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Creating a synergy between BPM and electronic archives

Description

My presentation at ECA 2010 in Geneva http://www.bar.admin.ch/eca2010/index.html

Transcript

ECA 2010, GENEVA, SWITZERLAND CREATING A SYNERGY BETWEEN BPM* AND ELECTRONIC ARCHIVES Dr Alexander Samarin www.samarin.biz * BPM – Business Process Management About me

• An enterprise solutions architect

• From a programmer to a systems architect

• Experience in scientific, international, governmental and industry environments

• Creator of systems which work without me

• Practical adviser for design and implementation of enterprise solutions

• My main “tool” is an architectural framework for improving enterprise business process management systems

2010-04-28 Creating a synergy between BPM and electronic archives BPM is a tool for improving enterprise business performance 2010-04-28 Creating a synergy between BPM and electronic archives

• The theory

• BPM as a discipline (use processes to manage an enterprise)

• The tools

• BPM as software:

• BPM suite (BPMS)

The practice Any process-centric enterprise has some BPM, but how can we industrialise this BPM? A natural evolution of BPR, Lean, ISO 9001, 6 Sigma The aim is to have a single description of business processes: – model in design – input for project planning and execution – executable program for coordination of work – documentation for all staff members – basis for management decisions An enterprise portfolio of the business processes as well as the practices and tools for governing the design, execution and evolution of this portfolio A multitude of tools “handle” processes

• Co-existence of many people , many roles and many structures

• functional

• organisational

• operational

• projects

• social

• etc.

BPM concerns everyone 2010-04-28 Creating a synergy between BPM and electronic archives

• Co-existence of many artefacts

• vision, plans, processes, capabilities, services, etc.

• Dynamic and interrelated

• Not all relationships between artefacts are explicit

• Not all relationships between artefacts are interpreted consistently by different staff members and systems

Systems view on BPM 2010-04-28 Creating a synergy between BPM and electronic archives

• Who ( roles ) is doing What ( business objects ), When ( coordination of activities ), Why ( business rules ), How ( business activities ) and with Which Results ( performance indicators )

• Make these relationships explicit and executable What you model is what you execute

Business processes are complex relationships between artefacts 2010-04-28 Creating a synergy between BPM and electronic archives

• Business artefacts

• Events

• Processes

• Activities

• Roles

• Rules

• Data & documents

• Audit trails

• Performance indicators

• Services

• Organisational and technical artefacts …

Different enterprise artefacts 2010-04-28 Creating a synergy between BPM and electronic archives KPIs Processes Services Events Roles Data structures Documents Rules Human “workflow” Audit trails

• Services are considered to be explicitly-defined and operationally-independent units of functionality

• Formal description

• Operational independence

• Invisible implementation

Services and processes (1) 2010-04-28 Creating a synergy between BPM and electronic archives

• Processes are considered to be an explicitly-defined coordination of services to create a particular outcome

• Formal description

• Coordination

Services and processes (2) 2010-04-28 Creating a synergy between BPM and electronic archives

• The business is driven by events

• For each event there is a process to be executed

• Process coordinates execution of activities

• The execution is carried out in accordance with business rules

Process anatomy (1) 2010-04-28 Creating a synergy between BPM and electronic archives

• Each business activity operates with some business objects (data or documents)

• A group of staff member ( business role ) is responsible for the execution of each activity

• The execution of business processes produces audit trails

• Audit trails (which are very detailed) are also used for the calculation of Key Performance Indicators ( KPIs)

Process anatomy (2) 2010-04-28 Creating a synergy between BPM and electronic archives Be ready to wide spread misunderstanding 2010-04-28 Creating a synergy between BPM and electronic archives

• Typical end-to-end business process

• But, the “white space” is the place where records are emerging

• Let us make it explicit as important intermediate events

Build RM into business processes: capturing of records (1) 2010-04-28 Creating a synergy between BPM and electronic archives Find client Fullfil contract Prolongate contract Sign contract Find client Fullfil contract Prolongate contract Sign contract

• If an artefact is versionable then recording of its ID is sufficient

Build RM into business processes: capturing of records (2) 2010-04-28 Creating a synergy between BPM and electronic archives Documents Data Rules Roles Audit trails Business process instance Events Particular version Records

• Align access rights with the work to be done

Build RM into business processes: access control (1) 2010-04-28 Creating a synergy between BPM and electronic archives Do something Grant necessary rights to a person who will carry out this activity to access involved business objects Revoke previously granted rights

• Align security with the work progress (preparation of an organisational document)

Build RM into business processes: access control (2) 2010-04-28 Creating a synergy between BPM and electronic archives Personal version Committee review Management approval Group drafting Private Confidential Secret Top-secret Public

• Single version Multiple versions

Build RM into business processes: managing of versions (1) 2010-04-28 Creating a synergy between BPM and electronic archives

• What to do with intermediate versions?

Build RM into business processes: managing of versions (2) 2010-04-28 Creating a synergy between BPM and electronic archives Build RM into business processes: managing of versions (3) 2010-04-28 Creating a synergy between BPM and electronic archives Build RM into business processes: producing good documents 2010-04-28 Creating a synergy between BPM and electronic archives PDF Archive Image

• Execute at the end of a business process some checks that all documents (from this business process instance) have been properly classified

• Can be a mixute of automated and human tasks (process pattern M&M)

Build RM into business processes: Business follow-up 2010-04-28 Creating a synergy between BPM and electronic archives

• Events

• New record received

• Retention period of a dossier expired

• Access to records requested

• …

• Business objects

• Records

• Dossiers

• Documents

• Calendars

An electronic enterprise archive as a BPM system (1) 2010-04-28 Creating a synergy between BPM and electronic archives

• Rules

• Retention calendar

• Classifications

• Naming conventions

• Filing plan

• …

• KPIs (consider service level agreements)

• Yearly acquicition transfer from current to semi-current archive < 2 weeks

An electronic enterprise archive as a BPM system (2) 2010-04-28 Creating a synergy between BPM and electronic archives

• Processes

• One per each event

• Explicit and executable

• Perfect audit trails

• Be a good service provider

• Reliable (as a nuclear waste storage)

• Convenient (do not block users)

• Always available

• Fully transparent

• Well architected

An electronic enterprise archive as a BPM system (3) 2010-04-28 Creating a synergy between BPM and electronic archives

• Helps to reduce complexity and to increase flexibility

• Based on a BPM reference model

• Addresses the needs of the most difficult aspect – people

• Use of explicit and executable models

• Business process modelling in BPMN

• Rules for finding services and quick prototyping

• Guidelines for usage of different technologies

• Link with enterprise architecture

Main advantages of the architectural framework for BPM 2010-04-28 Creating a synergy between BPM and electronic archives Thank you!

• Contact information:

• Alexander Samarin

• [email_address]

• www.improving-BPM-systems.com

2010-04-28 Creating a synergy between BPM and electronic archives