ITECH 5404 - Analysis of Order Entry and Sales Process Business Report

This report analyzes the order entry and sales process of a retailing company, focusing on the automation of routine business processes to enhance customer service. The analysis includes a detailed breakdown of the process, from pre-sale activities to shipping, using a BPMN diagram to illustrate the flow of information between departments. The report outlines the roles within the organization, including customers, VP of marketing, VP of finance, and VP of logistics, along with their respective activities and responsibilities. Furthermore, it presents a business process integration plan that addresses the required organizational and IT resources, business rules, and dependencies. The objective is to develop an online retail system that efficiently manages customer and product data, optimizing warehouse management and timely product delivery. The report concludes by highlighting the current manual processes that need automation to streamline operations and improve overall efficiency, with a focus on the importance of the order entry/sales process from order selection to delivery.

Running head: BUSINESS PROCESS ANALYTICS AND CHANGE
ITECH 5404 Business Process Analytics and Change
Name of the Student
Name of the University
Author’s Note

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BUSINESS PROCESS ANALYTICS AND CHANGE
Executive Summary
The paper reflects the business process involved for the order entry sales management system for
a retailing company with the help of a BPMN diagram. According to the case project, the order
entry/sales process is utilized for the management of the orders and sales data for automation of
the routine business process and provide proper service to the customer. The business process is
divided into sub process for identification of the flow of information between each of the
department of the company and improve the flow of information between the departments. The
following report focuses the BPMN process which includes the business process as well as
necessary activities and data and also represents a business process integration plan which
involves how the process includes the IT as well as the organizational systems of the
organization.

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BUSINESS PROCESS ANALYTICS AND CHANGE
Table of Contents
1. Introduction..................................................................................................................................3
2. Description of the designed Order Entry / Sales Process............................................................3
3. BPMN Diagram...........................................................................................................................5
4. Business Process Integration Plan...............................................................................................6
Conclusion.......................................................................................................................................9
Bibliography..................................................................................................................................11

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BUSINESS PROCESS ANALYTICS AND CHANGE
1. Introduction
The report is prepared after the evaluation of the analysis notes on order entry and sales
process of a retailing company. The structure of the people, activities, equipment’s and controls
on the different activity of the business process is analyzed for identification of the primary
functions of the business and achieve the goals of the company. The overall process is
overlooked by the admin manager. In the organizational hierarchy, there must have front desk
staff and internal admin staff except the admin manager (Angelovski, Angelovski & Le Nguyen,
2015). The customer information is needed to be recorded in the information system along with
the orders and the previous sales data such that stocks in the warehouse can be managed. An
information system is proposed that would help in eliminating the miscommunication between
the different departments and improve the transparency in the business. The overall process is
controlled by the admin manager and the whole process is done with the help of order entry/sale
process along with the BPMN process. The overall process depends the IT department as well as
other organizational sections. It has been stated in this paper that how the process depends on the
order entry/sales process.
2. Description of the designed Order Entry / Sales Process
2.1. Process
It is the process of describing how the order entry and sales process takes place. This
process includes the several activities like pre-sale activities, how the order is processing for
sales etc. (Angelovski, Angelovski & Le Nguyen, 2019). The overall process of orders that are
ready for sales and how the order are entered in the system and the following process is how the
goods related to the orders is ready for and packing as well as shipping all of these processes are

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described in this order entry/sales process. It is one kind of interactive structure which includes
to the people, equipment as well as control all the activities related to sales as well as entry of the
order in the system to achieve the proper goal of the organization.
2.2. Roles
In the order entry/sales process, there are various kinds of roles having in the
organization. The following roles in the organizations related to order entry/sales process are
Customer, VP marketing, VP finance, VP logistics (Braun & Esswein, 2014). In the customer
part, there has many representatives who helps to collect the customer request for the selected
goods by the customer. In VP Marketing, it represents on the credit is check. It is approved from
the credit department that describes the credit request as well as credit approval of sales order.
Not only are the credit requests done in this section but also shipping notice is done in this
section. In the VP finance, picking ticket from the warehouse is done. The clerk has the
responsibility of confirming the order and informs to the warehouse department for shipping.
The sipping department confirms the order for packing and completes the picking ticket. The
shipping department packages the goods for delivery. The shipping notice is approved by general
ledger.
2.3. Activities
The order are provided by the customers and the representatives of the organizations
confirms the orders selected by the customers (Elias, Bider & Johannesson, 2014). They
confirms the orders through sending messages, emails, telephone call or their official websites.
Then the credit of the selected orders are approved from the credit department. After that, the
clerks of the organizations sent the confirmation number or confirmation messages through their

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official websites to the customers. After the getting confirmation from the customer, the
warehouse picks the tickets for the orders. Then the warehouse confirms the shipping department
to packing the goods related to the orders. The shipping department starts the packaging of the
goods and sends the confirmation to the carriers for delivery purpose.
2.4. Documents
The documents that are needed for this process are such as the customer order id,
conformation messages from the customers, credit approval from the credit department and
sends a confirmation message to the customers for shipping the goods related to the orders.
3. BPMN Diagram
Order processing BPMN Model
Purchasing BPMN Model

