BPM Assignment

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School

Collin County Community College District *

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Course

1371

Subject

Information Systems

Date

Dec 6, 2023

Type

docx

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Uploaded by SuperHumanOxide3356

1. Business Process. a. List at least 3 issues with the current process. - Short staff: Having only one clerk to take care of verifying the invoices before paying them could result in slowing the process. - Manual sorting: It is very time-consuming. - Weekly meeting: Sometimes, there are unnecessary delays. b. Explain the impact of the existing process on operational efficiency. It has a negative impact on the existing process of operational efficiency: - Vendor Complaints: They usually complain about the length of time that we pay their bills. - Lack of Scalability: Increased demand will take a toll on the person who is responsible for the invoices when COVID-19 happens. - Resource Allocation: It could be of better use 2. Diagram the existing Process. a. Using a diagramming tool (Lucidchart), model the existing process. Use swim lanes to show process participants and separators to show time scales. Remember to submit in PDF format, screenshot, or sharable link.

https://lucid.app/lucidchart/d1db5618-300c-4b1f-90a8-db05462a640a/edit? viewport_loc=-4403%2C- 2935%2C9306%2C4314%2C0_0&invitationId=inv_0b140e31-f49f-4d9b-901e- f4d8f8e4ff26

3. Metrics a. Identify 3 measurements or metrics that could be put in place to measure the impact of the existing process on operational efficiency. - Invoice Processing Time: Measure the average time it takes from receiving an invoice to processing it for payment. This metric will highlight delays in the process. - Invoice Discrepancies: Track the number of invoices that require reconciliation due to discrepancies. A high percentage indicates issues with order accuracy or communication. - Vendor Satisfaction: Give out surveys to vendors and specifically ask for satisfaction levels or give out ideas and let them choose. High levels of vendor dissatisfaction may indicate problems with payment delays. 4. Process Improvements a. Discuss the changes that could be made to make the process more efficient. - Auto Invoice Sorting: Using an automatic system to scan and sort incoming invoices by vendor and purchase order number will reduce manual effort and speed up the sorting process. It could be partially or completely automated. - Real-time Communication: Replace the weekly meetings with real-time communication between the accounts payable, purchasing, and receiving departments. Use a digital platform or messaging system such as email, Microsoft Office, or just a call for instant issue resolutio–n. - Additional Staff: Hire additional accounts payable staff to handle the increased volume of invoices efficiently.

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b. Explain how information systems could support those changes. Discuss what data the systems should capture and what decisions the system could improve. - Information System: A system that can save purchasing, receiving, and accounts payable information. It should capture data such as purchase orders, invoices, and ordered items. - Data Analytics: Having data analytics to monitor and analyze invoice processing times and select orders that do not meet requirements to optimize the process further. - Online Portal: Develop an online portal where vendors can submit electronic invoices directly into the system, reducing manual entry and mail delays. - Checking System: Develop a page for the team to approve the process quickly and notify relevant parties when actions are required. This would improve decision-making and reduce delays. - Performance Dashboards: Create dashboards that provide real-time visibility into the invoice processing status. This allows management to make faster decisions and address issues promptly. Also, in this way, we can reduce meeting time to speed up the process.

BPM Assignment

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