The benefit of using Visuals for Business Analysis › irms.org.uk › resource › ...Global B2B Process Transformation and Requirements Lead Business Design Consultant ... Sales

The benefit of using Visuals for Business Analysis

[email protected] 1

My Background BA Role BA Role / IM Role Understand overall requirement Identify the stakeholders Understand the process Understand issues or need for change Key learning points

[email protected] 2

Order Admin

AFI Manager

Order Desk Team Lead

EMEA Fulfilment Process Lead

Customer Fulfilment Business Transformation

MBA

Order Admin

Copenhagen Business School

Office Admin

Shipping Agent

Sergeant – Signal Corps

Office Manager

Self Funded Travel

AST

Started simple business

reporting

1990 2000 2010

TR IBM

IBM EMEA business

reporting

Develop various marketing

processes

Senior Business Analyst Lead

Global B2B Process Transformation and Requirements Lead

Business Design Consultant

Global Fulfilment Process

SME for XCC

2006 International Innovation Award

Designed Price Protection

Tool

MyBI

B2B Order improvement

BoA ASN

B2B Strategy

BA / BDC Team Lead

Turkey E-Invoice

2016

Fall Planning

Road Map

Application Migration

Lenovo Divestiture

NAV

PO-Flip Automation

P2P process Improvement

BH B2B Process Lead

B2B Requirements

Mgnt

DK

Bjorn’s background

Business Reporting Lead

Re-org / career aligned

order desk

Channel Business Partner

Management

[email protected] 3

Languages: •Danish •English •Norwegian •Swedish •German

Operational Process Improvement Process Transformation

Agile

Independent BA

1. Understand overall requirement 2. Identify the Stakeholders 3. Understand the process 4. Understand issues or need for

change 5. Understand how to change 6. Document the change

requirements 7. Support development of the

changes 8. Support implementation of

change

Business Analysis tasks

“A business analyst is any person who performs business analysis tasks, no matter their job title or organizational role.” IIBA

[email protected] 4





change

Business Analyst 1. Understand Overall requirement 2. Identify Stakeholders 3. Understand the process 4. Understand information risks 5. Understand how to mitigate the

risk 6. Document the mitigation

recommendation report

Information Manager

“A business analyst is any person who performs business analysis tasks, no matter their job title or organizational role.” IIBA

[email protected] 5





change

Business Analyst 1. Understand Overall requirement 2. Identify Stakeholders 3. Understand the process 4. Understand information risks /

need for change 5. Understand how to mitigate the

risk 6. Document the mitigation

recommendation report

Information Manager

For case study - Focus on these 4 Tasks

[email protected] 6

1. Understand overall requirement 2. Identify the Stakeholders 3. Understand the process 4. Understand issues or need for change

[email protected] 7

Case study: “PO-Flip e-Invoicing”

Work with Request Owner to understand the Project Requirements.

Draw high level Process Flow to verify my understanding

Document Problem statement, Scope and Objective etc.

[email protected] 8

raise PO in ERP Client

Sales PMO

Contract Management

B2B Execution Team

Load Order in

ePV

Validate Order

Revenue

Negotiate and Agree Contract


Validate & Process Billing

Access Order in Portal

Generate B2B

Invoice

Receive and

reconcile

Create Invoice

Invoicing System

PO Flip

Understand overall requirement High Level Process Flow

B2B Execution Team

Retrieve Invoice

[email protected] 9

ePV (e-procurement Vendor)


[email protected] 10



ePV

Sales PMO

Contract Management

B2B Execution Team

Load Order in

ePV

Validate Order

Revenue





Generate B2B

Invoice

Receive and

reconcile

Create Invoice

Invoicing System

PO Flip B2B Execution Team

Retrieve Invoice

Identify the Stakeholders Use as-is process flow



ePV

Sales PMO

Contract Management

B2B Execution Team

Load Order in

ePV

Validate Order

Revenue





Generate B2B

Invoice

Receive and

reconcile

Create Invoice

Invoicing System


Retrieve Invoice

Identify the Stakeholders Use as-is process flow





Stakeholders from different background, different roles and different experience don’t see things the same way

Draw High level Graphic Representation of the overall Business Function

Align Stakeholder Understanding


Same Understanding

Different Background

Diff

eren

t Rol

e

Different Experience

Different Understanding

Align stakeholder understanding

Customer ERP

Supplier Systems

Procurement Transactions • Request for Service • Request for Quote • Purchase Orders

