prevention of the leakage in
the requirements.
As the company is facing problems in the operations, it is necessary to make the required
changes in the planning in order to meet the needs of the organisation. The proper planning will
help in achieving a benefit to the company in terms of proper operation. The quality gateway is
considered to be an aid to the proper management. It provides the elaboration of the roles and
responsibilities related to the project management. It is meant to provide an overview of the
essential elements related to the project which includes the life cycle of the project as well as the
techniques of controlling the project (Eriksson and Kovalainen, 2015, p.44). The documentation
of the project which provides the quality gateway consists of the Definitions of the elements like
the project, program, Project Management office and project plan along with the roles and the
responsibilities of the manager and the team members as well; critical success factors; phases of
the project and the monitoring of the project.
LO2: Implementation of the operational plans:
P2.1 designing a plan for the promotion of the objectives and the goals of the
company: (M2)
The major objective of an operations manager is to increase the target of the volume of
production along with the quality. The performance of the operations manager can be measured
in terms of increase in the volume of the production. The manager can make a goal that there
shall be an increase by a certain percentage within a specific time span and act accordingly. In
the case of the ABC Company, the goals need to be the selection of the best candidates who have
all the qualities which are required for the job specification provided for the candidates
(Gollenia, 2016, p.98). This can be done with the help of proper means of advertisement which
can be able to grab the appropriate candidates for the specified position and job.
The goals can be achieved with the help of the proper strategies. One of the strategies for the
promotion of the objectives is the dispensing of the product information. The company needs to
be involved in the appropriate promotions so that the services of the company are known to a
large number of people. This also helps in promoting the name of the brand and increases the
brand awareness among the people (Jeston and Nelis, 2014, p.37). In this way, the people will
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start taking the services and will ultimately increase the loyalty of the customers towards the
company.
P2.2 Recommendations based on the SMART objectives: (M2)
The deficits of a company are the outcome of improper management. The reason for this may
happen to be the inefficiency of the managers to set up the proper goals and the implementation
of the same. It may also happen that the goals which have been defined are not realistic and
therefore is unable to be achieved. In order to remove these loopholes, the goals must be defined
based on the SMART objectives. This stands for Specific, Measurable, Attainable Realistic and
Time Bound. These aspects can be described as follows:
Specific: The goals must be specifically defined so that the people concerned with the activities
are able to understand the exact actions they need to do in order to meet these goals. In the case
of the chosen company, the goals are to increase the number of jobs, provision of the appropriate
services and delivering the results on time.
Measurable: The goals set by the company must be measurable so that the improvement can be
traced from time to time and the amendments can be made in the plan. For example, the
company can make a decision that it will make the recruitment of a certain number of candidates
per month.
Attainable: The stakeholders along with the employee concerned with the activities must agree
to the goals and feel that it can be attained without exerting any pressure on them.
Realistic: The goal must be defined in accordance with the resources available. The
unavailability of the adequate amount of resources leads to a delay in the achievement of the
goals or can become a barrier to the achievement. The creation of an unrealistic goal leads to a
negative impact on the overall performance as well as the attitude of the employees.
Time Bound: The timer allocated for the attainment of the goals must be adequate. It should not
be too less to achieve the goals. On the other hand, allocating a more than the required duration
affects the performance of the project as well.
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P2.3 Implementation of the adequate system for the achievement of the
objectives: (M2, D1)
It is essential to attain the goals in order to keep the company growing. There are various aspects
which need to be fulfilled in order to call the result as a success. The aspects can be defined as
follows:
Time: The output needs to be produced within the defined time constraint. This can be achieved
with proper time management strategies. The tasks can be divided into smaller subtasks and
specific time duration can be allocated for each of them (Krajewski et al. 2013, p.21). The tasks
can also be done on the priority basis to save the time.
Budget: Other than time, the budget is also an important aspect of any project. The resources
need to be allocated judiciously so that there is sufficient resource for each and every subtask.
The lack of proper resource allocation becomes a barrier to the progress of the task.
Quality: In order to achieve the goal within the allocated time and budget, it often happens that
the quality of the product or service sufferers (Cavusgil et al. 2014, p.63). This is completely
unacceptable in the business. The quality of the product must be kept in optimum to achieve the
desired level of customer satisfaction. This can be achieved through the proper monitoring of the
complete process of production.
The Company ABC needs to do the recruitment of the candidates who are fit for the job as per
the budget and time available.
P2.4 Work activities related to the plan of operation: (M2)
Several activities need to be done in order to meet the plans of the operation with adequate
monitoring (Maggi et al. 2014, p.459). These activities can be divided into two sections which
include communication and control. The communication can be done in the following ways:
● Conducting a meeting where the staff will be informed about the key aspects of the plan.
● Breaking down the complete plan into smaller tasks and allocating the same to the
respective teams.
