Business Process Analysis of Retailing Company: ITECH 5404 Report

This report provides a comprehensive analysis of a retailing company's Order Entry/Sales (OE/S) process, focusing on integrating IT solutions to improve efficiency. The report begins with an overview of the existing OE/S process, illustrated with a BPMN diagram to visualize the workflow from customer calls to order fulfillment and shipping. It then explores the benefits of implementing a database management system to replace the current pen-and-paper data storage, emphasizing the importance of secure data storage and systematic organization. The report outlines the required organizational resources such as system administrators, project managers, data architects, data analysts, and employees, along with the necessary IT resources including cloud services and security protocols. Furthermore, it discusses related business roles and the dependencies within the process, including customer order details, credit information, and shipping logistics. The conclusion highlights the significance of database implementation in reducing human error and enhancing production, ultimately supporting better decision-making within the OE/S process. The report also includes a bibliography of relevant sources.

Running head: ITECH 5404 BUSINESS PROCESS ANALYSIS
ITECH 5404 BUSINESS PROCESS ANALYSIS
Name of student
Name of university
Author’s note:

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ITECH 5404 BUSINESS PROCESS ANALYSIS
Table of Contents
Introduction....................................................................................................................2
BPMN diagram..............................................................................................................2
Business process integration plan..................................................................................4
Targeted business process..........................................................................................4
Required organisational resources.............................................................................4
Required IT resources................................................................................................5
Related business roles................................................................................................5
Business process dependency....................................................................................5
Conclusion......................................................................................................................6
Bibliography...................................................................................................................7

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ITECH 5404 BUSINESS PROCESS ANALYSIS
Introduction
The process OE/S of retailing company is being described in this report and the
integration of IT is being done in the retailing company. The existing process of the company
is analysed with the help of BPMN diagram and the business process that would gain most
benefit with the introduction of IT has been discussed in this report.
BPMN diagram
Figure 1: Process model of retailing company
Source: (Created by author)
It could be analysed from the above image that the process of the business starts when
any customer calls the retailing company and the call is received by the customer service
centre. The customer makes the call to the service centre through fax or by internet. After the
call is made by the customer, a credit level check is done by the customer service

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ITECH 5404 BUSINESS PROCESS ANALYSIS
representatives or CSRs present at the customer service centre with the assistance of the
credit department for checking the availability of the product. If the customer is new, then
he/she needs to get registered at first for getting the customer number which is very essential
as it is required for the credit check else. But if the customer is old and valid he/she can
receive a credit check directly. The credit approval will be rejected by the department if the
credit limit of the customer is exceeded by the total estimate of the open order, recent order or
the outstanding receivable balance else the credit check will be approved. After the credit
checking of the customer is passed, certain standing data like the details of the customer will
be retrieved by the CSR. Then the customers are asked by the CSR to confirm their details for
ensuring the retrieval of the correct customer record. Then the other data is entered by the
CSR in the sales order like details of the order. The procedures of the back order is only
initiated if the balance showcased in the inventory data is less than that of the quantity
ordered. After the order data has been entered by the CSR, details of the sales order is created
by the computer. The inventory master data is also updated by the computer etc. A sales
number order is given to the CSR which is relayed to the customer of the CSR. In addition to
it, a picking ticket with a bar code of sales order number is printed in the warehouses.
The picked quantities are inserted on the picking ticket by the warehouse personnel
when each item is picked. The goods of the picking ticket are compared as well as initialized
by the personnel when all goods have been picked. After this, the goods are moved and
picking tickets are completed to the shipping department. The bar code of the picking ticket is
scanned by the shipping personnel for bringing the sales order to the computer screen. After
confirming the correct order and quantities, the order is recorded in the database and the order
is forwarded to the carrier who makes the delivery to the customer.

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ITECH 5404 BUSINESS PROCESS ANALYSIS
Business process integration plan
Targeted business process
The main target process of the business is to implement data base by eradication of
the existing pen and paper business data storage and gain secured data storage facility. With
the constant change in the global system of data storage, there are certain challenges that are
faced by the company. To bring about a huge change in the business introduction of the
database management system is very important. Database not only stores data accurately but
also organise them in a systematic manner for easy access.
Required organisational resources
The organisational requirements for implementation of the database management in a
business are, system administrators, project manager, data architect, data analysts and the
employees.
All of the mentioned entities have a specific roles to perform. And they are given
below.
 System Administrator: The administrator is responsible for installation and
maintenance of the servers’ computers along with responding to the problems in the
systems.
 Project Manager: The new data flow that is to be created is administered under the
supervision of the project manager.
 Data Architect: The data required depending upon the requirements of the business is
transformed into technology by the data architects. They also set up certain data
principles for the business.

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ITECH 5404 BUSINESS PROCESS ANALYSIS
 Data Analysts: They are generally amongst the end users that uses the database to
create a report for the organisation so that they can be improved if needed.
 Employees: Lastly, the employees. They employees updates the database in the
regular basis for keeping the business up to date.
Required IT resources
There are certain IT requirements for creating the database and its’ implementation in
a business organisation.
 Cloud Services: The data has to be stored in some place such that the information can
be accessed whenever needed. Cloud is the best way to store it as it is easily
accessible and is also safe when the information is encrypted.
 Security protocols: To implement any on air storage, security protocols are
implemented. Access control protocol is important to prevent unauthorized access to
the system.
Related business roles
The existing File system in the organisation used to act locally whereas with the
implementation of the Databases stores the data directly without hassle. The location where
the data is stored may be temporary and could get misplaced very easily. Databases stores
data in permanent location so that file misplacement does not occur. In the existing file
system there insertion or deletion of values or data was difficult, in databases, it is possible.
The Access control protocol used in the database management system storage needs the
admin identity and password to for enabling access to the system ensuring secured access.
This was not available in the system previously.

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ITECH 5404 BUSINESS PROCESS ANALYSIS
Business process dependency
The database implemented in the business stores all the data in the OE/S process of
the business. This includes Customer order details, Credit details, Packaging and shipping
details, sales details, delivery and supply details of the organisation.
Conclusion
Database implementation in an organisation is essential to reduce human error and
increase production. The database storage process is simple and secured with security
protocols. Repetitive tasks can be performed with ease with the help of the database
management system, which in turn helps in decision making by the managers in the OE/S
process.

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