Business Process Modelling Report: Birkbeck University Case Study

This report analyzes the application of Business Process Modelling (BPM) and Enterprise Architecture (EA) through a case study of Birkbeck University. The report addresses the university's challenges, objectives, and the steps taken to improve its processes, including the implementation of new software to manage data and student requests. It examines the improvements achieved, such as faster processing times and increased accessibility. Furthermore, the report includes reflective summaries on the rationale behind BPM, explores how EA and BPM are linked, and discusses the impact of incremental changes to EA blueprints on BPM processes. The report also details the identification of process segments, business entities, and their attributes within the BPM framework, concluding with an overview of exception handling and process monitoring.

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Business Process Modelling
Affiliate Institution
Professor’s Name
Date

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What are the challenges faced by the university?
Uncertainty- the users of the system may have poor understandability of the business
process model is a challenge to the developed business processes. Also, the business process
that is to be implemented may not be complete this give a strong challenge upon the
implementation of this project. (Osterle, 2012)
What were their objective?
The main objectives of the business process model of the birkeck school is that they wanted to
reduce the complexity and the duplication of errors, increase the speed and the quality of data to enforce
the business users to established their small-scale process advancement and to explain the high volume
processes to be automated and developed them quickly. However, building a cross functional processes
that will help the university units to work as expected and to established the operational excellence
programme through the business process modelling (Holt, 2009).
What was done to meet the objective?
In order for the university to meet the objective of the business process model being
developed, they had to define the methodology being used to develop the process model. Also,
the project team had to identify the problem and then collect all the data concerning the process
model and then analyze them accordingly so that they can come up with the best solutions.
Discuss how they went about discovering the processes?
They identify and found out that the school has a problem in storing the large volume of
data using paper. This deserves the school to procure a software solution that will help to manage
and run the processes with ease. (Mohapatra, 2013) This will lead to a faster way in which the
issues posted by the students are addressed faster and timely.

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What improvement were achieved?
Through the use of the developed system, there are a lot of things which were achieved
by the process model developers including the following: the status and amendments of the
students are now addressed faster, the processes implemented and put in place are three within
12 months, the operational and large number of students up to 18000 are able to access the portal
and so many cases are closed per year. More so, students can make requests online and the
operational system for the staff is able allow them to fix their task faster. (Tennent & Friend,
2011)
Write a reflective summary for the rationale behind business process modelling. This
should be generic in nature without considering the above project.
The way in which an organization is improved through collaborating business with IT is
called business process modelling (BBM). In business process modelling, technology is
implemented to provide an information system through which the work can be made easier and
to maximize the profitability of the company. (Tennent & Friend, 2011) During business
processing model development, the project team has to choose a methodology which is to be
followed so as to allow timely completion of the information system implementation.
Some of the challenges which may be faced during the business process modelling
includes the uncertainty where the users of the information system are not able to easily
understand and adapt the new system. Also, the new system may lack completeness and this may
cause a misunderstanding between the programmers and the owners of the company.

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Figure 5.1
In this process, the retailer book orders a through the internet and the products are
approved and shipped to reach the client within the specified timelines.
Figure 5.2

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In the diagram it show case how the customer orders the pizza and the supplier will be
able to see it and approve for delivery to the clients. It is a real-time system which offer great
notifications details.
Figure 6.3
The above figure execute the functional parts of the whole system and generate reports of
all the processes that are taking place.
Figure 6.1
This diagram show how the customer request for a service from the company manager and the
system will prompt through a message

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Figure 6.2
The figure below indicates a full information system through which the information circulates. It
comprises of the different categories of customers such as VIP and normal customers.

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Figure 6.3
This is the incident report management where the information system can allow customers and
all the system users to report any incident happening.

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Figure 6.5
This diagram indicates how we respond to the challenges within the information system.
Figure 6.6
This is a digram to show how cases are being solved within the system. The case is taken by
opening a ticket and the admin will review the case and open or reject it.

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Figure 7.2.1
In this diagram the customer offers it quatation so that the supplier will check and award the
order to the winner
Figure 7.2.2
The order after the quote is given by the customer, it is reviewed and can either be rejected or
approved by the supplier

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How EA is applied to the case study example
Enterprise architecture gives us a structured design on how the business processes are
flowing. This will enable us to show case how the data will be organized in such a manner that it
is consisted of a hierarchical order. The enterprise architecture is used so that managers of the
organization can use to make decision concerning the company’s day to day activities. These
decisions are being made in the strategic level, tactical, and operational level in the management
information system
It has a methodology which defines how the architecture is build and managed so that it
can facilitate decision making in the information system.
How BPM is applied to the case study example
Business process model does not show how to do the job but provide an efficient
methods on how you can efficiently use the information system to manage the whole process and
will ensure that the right thing is done every time. BPM consists of tools which help to optimize

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and automate the information system. Therefore the benefits which are brought about by BPM
includes the following:
 There are no redundancies
 Limited errors
 Work is processed faster
 The decision can be made easier
 There is no use of paper or limited use.
How EA and BPM is linked
Enterprise architecture is the way in which the business is designed, EA shows a clear
overview on how the data is flowing through the organization’s information system. The
relationships between various departments within the organizations are clearly explained in the
EA information system. EA is a very complex system and if it is managed very well, it becomes
not valuable to the system. Therefore EA is a software which shows the design view of the
organization and the relationships between various entities within the organization.
BPM, on the other hand, explains the fact that a solution is provided so that we can easily
manage the processes which are running in our companies. These are basically the software
solutions which will help us to reduce the complexity of the process model. In BPM data about
the current system are analyzed and a solution or the idea is implemented so that it will be able to
manage the business so easily. However, the EA and BPM can be linked together in the
information system because they perform a similar task. (Tennent & Friend, 2011)
How an incremental change to the EA blueprints impacts the portfolio of BPM processes

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A change in the EA will enable the business organization to meet its target goals and
overcome constraints which are affecting the organization. It allow the managers to make wise
decisions about the business by redesigning the system so that they can maximize profits.
(Solaimani & Bouwman, 2012) The EA is purposely done so that it can help in the scenarios
below;
 To increase the process portfolio objectives and the challenges
 To discover the process portfolio effects and established the changed projects.
 To provide monitoring guide to the architectural compliance of the changes to the process
portfolio.
How a BPM activity may affect the enterprise architecture
Business process is the grouping of activities together to achieve a common goal in
business. The end results of a business process modelling includes; the completion of its
objectives, to increase the generation of income, to reduce the cost of production, advancing the
compliancy and to ensure that the best customer services are provided within the organizations.
Therefore a business process should be able to focus on the EA because the work is
affected directly by those processes and may established new processes for the business. Getting
better understanding about the business process in the organization is crucial because you are in
a different position to impact, assist and implement those processes.