ACCT6001 Business Process Analysis: Improving GMAS Accounting System

This report provides a detailed business process analysis of Global Management Account Services (GMAS), a company specializing in outsourced management accounting services for small and medium-sized businesses. The report identifies inefficiencies in the current processes, particularly the manual handling of tasks and the lack of a defined procedure for managing bad debt. To address these issues, the report proposes the development of an information system using ASP.NET, C#, and Microsoft SQL database. This system would automate processes, improve data storage and documentation, and enhance client and employee management. The proposed system aims to improve the quality and timeliness of services, as well as labor management. The re-engineering process involves integrating the information system with existing procedures, leveraging the current business process model to automate existing tasks without requiring significant organizational restructuring.

Running head: BUSINESS PROCESS MODEL
Business process model
Name of the Student:
Name of the University:
Author Note

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BUSINESS PROCESS MODEL
Introduction
The Global Management Account services is a company that performs the outsourcing of
the Management Accounting services. The company is looking to develop a suite that would be
addressing the small and the medium sized businesses. The company provides a full suit of
services to their clients. This report is used for the description of the current procedures of the
organization and discuss the inefficiencies on the process and discuss the possible solution for
the current inefficiencies. It has been thought the development of an information system would
provide an efficient
Purpose
The purpose of the system is to provide the organization with a solution so that the
quality of the services and the timeliness of the services provided to the clients are better the
competitors of the organization. In addition to this, the system should also provide a better labor
management for the organization.
Participants, Inputs and Outputs to the current system
The Global Management Account Services have six core services:
 Source new clients
 Support personnel
 Develop and maintain systems
 Provide administrative services
 Manage finance and compliance
The participants input and output of the current system are provided in the table below:
Participant Input Output
Client, Sales team Contract signing Copy of the contract
Account receivables, clients Copy of contract Invoice
System, Client Copies of invoice Client receives invoice
File
Account receivables Payment Cash
Reconciling debts
Client Reconciling debts

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BUSINESS PROCESS MODEL
Client Follow Up file Two forms of the unpaid
debts are generated
System Remainder File
Debts collector Unpaid debts file
Accounts Receivable,
suppliers
Invoice Reports generated
Account processing
department, Compliance team
Weekly Reports
Payroll department, sales
representative
Payment information Commission
Sales representative Receive payroll Payroll letter
Account Processing team,
compliance team
Monthly payroll report
Process Flow or Activity Descriptions
The process flow and the activity descriptions of the system are provided below:
Participant Input Process Output
Client, Sales team Contract signing The client signs the
contract, the copy of
the contract is send to
the account
receivables
Copy of the contract
Account receivables,
clients
Copy of contract Maintains customer
information
Billing the client
Invoice
System, Client Copies of invoice One is sent to the
client
The other is stored as
file
Client receives
invoice
File
Account receivables Payment Monitoring Cash

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BUSINESS PROCESS MODEL
Reconciling debts
Client Reconciling debts Checking whether the
client has paid the
debts or not
Client Follow Up file Checks if the client
has paid the debts or
not
Two forms of the
unpaid debts are
generated
System Remainder File
Debts collector Unpaid debts file
Accounts Receivable,
suppliers
Invoice maintain supplier
information
process invoice
expense claim
processing
creditor payments
supplier statement
reconciliation
Reports generated
Account processing
department,
Compliance team
Weekly Reports
Payroll department,
sales representative
Payment information The commission is
added to the payroll
of the sales
representative once
the client pays the
fees
Commission
Sales representative Receive payroll Transfer of the
payroll
super annulation
remittances are send
to their nominated
Payroll letter

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BUSINESS PROCESS MODEL
companies
Account Processing
team, compliance
team
Monthly payroll
report
Exceptions
The exception to this system is that if the client doesn’t pay the required debt and the
payment is processed as bad debt and the bad debt process is then handled by the account
processing department. They store the bad debt in their records.

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BUSINESS PROCESS MODEL
Business Process Model

6
Contract
Signing
Copy of contract Receive
Invoice
Copy of Invoice
Stored in the
system
Checks
invoice
Resend Invoice to
client
Checks
invoice
Addition of payroll to
the sales representative
Monthly paymentMonthly Report
Super annulation
remittances are send to
their nominated
companies
No
No Yes
BUSINESS PROCESS MODEL

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BUSINESS PROCESS MODEL
Process strengths
The main strength of the process are that the processes are verified at each and every
lane in the business process model. The payment made by the client is verified at all the steps
and the procedures are directed according to the result of the previous procedures. In addition to
this, all the procedures are correctly documented and the procedures are stored in the
organization file system.
Process inefficiencies
The main inefficiencies in the procedure of the company are that the process does not
correctly define what is two be done with the bad debt. Additionally, from the business process
model it is also noted that the procedures take up a lot of time as each and every process is to be
done manually. Hence, the inefficiencies in the system are prevalent and these in efficiencies are
to be removed from the current procedures.
Use of Information Technology
The main inefficiencies in the systems can be addressed very easily with the use of in
formation technology. An information system for the GMAS can be proposed for the resolution
to the in efficiencies in the process management and time consumptions in the procedure of the
system. The information system would also provide the organization with the data storing
method on the system itself and also the system would be providing the organization with the
efficient registration and documentation system within a single system. Additionally, the system
would able to store data for both the clients and the employees of the organization and also the
procedures would be automated in the system such as the follow up with the clients and the
monthly reports can be produced automatically. The information system can be designed using
the Asp.net platform that would be used by the administrator. Additionally a portal can be
developed where the clients and the employees can login and perform their tasks. The back end
of the system can be developed using the C# languages and the system can also make use of the
Microsoft SQL database that would be storing the data of the system very easily. The payment
and the other documents can be dispatched to the individuals via mail services implemented in
the system.

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BUSINESS PROCESS MODEL
Business Process Re-engineering
The re-engineering process of the business for the organization has to be developed with
the existing system in place and the evolutions should be taking place with the exiting system.
The information system is to be integrated with the existing procedures in the business of the
GMAS Company. The information system would be helping in automating the already existing
procedures of the organization. There are no requirement of new set up in the organization. The
information system would be set up using the current business process model for the
organization.

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Start
Registration
Client Information
Updating
Generation of
Invoice
Invoice Sent to client
Client
payment
Pa
Client
payment
Pa
Record
Sales
Payment
Add to payroll Payment to sales
representative
End
Mail to representative
Follow up on
client payment
Copy of
Invoice
Stored in the system
Yes
Yes
No
BUSINESS PROCESS MODEL
Proposed Workflow Diagram

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BUSINESS PROCESS MODEL
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