The Future of Business Process Analysis Presented by: Frank Kapper, Vice President Bluespring Software ProcessView… the Microsoft Visio 2007 Add-in for Business Process Analysis • Uses native Microsoft Office Visio 2007 diagrams • Seamlessly integrates Visio 2007 with Excel, PowerPoint & SharePoint • Automatically configures flowcharts for analysis • Only solution in industry with the ability to automatically deconstruct and analyze complex workflows • Automatically analyzes process performance • Performs comparative analysis of current & future-state flowcharts • Automatically produces comprehensive process performance reports and management outbriefs Step 1: Draw a flowchart in Microsoft Visio 2007 Step 9: ProcessView converts improvement opportunities into management reports in PowerPoint Step 2: Select the business questions you want answered about your process in ProcessView Simple, Fast, Effective Business Process Analysis Step 8: Capture process improvement opportunities in ProcessView Step 7: Perform side-byside comparative analysis of current and future-state processes in ProcessView Step 6: Select performance report type you want and ProcessView converts process metrics into true Business Intelligence ProcessView Commonly Used Microsoft Technologies Step 3: ProcessView automatically configures flowchart with process attributes Step 4: Use standard Visio 2007 reporting tools to create a process data capture template in Excel Step 5: Capture process data in Excel, import and link to flowchart using standard Visio 2007 data linking tools ProcessView Supports Six Sigma DMAIC Methodology A Standard Method for Business Process Improvement A A nalyze M M easure ProcessView Visio Excel D D efine ProcessView Visio ProcessView Visio Excel ProcessView Process Management Lifecycle I I mprove ProcessView Visio, Excel PowerPoint C C ontrol ProcessView Visio, Excel, SharePoint Define: Document Process with Visio 2007 Professional Analyze Measure Define Improve ProcessView Start with an Existing Process Flow Control Create a New Process Flow OR Define: Automatically Configure Flow Chart for Analysis & Data Capture Analyze Measure Automatically Apply Process Attributes to Flowchart • Process Attribute Wizard • Add ‘User Defined Data’ as required Define Improve ProcessView Shape Data Excel Export Control Export Process Attributes to Excel •Export process shape data to Excel •Use Visio flowchart and Excel data capture template to interview SMEs •Capture process metrics Measure: Automatically Convert Process Data into Business Intelligence in Excel Analyze Measure Define Improve ProcessView Control Convert Raw Process Metrics into Business Intelligence in Excel • Duration from Start to End? • How much does it cost? • Time Required for each Resource • Yield? • Where is the Bottleneck? • How often is an activity performed? Review Batch given to AP Coordinator • Process performance depends on the characteristics of the activities •ProcessView allows time/cost estimates : Most Likely, Minimum and Maximum Excel •ProcessView examines all possible process paths and their relative frequency toReport calculate the summary process statistics NO Probability 1 min Duration ProcessTime Contact Department for approval Duration 1,(1,3) days ProcessTime 1 min Seek Contract Agreement & Payment Instruction Duration ProcessTime (2,3) min 20% Correct Invoice P.O. # or required documents? Duration YES ProcessTime 1 min Process Batch given to AP Coordinator Duration 1 min ProcessTime Received in ERP Duration ProcessTime 1 min Analyze: Perform “What If” Analysis Click Update ProcessView Summary Statistics Analyze Measure Define Improve ProcessView Control Receive Electronic Invoice ArrivalRate 50 per week Receive email at AP Mailbox Duration Receive Invoice into AP repository 1 min ProcessTime Vary demand/mix (Arrival Rates) ProcessView Calculates and Displays Summary Performance Characteristics Duration Receive Postal Invoice ArrivalRate 25 per week Scan Invoice into User File Server Duration ProcessTime 1 min ProcessTime Invoices date stamped & sorted Duration (5,10) min ProcessTime 15 min Product Received 3 min Process Time Change the time and resources of activities Duration ProcessTime AP $15.00 per Coordinator hour Resource Costing Rates AP Processor $12.00 per hour Service Desk $12.00 per hour Review Batch given to AP Coordinator Duration NO Probability 1 min ProcessTime