Business Process Analysis Template

Business Process Analysis

Client Name                :

Client Address            :

Project Start Date      :

Project End Date       :

Client Contacts          :      

Sl. No.	Name	Email	Phone No.

Project Leader           :

Project Team              :

Sl. No.	Name	Email	Phone No.

Document History     :

Revision No.	Revision Date	Revised by with contact	Reason

                                  

1.       Scope of Analysis

Please mention here the scope and objective of the project.

2.       Organizational Structure

Draw the organizational structure. This should reflect the formal structure of the organization. Also note down informal working structure, if any also. Note if it is a hierarchical or matrix structure.

3.       Departments

Sl. No.	Department	Department Head	Employee Strength	No. of Forms /reports	Number of Transactions/day	Remarks

Department : Name of department

Department Head : The head of the department

Employee Strength : Total strength. Also mention if there are casual employees.

No. of Forms/reports : Number of Forms and reports in the department

Number of Transactions/day : How many transaction of different kind are done. For example in Stores how many times material is received and material is issued.

Remarks: Observation if any.

4.       Business Processes

Sl. No.	Process Name	Starting Department	Ending Department	Direct / Indirect/ Administrative	Cost (High/ Avg./ Low)	Criticality (High/ Avg./ Low)

Process Name: Name of the process. The name should reflect the nature of the process. For example Purchase High Cost Material.

Starting Department : The department which starts the process. If it can be any department than just say Department. For example a Purchase process can be started by any department. So just mention Department.

Ending Department : The department which ends the process. If it can be any department than just say Department. For example an indent process can end at any department. So just mention Department.

Direct/Indirect/Administrative : Type of Process. For an explanation see 
http://tech.lalitbhatt.net/2014/08/identifying-business-processes.html

Cost : Mention the process cost. Take care that this cost reflects the process cost only. For example in the Purchase Process do not involve the cost of material procured. A scale of cost can be predicted by number of hops it takes to finish. For example the purchase process cost of a costly material might be higher than a low process cost because of more approvals involved. For an explanation see 
http://tech.lalitbhatt.net/2014/08/identifying-business-processes.html

Criticality : Mention how critical is the process to the organization. For example in a manufacturing company, Purchase is a critical process. In an IT company, recruitment and training is the critical cost. For an explanation see http://tech.lalitbhatt.net/2014/08/identifying-business-processes.html

4.1.    Process Flow Diagram

Draw the flow chart diagrams of the processes. You may use any notation language as prevalent. A simple flowchart is good enough to cover most of the cases. Also the simple notation are available in document creating softwares. The notation elements in this case are:

 

For richer notation one can adopt BPMN notation also.

Also try to develop some metrics for critical processes at this stage which will help in measuring the re engineered processes. For example in Sales cycle, the cycle time to make the order to reach to customer. Some of the useful metrics that can be employed are:

·         Cycle time : The time it takes to complete the process.

·         Setup Time : How much time is required to set up things so that the process can start serving.

5.       Present IT setup

5.1.    Machines

Sl. .No	Desktop/Server	Qty.	RAM	Hard Disk	Configuration	Status (Good/Bad)

Desktop/Server : Type of machine

Qty : Number of machines

RAM : RAM size

Hard Disk : Size of hard disk

Configuration : Make including processor size.

Status : Are the machines in usable condition? If for same configuration there are some of the machine usable and some not usable than make two different line entries.

5.2.    Network Topology Diagram

Draw the topology of the current setup including network bandwidth.

5.3.    Migration Requirement

Sl. No.	Database (including database vendor)	Type of Data	No. of Tables/Procedures/Views	Size of Database

Database : For what purpose this database is used? Who is the database vendor?

Type of Data : What is the scope of data in the database? What important master and transactional data it contains?

No. of Tables/Procedures/Views : How many tables, procedure and views this database contains?

Size of database : A rough estimate of the size of database.

6.       Proposed Changes

6.1.    Business Architecture

Describe the changes that need to bring in the organization. Draw the organization structure again. This may or may not change as per the scope of the project.

6.2.    IT Setup

What is the proposed IT setup?

6.2.1.  Topology

Draw the new network topology. Also note down the hardware and software requirements.

6.2.2.  Software deployment structure

Draw the diagram that how the different softwares will be deployed.

6.2.3.  Hardware and Software Requirement

Hardware Requirement:

Sl. .No	Desktop/Server	Qty.	RAM	Hard Disk	Configuration	To be Procured

Desktop/server : The grade of machine

Qty: number of machine required

RAM : RAM size

Hard Disk : Hard disk size.

Configuration : Make and other details of machine

To be procure : Whether the existing machines can be used or need to procure new once.

Other Hardware Requirement:

Sl. .No	Item	Qty.	Configuration	To be Procured

Item : Type of hardware to be procured

Qty. : Quantity required.

Configuration : Details of hardware.

To be Procured : Whether the existing item can be used.

Software Requirement:

Sl. .No	Software	Qty.	Details	Open Source/ Freeware/ Licensed	To be Procured

Software: Software to be procured.

Qty. : Quantity to be procured.

Details : Details of the software including purpose.

OpenSource / Freeware / Licenses : Type of software.

To be Procured : If the software needs to be purchased.

6.3.    Proposed Processes

  

Sl. No.	Process Name	Starting Department	Ending Department	Direct / Indirect/ Administrative	Cost (High/ Avg./ Low)	Criticality (High/ Avg./ Low)

Same as in Section 4 . This time done for changed processes.

6.3.1.  Process Flow Diagram

Same as in Section 4. This time done for changed processes.

6.4.    Implementation Strategy including Data Migration

Mention the plan that how the changes will be done including the steps.

·         Which department and processes will be done in which sequence?

·         Training Plan for people

·         What steps are taken to ensure that the downtime for the organization is minimum.

·         Risk Management Plan

6.5.    Testing Plan

· How the testing of changed processes is done?

·In case of bugs, the process to handle it and how to introduce the fix.

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