● Developing the parameters for measuring the progress
● Proving the staff with adequate training so that the staff is able to do the task
The monitoring of the process includes the following activities
● Investigation of the progress at regular intervals
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● Taking the corrective measures as and when required.
● Providing motivation to the people and supervising them
● Making changes in the plan as per the requirements
● Reporting the identified issues to the concerned authorities
Task 2
LO3: Monitoring organisational performance:
P3.1 Designing the systems for the management and monitoring of the quality
standards: (M3)
The quality standard can be measured with the help of the quality management systems. This
system meets the two most important requirements which include the requirement of the
customer and the requirement of the organisation.
There are several characteristics of the QMS. They are mentioned as follows:
● Setting the directions and meeting the expectations of the customers
● Improving the process control
● Reducing the wastage
● Lowering the costs
● Increasing the market share
● Facilitating trainings
● Involving the staff
● Raising the morale
There are various issues which need to be taken into consideration while preparing the QMS.
These are listed as follows:
● The design which consists of the structure of the system
● Deployment which can be attained with the use of process packages; These packages are
further divided into sub packages
● Control of the system depending upon the complexity of the company
● Measurement of the effectiveness of the processes in order to check the progress; This
includes the thorough reviewing of the process
● Improvement required in the complete process.
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An efficient QMS is supposed to be a strategic tool which is designed with the purpose of
delivering the objectives of a business (March, 2013, p.97). It is essential for a company or a
business to meet the quality need because the customers of the company are highly inclib#ned
towards getting the quality which is satisfactory to them. Managing the quality is not easy in a
business as a large number of activities are involved. However, this can be achieved with the
help of proper monitoring and evaluation.
P3.2 Demonstration of the quality culture for ensuring the monitoring,
development and evaluation of the process: (M3, D1)
The organisations need to undergo continuous improvement in order to sustain in the competitive
environment. This also helps in increasing the level of the commitment of the employees of the
company and the customers feel delighted to get an improved product in service every time
(Walker et al. 2014, p.34). The organisations need to be dynamic and must be involved the
processes leading to the improvement if the performance.
There are five main components of the quality culture:
1. The mentality and attitude of being a single unit. It is considered that the company, customer
and the suppliers are in complete collaboration with each other.
2. Openness and honesty are very important. The habit of telling the truth must be encouraged by
the creation of a culture within the organisation where the people are ready to listen to one
another and empathise with each other.
3. The information needs to be accessible to all the employees so that they can get a direction for
working. This will also provide them with the ideas to improve,
4. The focus should be kept on the process and the people involved in the work should not have
the mentality of blaming the co-workers for the failure of any task.
5. The attitude needs to be kept positive and the workers need to believe that the failures are not
merely failures but a chance to gain experience.
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P3.3 Recommendations for improvement: (M3)
In the present scenario of the ABC Company, it has been found that the management is
inefficient to achieve the goals of the company. This has lead to various problems like reduction
in jobs and deterioration in the quality of the services. The managers have found to rely on the
short-term solutions for the problems arising in the firm. There are several changes which need
to be made in the management and the leadership in order to rectify the situation.
The efficiency of the managers and the leaders needs to be increased by incorporating the
following qualities of management:
● The management must be consistent by following a particular strategy and sticking to it.
This enhances the feeling of equality among the members
● The intercommunication must be accurate and effective without the presence of any
ambiguity
● The hard work must be rewarded publically to motivate the team members
● The leaders need to lead by examples. The leader must be a live example of work to be
followed by the other members of the team
● The leader must be able to understand that the different people have different levels of
abilities and the talent of the members need to be utilised accordingly
● The leader must be approachable so that the team members are able to discuss the issues
and get the solutions for the same
P3.4 A report on the implication of the changes in a wider sense: (M3)
The changes need to be implemented in the company to solve the issues which have been faced
by the company in the recent scenario. After making the changes which have been discussed, the
company will be able to improve the present condition (Weber et al. 2016, p.335). The managers
will be able to redesign the strategies and the leaders will be able to produce better results in
collaboration with the team. This will ultimately increase the jobs and all the operations will be
carried out on time. This will also be helpful to the company to gain back the position in the
market which has been affected due to the several reasons (Zingg et al. 2015, p.221). The overall
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performance of the employees as well the company as a whole will also witness a substantial
growth.
LO4: Managing health and safety within working environment:
P4.1 planning of the risk assessment: (M3, D1)
The term risk assessment is utilized for describing the overall process and methods related to
health hazards and risk factors in the workplace. Those factors which have high potential to
cause harm to the workers. This process also involves the effective analysis and implementation
of certain plans to overcome those workplace hazards. After a constructive analysis, an effective
plan is brought out so that the hazards and risks are eliminated (Martínez-Aires et al. 2016,
p.185). The chosen firm carries out an effective planning and implements certain guidelines so
that those workplace risks are neutralized. In order to do so, the firm analyzes all the historical
data and statements related to previous faults and evaluate the actions that are taken at that time.