Change costing rates Contact Department for approval Duration 1,(1,3) days ProcessTime Change Probabilities 1 min Seek Contract Agreement & Payment Instruction Duration ProcessTime (2,3) min 20% 15 min Correct Invoice P.O. # or required documents? Duration Duration (1,5) days YES ProcessTime 1 min Summary Statistics TimeUnits Hrs Resource Costs $ 7.26 AP Coordinator Cost $ 2.23 AP Processor Cost $ 2.03 Service Desk Cost $ 3.00 Process Batch given to AP Coordinator Duration 1 min ProcessTime Received in ERP Duration 1 min ProcessTime Pull Batch for select weekly Payment Release Invoice for Payment Duration ProcessTime (1,5) days 5 min 0.57 50.71 Release Payment Analyze: ProcessView also generates Analysis Reports in Excel Analyze Measure Define Improve ProcessView How Long Does it Take? How Much Work is Involved? How Much Does it Cost? Control ProcessView Demonstration Accounts Payable (AP) What-If Analysis Hands-On-Lab Start with an Existing Process Flow voice Processing What-if Analysis eceive e into AP ository ProcessView answering three fundamental questions: Invoices date stamped & sorted 1) How much work is involved? (Process Time) 2) How long does it take? (Duration) 3) How much does it cost? (Resource Costs) Process Time 1 min me Duration (5,10) min Product Received min 20% Summary Statistics (1,5) days ProcessTime NO Probability Duration ProcessTime Duration 15 min YES ProcessTime min Hrs Resource Costs $ 7.26 AP Coordinator Cost $ 2.23 AP Processor Cost $ 2.03 Service Desk Cost $ 3.00 Resources Attribute by Color 1 min Process Batch given to AP Coordinator days 0.57 50.71 TimeUnits Correct Invoice P.O. # or required documents? Duration Duration AP Coordinator 1 min ProcessTime AP Processor Received in ERP Service Desk min Duration 1 min ProcessTime Pull Batch for select weekly Payment Release Invoice for Payment Duration ProcessTime ProcessView Analysis brings Life to Empty Maps (1,5) days 5 min Release Payment ProcessView ProcessView Can Do More When You Need It! Analyze Measure ProcessView Visio Excel ProcessView Visio Excel Define ProcessView Visio ProcessView Process Management Lifecycle Improve ProcessView Visio, Excel, PowerPoint Control ProcessView Visio, Excel, SharePoint Analyze: Compare Current vs. Future-state Flowcharts Analyze Changes in Performance Metrics Analyze Measure Improve Run a ProcessView Comparison Report Define ProcessView Control Save Current State Map as future-state Receive Electronic Invoice ArrivalRate 50 per week Invoice Processing CURRENT STATE Receive email at AP Mailbox Duration Receive Invoice into AP repository 1 min ProcessTime Receive Electronic Invoice ArrivalRate Invoices date stamped & sorted Receive Postal Invoice ArrivalRate 25 per week Scan Invoice into User File Server Duration ProcessTime 1 min ProcessTime Resource Costing Rates AP Processor $12.00 per hour Service Desk $12.00 per hour Duration (5,10) min Duration ProcessTime 15 min Product Received Summary Statistics 3 min Duration AP $15.00 per Coordinator hour (1,5) days ProcessTime Review Batch given to AP Coordinator Duration NO Probability 1 min ProcessTime Contact Department for approval Duration 1,(1,3) days ProcessTime 1 min Seek Contract Agreement & Payment Instruction Duration Receive Invoice into AP repository 1 min ProcessTime Process Time Duration 50 per week Invoice Processing FUTURE STATE Receive email at AP Mailbox 20% 15 min Hrs Resource Costs $ 7.26 AP Coordinator Cost $ 2.23 AP Processor Cost $ 2.03 YES ProcessTime Resources Attribute by Color 1 min Process Batch given to AP Coordinator Duration Receive Postal Invoice ArrivalRate AP Coordinator 25 per week Scan Invoice into User File Server Duration ProcessTime ProcessTime Resource Costing Rates Build Future State AP Processor $12.00 per hour Service Desk $12.00 per hour ProcessTime AP Processor (5,10) min Duration ProcessTime Product Received Summary Statistics 3 min Duration (1,5) days ProcessTime Review Batch given to AP Coordinator Duration NO Probability 1 min ProcessTime Contact Department for approval 1,(1,3) days ProcessTime 1 min Seek Contract Agreement & Payment Instruction Received in ERP Duration 15 min Duration 1 min 1 min AP $15.00 per Coordinator hour $ 3.00 Correct Invoice P.O. # or required documents? Duration Process Time Duration 50.77 TimeUnits Service Desk Cost Invoices date stamped & sorted 0.57 20% 15 min ProcessTime (2,3) min Duration ProcessTime