Procurement Transactions • Quotation / Contracts • Order Response • Invoice

Other Suppliers

Other Customers

Gatew

ay Gat

eway

ePV Electronic

Purchase Vendor or

Supplier Network

Order

Invoice

Order

Invoice

Order

Invoice

Understand the process Align stakeholder understanding

Customer Supplier Communication Channel Internet / Private network


Complex Operational Business Processes

GUI (web form)

Supplier Systems

ePV (Ariba) Electronic

Purchase Vendor or

Supplier Network

Order

Invoice

Customer Business

Rules G

atew

ay

Order

Invoice

PO-Flip Access Order in GUI and “PO-Flip” it to an e-Invoice

Customer Business Rules Allow supplier to change unit price y/n Allow supplier to increase quantity y/n Allow Supplier to change Payment Terms y/n Etc. (over 120 rules)

GUI (web form)

Understand the process


Time consuming Process


Supplier Systems

ePV (Ariba) Electronic

Purchase Vendor or

Supplier Network

Order

Invoice

Customer Business

Rules

Gat

eway

Order

Invoice

GUI (web form)

Automate B2B Invoice

Order

Aligned Operational Business Processes

E2e Align Backend process

Understand the process




ePV

Sales PMO

Contract Management

B2B Execution Team

Load Order in

ePV

Validate Order

Revenue





Generate B2B

Invoice

Receive and

reconcile

Create Invoice

Invoicing System


Retrieve Invoice


Understand the process Review, update and agree process


Understand the process Business Issues

Problem Statement • PO-Flip Invoicing is highly manual and time-consuming • Many invoices faces various issues • Issues identified so far includes:

Issues Payment Term Mismatch:

Payment Term on system invoice does not match Payment term on the ePV order Partial Billing of qty 1:

Service orders with qty 1 can only be partially billed via fraction quantities PO and Invoice line mismatch:

Invoice lines of system invoice can not be matched to the order lines Missing PO

PO referenced on system invoice can not be found in ePV Error PO:

PO in ePV has some form of error which can not be PO Flipped Non Contract T&C’s on Order

The order is submitted with T&C’s not recognized on the contract Attachment location issue

Attachments are stored in various different places based on country and LOB


change



Enter order in

ERP Client

ePV

Sales PMO

Contract Management

B2B Execution Team

Load Order in

ePV

Validate Order

Revenue




Retrieve Invoice


Generate B2B

Invoice

Receive and

reconcile

Create Invoice

Invoicing System

PO Flip

Payment Term Mismatch

Can only PO Flip using incorrect Payment Term


Issue impacting process

Enter order in

ERP Client

ePV

Sales PMO

Contract Management

B2B Execution Team

Load Order in

ePV

Validate Order

Revenue




Retrieve Invoice


Generate B2B

Invoice

Receive and

reconcile

Create Invoice

Invoicing System

PO Flip


Uses different Payment Term

than in contract

Incorrect Payment Term

ord. not rejected

IBM Payment Terms not

specific enough

Payment Term can not be different in

invoice



Identify root cause

Enter order in

ERP Client

ePV

Sales PMO

Contract Management

B2B Execution Team

Load Order in

ePV

Validate Order

Revenue




Retrieve Invoice


Generate B2B

Invoice

Receive and

reconcile

Create Invoice

Invoicing System

PO Flip



than in contract


ord. not rejected


specific enough


invoice

Partial Billing of Qty 1 Orders

Large Service Orders placed

with Qty 1

Partial billing with qty 1

Unit Price can not be different

in invoice

Cant process invoice w/o

using fraction qty



Enter order in

ERP Client

ePV

Sales PMO

Contract Management

B2B Execution Team

Load Order in

ePV

Validate Order

Revenue




Retrieve Invoice


Generate B2B

Invoice

Receive and

reconcile

Create Invoice

Invoicing System

PO Flip



than in contract


ord. not rejected


specific enough


invoice



with Qty 1



in invoice

PO and Invoice Line Mismatch

billing processed w/o

order line reference

Cant Match Partial billing

Invoice to order


using fraction qty



Enter order in

ERP Client

ePV

Sales PMO

Contract Management

B2B Execution Team

Load Order in

ePV

Validate Order

Revenue




Retrieve Invoice


Generate B2B

Invoice

Receive and

reconcile

Create Invoice

Invoicing System

PO Flip



than in contract


ord. not rejected


specific enough


invoice



with Qty 1



in invoice




Missing / Error PO’s

Orders expired, not raised on time or errors

Accurate order not available for PO Flip


using fraction qty


Invoice to order [email protected]