They conduct timely analysis so that the areas of concern are identified and decisions are taken
according to the framework. The company conducts two separate types of internal assessments:
one before the new process is activated and the other one is after the process is done. This helps
in analyzing the defects and machinery equipment loss and damages that have occurred during
the activity.
The process of planning includes the proper assessment of the locality and physical area where
the activities are taking place (McGregor and Smit, 2017, p.16). This analysis can be done by the
help of trained personnel who are able to carry out this type of planning and overcoming the
threats. The risk is measured by a proper parameter that is set by the company. The parameters
should be thoroughly according to the market demand otherwise the risk potential will never be
managed.
P4.2 Demonstration of the regulations related to safety and the legislation
which are applied to the specific work conditions: (M3)
In most of the workplace in the UK, the legal procedures that are followed are mainly from the
Health and Safety act in Workplace (1974). As time progressed, this law is accordingly modified
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for the convenience and individual acts are being introduced to ensure the safety of the workers.
Some of these acts are also applied to the general public and some are mainly focused on the
workers (Hopkin, 2017, p.66). The selected firm effectively follows those health and safety
standards in key areas and underpin those technical issues in the overall risk assessment. This has
proved beneficial to the company co-workers as well as that public who comes in close contact
with them.
This act mainly provides a strong guideline about the necessary precautions that are to be taken
by the firms within the working environment (Rosemann and vom Brocke, 2015, p.121). It
provides all the answers to the questions which arise from a certain condition like
mismanagement and lack of leadership. Due to this, it is seen that the management scenario got
hampered for the ABC Company. This also provides the deficits that the company has faced over
the years and how those problems can be overcome by the help of the particular legislation.
P4.3 planning if a systematic review: (M3)
The systematic review is described as the situational overview of all the evidence that are
specifically found in the workplace. This is carried out by properly studying the deficiencies and
is overcome effectively (Scheer, 2012, p.26). The problems that are identified in the review
conducted by the selected company is the poor management and inadequate leadership. The
senior officials of the company only apply the short term fixes in the workplace which ultimately
leads to greater risks. The operational hazards and the chances of failure become high. The
company needs to have proper medication and clinical facilities for the better treatment of the
staffs. The company needs to effectively participate in the ergonomic interventions and safety
management systems (Talk, 2016, p.58). They need to hold specific reviews and analysis so that
the implementations of the resources are effective. The systematic review is to be applied from
the top management to the working labours in it. Even the supervisors and line managers should
have to be included in the review process.
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P4.4 Carrying out the practical application of the policies related to health
and safety at the workplace: (M3)
The workplace policy consists of all the statements and criteria with broader guidelines on the
actions that are to be taken. The statements are to be simple so that it could be easily understood
by the applies at the time of emergencies (Vera-Baquero et al. 2016, p.800). Not all the workers
follow all the safety and security guidelines. These workers need to understand the necessity of
the safety standards. In order to do so, the senior officials and management team needs to
support the implementation process and make sure that those techniques are used by the
subordinates of the company. This also involves the development and implementation of the
policies for stronger awareness and understanding of the ownership outcomes. The policies that
have came up in this study needs to be publicly announced. All the existing employees get to
know about them (Scheer, 2012, p.26). A proper training session has to be organized periodically
and staff meetings are to regularly hold by the company for the effective implementation.
Health and safety related issues are mostly neglected by the company. Some of the policies
include the preventive measures related to health, bullying of co-workers and harassments,
maintenance of workplace disciplines and unannounced leaves (Martínez-Aires et al. 2016,
p.185). Extension and termination are also included in those policies. This implementation helps
in fostering of stability and continuity at a workplace. This helps the company management to
work more effectively and manage the staffs under him. Review of the policies regularly changes
the whole functioning of the company and its organizational techniques. An HR instructor is to
be included so that the safety regulations and criteria are implemented. The use of workplace
health facilities and policies will help in the prevention of all the dangers and hazards in the
place. The blaming of a particular person if any of such incidents happen needs to be avoided.
Conclusion:
It is concluded that managing business activities takes a vital role in meeting all the challenges in
the firm. The entire business process from the director to the employees is effective for creating
the interrelationship between the functional aspect of ABC company. Process map and the
business plans are also essential in case of the maintenance of the quality standards. The
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monitoring process is also required to observe and also to evaluate the goals and objectives
within the working scenario. Health and safety policies are used for overcoming the
mismanagement scenario of the chosen entity through which the systematic functions get
maintained. Hence, it is concluded that the business activities are the major aspect for the
company for meeting its problems and also to run the business in the successful manner.
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Appendix
1. PDCA cycle
Figure 2: PDCA cycle
(Source: Walker et al. 2014, p.34)
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