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Shipment BPMN Model
4. Business Process Integration Plan
4.1. Target Business process
The business process is to develop an online retail system that needs to record all the
details of the customer, products for increasing the efficiency of warehouse management and
deliver the product on proper time. In this case project depends on the order entry/sales process

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which includes the process from the order selection to the delivery of the orders. In the case
project, the first stakeholder that means the customer places their order on phone to the sales
order department. This VP marketing department is responsible for sending credit request to the
finance department and get approval from them. The other stakeholder that means the VP
finance staffs and the logistics staffs are responsible for the management and delivery of the
order placed by the customer. The details of the sales order are sent by the sales order
department to the finance department for clearing the payment and on getting the payment from
the customer a ticket is sent to the logistic department for the shipment of the product. The
details of the ticket is scanned and the good is picked from warehouse for delivering it to the
customer.
4.2. Required Organizational Resources
Role Name Responsibility Assigned
Activity
Rights/Limitations Special
Requirement
Sales Manager Credit request,
Sales order
management
Receive order, get
customer details,
send accept or
reject notification
Need multiple
employees
working under
sales manager
Accounts
Manager
Record sales
details, profit,
loss percentage,
logistics
expenditures
Get details of the
product ordered by
the customer,
customer details
and logistics
Need
communication
with sales
manager

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BUSINESS PROCESS ANALYTICS AND CHANGE
charges
Shipping
manager
Manage
shipping
complete
delivery process
Logistic charges,
product details,
delivery address
Need
communication
with accounts
and sales
department
Logistics Deliver the
product to
customer
location
/address
Customer address
4.3. Required IT resources
IT Resource
Name
Function Related Activities Input to IT
Resources
Output from IT
Resources
Order
processing
system
Record
customer,
product and
sales
information in
the information
system
‘receive order from
customer’,
Customer order
details,
N/A
‘accept order’,
‘reject order’
Product
availability
Updated list of
accepted/rejected
orders
‘check against the
list of accepted
orders’
Request for an
applicant’s
information
List of accepted
orders
‘pick an order’ Request for an
payment
information
List of accepted/
rejected
payments
Customer
Profile DB
Store
customers
profiles
‘create customer
profile’
Initiated profile of
an accepted
customer
N/A

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BUSINESS PROCESS ANALYTICS AND CHANGE
4.4. Related Business Rules
 The roles of front desk staff is not equal to the role of internal admin staff.
 Admin manager can control all the activities of the overall process.
 The order placed by the customer is managed by the sales department.
 Payment is taken from the customer by creating a credit request to the credit department
and getting approval from the sales department.
 If it needs to require any rejection or acceptation then it will done immediately by
checking the availability of the product in warehouse.
 The whole ordering process is needed to be completed by sending a shipment notice to
the sales department and an acknowledgement to the customer.
4.5. Business Process Dependency
In the business process dependency, the order entry and sales process is enlisted. In this
process it needs to keep all the information related to the customer, products and logistics
company in the database of the system.
Conclusion
It has been stated in the conclusion part, that the order entry and sales process depends on
the resources of the company and currently a manual process is followed that is needed to be
automated. The order entry/sales process is one kind of process that describes the detailed
description of selection of the orders by the customers to the delivery process by the organization
(Spiegel & Stahl, 2014). In the first part, it discusses the order entry/sales process which induces
the pre-sales activities, the sales description, description related to packing goods as well as
shipping of the goods. In the second part, it has been stated about the business process. It

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describes organization resources as well as IT resources, related business rules and also business
process dependency. In the organizational resources, it includes admin manager, front desk staff
as well as internal admin staff. On the other hand, the IT resources are such as customer
registration process as well as customer profile databases. The overall process needs to start
before the customer can place their order and should complete the process after the product has
been successfully delivered to the customer location. The overall process is controlled by the
admin manager.

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Bibliography
Angelovski, S., Angelovski, V., & Le Nguyen, Y. H. (2015). U.S. Patent Application No.
14/483,178.
Angelovski, S., Angelovski, V., & Le Nguyen, Y. H. (2019). U.S. Patent Application No.
10/262,377.
Braun, R., & Esswein, W. (2014, November). Classification of domain-specific BPMN
extensions. In IFIP Working Conference on The Practice of Enterprise Modeling (pp. 42-
57). Springer, Berlin, Heidelberg.
Elias, M., Bider, I., & Johannesson, P. (2014). Using fractal process-asset model to design the
process architecture of an enterprise: experience report. In Enterprise, Business-Process
and Information Systems Modeling (pp. 287-301). Springer, Berlin, Heidelberg.
Kalenkova, A. A., De Leoni, M., & van der Aalst, W. M. (2014, September). Discovering,
Analyzing and Enhancing BPMN Models Using ProM. In BPM (Demos) (p. 36).
Spiegel, Y., & Stahl, K. (2014). Industry structure and pricing over the business cycle. In The
Analysis Of Competition Policy And Sectoral Regulation (pp. 115-140).