25


Enter order in

ERP Client

ePV

Sales PMO

Contract Management

B2B Execution Team

Load Order in

ePV

Validate Order

Revenue




Retrieve Invoice


Generate B2B

Invoice

Receive and

reconcile

Create Invoice

Invoicing System

PO Flip



than in contract


ord. not rejected


specific enough


invoice



with Qty 1



in invoice






Non Contract T&C’s on Order

Add own T&C’s on the order

Validation time-

consuming and risky


using fraction qty


Invoice to order Accurate order not available for PO Flip [email protected]

26


Enter order in

ERP Client

ePV

Sales PMO

Contract Management

B2B Execution Team

Load Order in

ePV

Validate Order

Revenue




Retrieve Invoice


Generate B2B

Invoice

Receive and

reconcile

Create Invoice

Invoicing System

PO Flip






Attachment location issue


than in contract


ord. not rejected


with Qty 1




specific



in invoice


invoice



Validation time-

consuming and risky

Time consuming

locating attachment

Store attachment in various local repositories


using fraction qty



27



Sales PMO

Contract Management

B2B Execution Team

Load Order in

ePV

Validate Order

Revenue





Generate B2B

Invoice

Receive and

reconcile

Create Invoice

Invoicing System

PO Flip

High Level Process Flow

B2B Execution Team

Retrieve Invoice



In Summary


Sales PMO

Contract Management

B2B Execution Team

Load Order in

ePV

Validate Order

Revenue





Generate B2B

Invoice

Receive and

reconcile

Create Invoice

Invoicing System

PO Flip

High Level Process Flow

B2B Execution Team

Retrieve Invoice



Verify I Understand the Requirements

In Summary


ePV

Sales PMO

Contract Management

B2B Execution Team

Load Order in

ePV

Validate Order

Revenue





Generate B2B

Invoice

Receive and

reconcile

Create Invoice

Invoicing System


Retrieve Invoice



Identified the Stakeholders

In Summary


ePV

Sales PMO

Contract Management

B2B Execution Team

Load Order in

ePV

Validate Order

Revenue





Generate B2B

Invoice

Receive and

reconcile

Create Invoice

Invoicing System


Retrieve Invoice




Understood the Process

In Summary

Enter order in

ERP Client

ePV

Sales PMO

Contract Management

B2B Execution Team

Load Order in

ePV

Validate Order

Revenue




Retrieve Invoice


Generate B2B

Invoice

Receive and

reconcile

Create Invoice

Invoicing System

PO Flip






Attachment location issue


than in contract


ord. not rejected


with Qty 1




specific



in invoice


invoice



Validation time-

consuming and risky

Time consuming

locating attachment

Store attachment in various local repositories


using fraction qty



32




Understood the Process

Identified issues and the need for change

In Summary

1. Understand overall requirement 2. Identify the Stakeholders 3. Understand the process 4. Understand issues or need for change 5. Key learning points


The benefit of visuals ◦ Enables Quick Understanding of Business Model, Issues

and Project Objective ◦ Provides a Visual Concept of the project ◦ Enables and encourages participation from stakeholders ◦ Allow stakeholders to correct and improve BA’s

understanding ◦ Highlight different understanding within the stakeholder

team ◦ Allows alignment of stakeholder understanding ◦ Causes team to start thinking about the issues and how

to address them ◦ Most Important: Brings everyone on the same page and

establish a good base for further analysis



Socialise Proposal to strengthen it Share proposal as wide as possible and ask for feedback ….. If agreement – more stakeholders agree = stronger proposal If disagreement – analyse and adjust as appropriate = stronger proposal

Change management as a bonus Including User, SME and Process owner in analysis and resolution automatic buy-in and agreement from people who will implement Change management for free!

Instant Resolution Including technical stakeholders on process mapping calls (if possible) They will understand better what they have to build As issue encountered, propose possible solution to user. If acceptable ask

whether technical team can build – they usually can – problem solved.

Other learning points


Use of process diagrams


Key learning points Poor visual value


Key learning points


Documents

The benefit of using Visuals for Business Analysis › irms.org.uk › resource › ...Global B2B Process Transformation and Requirements Lead Business Design Consultant ... Sales