INF80028 - Business Process Management

Semester 2, 2024

Assignment 2 Analysing and Designing To-Be Business Process for Swinburne Cares Foundation

Assignment 2 due on Week 12 Friday 18th  Oct. at 23:59 AEDST Assessment 2 Value = 40%

To be completed individually or within a group. Your submission should include:

•   Submit one copy of the report, Modelling file per group.

•   Submit your group report via Assignment 2 submission link on INF80028 Canvas > Assignment>Assignment 2 information and submission link

•    The Team Contribution Statement (TCS) MUST be completed and included in the appendix of your group report.

•   Assignment 2 Team Charter should be completed and submit via Assignment 2 Team charter submission link on Canvas.

•   Submit     modelling     file     through     modelling     submission     link      on     the Canvas>Assignments>INF80028 Assignment 2 Model Submission links.

Please read the ‘Submission Requirements’ section for details. If you have any queries, you may check with the teaching staff

Assessment 2 Requirements

It  will be  students ’ responsibility  to  find  additional  information  that  may  be  needed  for completing the assignment.

As a team,you need to review the proposals (Assignment 1) that each member puts forward for submission. You need to discuss each proposal on its merits and decide which one(s) will be best suited to use as your foundation for this assessment (Assignment 2)*. This will ensure that as a team you agree on the starting point for your assessment.

*Note  that  forming  assignment  2  groups  are  students’  responsibilities.  We  will  provide instructions for you to self-enrol into a group. You should do this before we post assignment 1 results, your decision is not biased by results and feedback from the INF80028 assignment 1. However, this does not include those students who have not submitted assignment 1. If you applied for an extension to assignment 1, you should inform. your group members. For those students received more than 3 days extension, I will delete your name from the group and add you back in after you submit assignment 1.

Outline

This assignment requires you to continue working on the business and process(es) of Swinburne Logistics  Group.  As  the  current  various  donation  processes  do  not  work  efficiently, management wishes to improve the process(es) by using the best practices, methodologies, technologies and BPMS. The purpose of this assignment is to improve the process(es) in away that addresses the problems.

Firstly, the project team needs to finalize the key problems faced by the business and the process(es)  which  some  of  the  problems  each  group  member  has  already  identified  in assignment   1.   In   this   assignment,   you   are   required   to   discuss   each   member’s  key problems/issues’ list and summarize them as the starting point ofthe assignment 3. You should also add problems which members consider are important, but they are not listed in assignment 1(s). For all new add problems, you need to provide a clear and detailed explanation of your decisions. For the ones you have already discussed in assignment 1(s), you don’t need to repeat, and you can quote members’ assignment 1(s) as references. You have to be realistic and need to consider business capacities when you discuss problems, provide suggestions and solutions.

Similar to assignment 1, for this assignment you are asked to present a report.

Your work should include two parts.

Your Tasks

Part 1: Business Process Modelling (All models and tables should be added in appendix):

As in assignment 1, you had designed 4 or 5 separate process models. In assignment 3, you should design a process layer, construct a main process model to include all subprocesses. The 4 or 5 models you created in assignment 1, should be modified and as subprocesses in the main process. This means you at least need to have 4 to 6 subprocess icons in the main process model. You can also have sub-processes inside sub-processes resulting in a multi-layered design. For examples, if you consider regular donation subprocess is complicated, you can move some information such as communicate with banks as a subprocess. The number of sub-processes you have, depends on your own model design. Each diagram should occupy no more than one page.

•         Correct the models you drew  in the previous  assignment based on the  feedback given by teaching  staff (A  set  of corrected  models  should  be  in  the  report appendices).

•         Design Logistics Group processes with clear layers. You should firstly create a main process which include individual models created in assignment 1as subprocesses. The process should be called Swinburne Logistics Process. This process presents all information start from contract received until payment completed. (A set of level 2 AS-IS models should be in the report appendices). Secondly, to followup ‘model should be concise, main process and subprocesses should not have repetitive tasks, you should re-draw all process models (you created in assignment 1) which remove all repetitive tasks.

•         Design  a new process(es)  (TO-BE models) using BPM level 2 modelling which addresses  the  problems  you  have  identified,  and  you  suggest  can  feasibly  be implemented. You should be innovative and creative, which think out of the box. Your solutions should solve the major issues of the current business processes. It is not just simply removing a task or add a task or add a communication. (A set of level 2 TO-BE models should be in the report appendices).

•         All level 2 models should be labelled correctly in the model file (such as Bizagi file should include all models).

Advice on modelling format:

The following requirements are for the as-is and to-be model(s).

•   Model the process in BPMN using the modelling software. You have to copy all models into your report appendix. The original modelling file is also required to be submitted through the modelling submission link.

