*Explaining Process Architecture and Lifecycle

Question 1

What are process models created for? I.e why do they follow an iterative cycle?

Answer 1

To be viewed and executed by other people. Hence, every process follows an iterative lifecycle.

Question 2

What are the 3 steps in a process lifecycle in order?

Answer 2

-Process Documentation
-Process Execution
-Process Analysis

Question 3

What is Process Documentation

Answer 3

Starts with capturing the fundamental process information.
e.g:
-Running workshops with process participants
- Creating process-related surveys
- Conducting process interviews

Result should be a (new or refined) process model, which can be used as a common base for process execution - either by systems or manually.

Question 4

What is Process Execution

Answer 4

People and /or applications using the process model to execute the documented business tasks. Tasks can be assigned to users so they’re notified of open tasks.

Question 5

What is Process Analysis

Answer 5

Process Analysis is focused on setting process KPls in order to discover weak points, bottlenecks and /or compliance issues.

Example KPIs for a sales process could be:
- Number of new sales contracts
- Value of new contracts signed per period

Question 6

In a Process Architecture (generic?) what are the four levels?

Answer 6

[imagine the below as a knowledge hierarchy triangle from top to bottom]

1. value chain
2. process areas
3. E2E processes
4. sub processes

Question 7

What is a High-level value chain?

Answer 7

starting point for organizations which helps to structure BP and drill-down into separate business areas to determine the final processes

Question 8

Explain Level 1 of a process architecture

Answer 8

value chain (google model)

represents the process architecture of an organization from the highest standing point. the landscape normally visualizes the process groups of management, core, and support processes, which are aligned to the overall company goals and strategy

Question 9

Explain Level 2 of a process architecture

Answer 9

2. process areas.

focuses on a functional part of the organization, e.g. Human Resource, Finance, or Sales Department, and provides an insight into the corresponding business processes. It contains grouping of related process areas of a certain business unit.

Question 10

Explain Level 3 of a process architecture

Answer 10

E2E processes

existing and conceptual end-to-end processes of a dedicated process area.
The BPMN (model & notation) is used for the graphical representation of all business processes. It contains the tasks, branches, and decisions to complete the process.

Question 11

Explain Level 4 of a process architecture

Answer 11

sub processes

Further level of details and outsourced process information in the form of BPMN models linked to single or multiple upper level processes of the hierarchy

Question 12

What is the recommended Number of Levels in the Architecture?

Answer 12

3-5

actual number of levels depends on the complexity of the business areas and it may be useful to create an additional level

Question 13

How can you create a high-level entry point? (to Processes and Business Areas)

Answer 13

• high level value chains
• subject related navigation

Question 14

What is a subject related navigation?

Answer 14

e.g clickable icons.
Such an entry point can be aligned to product lifecycles, company / customer journeys or any other company specific journeys

Question 15

What is Customer Journeys (for Customer-related Processes)?

Answer 15

Dedicated journeys which links business processes from the customers perspective.
eg. journey of buying new baking products
stage 1: exploration - business goal: optimise rank in search engines

Question 16

What is the point of a process model?

Answer 16

get a common understanding of the current process just by looking at the model and following the process flow, very important if you are onboarding

Question 17

(OBP - Operational Business Processes) What are the four overall steps?

Answer 17

-Process Documentation
-Process Design
-Process Analysis
-Process Implementation

Question 18

(OBP) Explain Process Documentation

Answer 18

Modeling AS-IS processes - regardless of how good/bad the process, it’s all about visibility
Create transparency
Share process knowledge

Question 19

(OBP) During the Process Documentation stage, what does the captured BPMN Diagram look like

Answer 19

mainly provides information about individual process steps and the sequential flow of activities + enables to understand and triggers/results

Question 20

When documenting the process - what are the 2 activities to do?

Answer 20

Firstly: Capture the Frame of the Process
Secondly: Add Additional Information Focused on Process Execution

Question 21

When capturing the frame of the process what 5 things does it cover?

Answer 21

• Name: Does the process name reflect the purpose and content?
• Purpose: Does the process description include enough information, to provide a high-level understanding what the process is about?
• Goal: Is the described goal of the process reflected correctly in one sentence?
• Process owner: Who has the responsibility of the overall process and is interested in its successful execution? Who sets the KPI and is interested in its performance - and improvements?
• Additional process information: Are there any other additional information on process level?

Question 22

What Additional Information Focused on Process Execution does it cover? (6 things it could be)

Answer 22

• Responsibilities: Which roles are involved for executing the tasks?
• Tasks and Descriptions: Which tasks are required? What information is required and needed to be provided in a dedicated task description?
• Systems: What tools or applications are used to complete the tasks?
• Data: What data or document are consumed or created?
• Risks and Controls: Are there any risks in certain tasks? Are the risks covered by corresponding controls?
• Key Performance Indicators (KPI): Which KPIs are suitable for the process to measure the performance?

Question 23

(OBP) Explain Process Design

Answer 23

Modeling To-Be processes
Process Simulation
Assessment of alternatives

Question 24

(OBP) Explain Process Analysis

Answer 24

Problem diagnosis
Cause study
Potential estimation

Question 25

(OBP) Explain Process Implementation

Answer 25

Change Management
Classic IT Projects
Process Automation