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Birkbeck University of London explains Operational Excellence at IRM BPM 2015

Description

More about Birkbeck University case study:
http://www.bizagi.com/en/customers/case-studies/government-education-nfp-birkbeck

James Smith, Director of Process Improvement & Corporate Information Systems, Birkbeck University of London explains to Senior Executives at IRM BPM 2015 how the London University embarked upon Operational Excellence utilising Bizagi BPMS as the platform.

Transcript

Achieving Operational
Excellence through BPM
James Smith
Director of Process Improvement & Corporate Information
Systems
Birkbeck, University of London
1. Introduction
2. About Birkbeck
3. Drivers for change
4. Operational Excellence
5. Bizagi & our progress so far
6. Q & A
Overview
London’s only specialist provider of evening
higher education
Birkbeck was founded in 1823 as the
London Mechanics Institute
About Birkbeck
Birkbeck counts
four Nobel prize
winners and a
British Prime
Minister among its
former students
and staff.
Birkbeck Knows about change!...
2007 ELQ funding changes (c. 40% drop in HEFCE
HEFCE teaching-grant)
Strategic Review
2012 Fees & Funding Changes
Downturn in part-time student numbers
HEFCE Catalyst Funding
Drivers for change
Staff & Students
Estates Finance HR Registry Library
Schools
Welcome to Silo-land
Objectives
1. Implement an Operational Excellence Programme
using BPM.
2. Define high-volume processes to be automated and
implement them quickly.
3. Increase peed and quality of data.
4. To reduce complexity, duplication and errors.
5. Build cross-functional processes across many
university units.
6. To empower business users to implement their own
small-scale process improvements.
What did we do?
1. Work with an external facilitation partner to run
business process improvement workshops – to
discover and identify opportunities for process
improvement.
2. Look to procure a software solution to help us
manage and orchestrate our processes – and we
procured Bizagi.
Why Bizagi?
Basic modelling
Providing a common utility for process
diagramming, using BPMN standard…narrowing
the gap to technical developers, leading to…
Full managed process execution
Executing process.
Providing case routing & work-lists.
Integration with existing corporate systems via
web services.
…create simple diagrams
Executable
…which can be refined to become
the basis for executable processes
Define abstracted data
models…
…and user interfaces for
process participants…
…and business
rules,
assignment
rules, data
integrations…
Executable
Our first Bizagi process
Student Status Amendment
This is the process by which our students:
Tell us they want to change mode of attendance.
Tell us they want to change programme of study.
Tell us they want to interrupt / suspend studies (take
a break).
Tell us they want to leave (withdraw).
Historically a paper request, which turned into a series of
email exchanges, orchestrating a series of decisions and
records updates across a number of departments.
Our first Bizagi process
Process discovery and improvement
1. Workshop to understand current process…
…and how it performs
2. Why that
is...
..and how we aspire to improve
it
3. Agree a ‘to be
process’
Our first Bizagi process
Student Status Amendment: Initiation
Web service call
Creates case in Bizagi, routed
to users to complete first
task
Our first Bizagi process
Student Status Amendment: Process
Execution
Managed process is 90% faster than previous paper process!
Achievements
1. Student Status Amendment process 90% faster
2. Proportion of student debt resulting from ‘Promise
to Apply’ is down 16%
3. 3 processes deployed in under 12 months
4. "Fastfix" initiative to empower staff to instigate their
own small scale process improvements is operational
5. "My Birkbeck Profile" portal enables students to
action their request online
6. Accessible to 18,000 students; average 3,000 cases
closed per year
Staff & Students
Corporate Information Systems Infrastructure
A bright new world?...
Estates Finance HR Registry Library
Schools
Self-Service: My Birkbeck Framework
Other common services: Identity Database, Reporting
Get
Data
?
Do
something
Update
something
Send
Email
OWN & MANAGE BUSINESS PROCESS
Do another
something
BPM: Bizagi
Lessons Learned
1. Involve all business owners in the BPM technology
selection.
2. Enlist support from external facilitator to define the
first processes.
3. Map processes, define workflows and share tasks
with the business team.
4. Promote and share your aims for Operational
Excellence.
5. Support and mentor colleagues’ process modeling
efforts.
6. Recognize that BPM does not reside in IT but should
For more information…
Jolanta Pilecka
E: jolanta.pilecka@bizagi.com
Contact…
Q&A…
Visit: Bizagi.com/Resources