•   Each diagram should occupy no more than one page.

•   All models in the file must be printable as is, within margins and all diagram elements legible.  Layout  your  diagrams  to  ensure  all  contents  are  readable  when  your submission   is   printed   on   A4   paper.   Check   the   final   result   is   readable. Indecipherable content cannot be assessed and will attract a mark of zero.

•   The models must be formatted in a logical and elegant way. The models should adhere to the qualities mentioned in the lectures.

•   You must have a clear layer of processes which should include main and a set of sub- processes.

•   The process modelled should match what you have described in your analysis report. If the suggested solutions do not impact on how your models look, you need to provide a brief explanation.

•   The views of models must be consistent with each other, enabling the whole analysis to make sense.

Part 2: Business Process Improvement Recommendation

You  are  required  to  provide  recommendations  for  the  possible  changes  to  the  business process(es) or to the way they are managed which you consider will add value to their business and why they are more efficient and effective compared with the existing models.

You should carefully read the diagrams and link them to the key issues and consider if there are possibilities to alter the diagrams based because of your recommendations for solving problems (for example, combine the tasks, reduce double handling …). If so, you should provide the new to-be process diagram(s). If not, then should indicate why they do not affect the models.

Resources allocation and performance

For  solving  problems/issues,  you  also  need  to  consider  the  resources  allocation  and performance. For example:

1.   Where is the process bottleneck?

2.   How to better organize staff and allocate jobs to achieve 80% utilization?

You don’t need to provide accurate numbers; general discussion and analysis will be efficient.

Best practices

In assignment 1, for each issueselected, you have stated the Best Practices (details can be found in lessons 5 & 6 Overviews) you will apply. In assignment 2, you should review each member’s discussion in assignment 1, and firstly list all key issues (not the only 5, you should go through the processes and identify all key issues), secondly apply best practices to each issue. If you have already discussed in Assignment 1(s), you can use them as references and quote them in your report. Your selected best practices should be summarized in the table provided. The best practices should be presented in the TO-BE models. Please keep in mind that many different best practices might be used for one issue or problem. Also, for one issue/problem, may need to adopt multiple best practices. So, group members should discuss and select one or more than one which best meet requirements. The following table to summarize your discussion(s). Please notes that industry best practices also can be considered. The table can be put in an appendix.

Methodologies

You also need to consider approaches (methodologies), Lean, Six Sigma & Lean Six Sigma. Which of them is best suited for substantially improving the Swinburne Cares Foundation process and why? You will also need to provide a discussion summarising how Swinburne Cares Foundation processes will now operate and be improved if your recommendations are implemented which provides a holistic picture of the new process(es).

Advice on Best practices:

•   Of the Best Practices mentioned in the lecture, only the Customer, BP Operation and Behaviour Best Practices have an effect on the BPMN diagrams. The other Best Practices, especially the Organization/Resources Best Practices have little or no effect on the diagrams. Therefore, it is advisable to apply Customer, BP Operation and Behaviour Best Practices before Process Automation.

•   Many of the Best Practices apply to a specific part of the process. It must be clearly stated how and where the Best Practice is applied in the process, preferably in column c. For example, if applying the Activity Elimination Best Practice, it must be clear what activity is being eliminated.

•   Your applications of cited Redesign Best Practices form. a set of recommendations for process improvement. Your recommendations must be consistent as a whole. That is, they must all be able to be applied together to obtain a consistent and coherent To-Be process.

•   To address a single problem, it might be necessary that more than one Best Practice will be required. In addition, once a Best Practice is applied potentially more than one problem will be addressed.

Report Submission Requirements (All 2 parts)

Submit a single MSWord document. Archives with multiple files and/or subfolders will not be accepted.

•   A word-processed report with no more than 3000 +/-10% words which includes:

o Executive Summary (not included in the word count)

o Table of Contents (not included in the word count)

o Introduction

o The main body  (Discussion  addressing the Task Requirements, you  should provide  preferable  subtitles  for  each  section  in  this  part,  e.g.,  Problem identification  and  analysis;  Recommendations  for  possible  changes  to  the business process (es) by adopting best practices and methodologies)

o Brief recommendations for a change management plan

o Conclusion

o References (not included in the word count)

You MUST use the Harvard Referencing  style. throughout your report  and include an accurate list of references at the end of the report. You can access the correct         style. from         the          library:          Harvard         System

(http://www.swin.edu.au/lib/guides/harvard_system.pdf) or APA.

o Appendices

    BPMN diagrams should be put in an appendix.

    Other model relevant documents, such  as  tables  to  explain  model elements.

    Best practices summary table.

•   Pages of the report should have appropriate headers and footers and should include printed page numbers.

•    Size 12 and 1.5 line space.