Pull Batch for select weekly Payment Release Invoice for Payment Duration ProcessTime (1,5) days 5 min Release Payment $ 7.26 AP Coordinator Cost $ 2.23 AP Processor Cost $ 2.03 Service Desk Cost $ 3.00 Duration YES ProcessTime Resources Attribute by Color 1 min Process Batch given to AP Coordinator Duration AP Coordinator 1 min ProcessTime AP Processor Received in ERP Service Desk Duration 1 min ProcessTime Hrs Resource Costs Correct Invoice P.O. # or required documents? Service Desk Duration 0.57 50.77 TimeUnits (2,3) min Duration 1 min ProcessTime Pull Batch for select weekly Payment Release Invoice for Payment Duration ProcessTime (1,5) days 5 min Release Payment Analyze: Identify Bottlenecks and Model the Capacity Analyze Measure Define Improve ProcessView Control ProcessView Professional •Queue Time & Cycle Time Analysis •Throughput Analysis •Bottleneck Identification •Capacity Planning Improve: Capture Improvement Opportunities & Details in Visio Analyze Measure Define ProcessView helps you capture information about each Improvement Opportunity Improve ProcessView Add Improvement Opportunity Shapes to the Flowchart Control Receive Electronic Invoice Receive email at AP Mailbox Invoice Processing Receive Invoice into AP repository Receive Postal Invoice Invoices date stamped & sorted Scan Invoice into User File Server Product Received Resource Costing Rates Review Batch given to AP Coordinator NO Summary Statistics Correct Invoice P.O. # or required documents? YES Contact Department for approval Seek Contract Agreement & Payment Instruction Process Batch given to AP Coordinator Received in ERP Pull Batch for select weekly Payment Release Invoice for Payment Release Payment Improve: Produce Automated Management Outbriefs in PowerPoint Analyze Measure Define Improve ProcessView Select Management Outbrief Report ProcessView Writes Outbrief to Select Improvements for Reporting PowerPoint Control Receive Electronic Invoice Receive email at AP Mailbox Invoice Processing Receive Invoice into AP repository Receive Postal Invoice Invoices date stamped & sorted Scan Invoice into User File Server Product Received ProcessView Resource Costing Rates Review Batch given to AP Coordinator NO Summary Statistics Correct Invoice P.O. # or required documents? YES Contact Department for approval Seek Contract Agreement & Payment Instruction Process Batch given to AP Coordinator Received in ERP Pull Batch for select weekly Payment Release Invoice for Payment Release Payment Control: Publish Maps, Analysis Data & Improvements to SharePoint Create Process Systems of Record Analyze Measure Define •Publish process map, analysis data, improvement opportunities to SharePoint •Track and manage improvement tasks •Report on performance Improve ProcessView Control ProcessView Publisher Control: Create Process ‘System of Record’ in SharePoint Analyze Measure Improve Document Library to Maintain a System Record Processof KPI’s Define ProcessView Process Area Navigation & Structure ProcessView Metrics in Visio Data Graphics Displays Control Processs Owner & Team ProcessView ‘Rapid Process Assessments’ Duration Estimate: (1,2) hours BatchSize: 20 Duration (3,6) min BatchSize = 1 Administrative Secretary receive, sort/bundle, review and distribute PCard Statements Employee Review P-Card Statement and Receipts, initial and return to Administrative Secretary Administrative Secretary prepare for Supervisor Supervisor Initial Statement and return to Administrative Secretary Administrative Secretary provide statement to Director for final review Scan P-Card Statement and Receipts for Future Reference, Hard copies placed in folder to forward to finance (monthly) Administrative Secretary allocate expenses into bank reporting tool and sign off P-Card Purchase END Events Replaced with Review of Monthly Report DefineMeasure Measure : Team : Team event captures to document Process theand process in Financial Data Visio 2 1 Define Director performs final statement review, signs off and returns to Administrative Secretary Replace with Review of Monthly Report Select Vendor Electronic Quote remittance? 50% YES Provide Quotes received to Administrative Secretary to be loaded into shared drive Procurement or Legal Review Required? 90% NO 10% Supervisor Initial Statement and return50% to NO Administrative Secretary Check procurement criteria & available funds, Purchase Request entered into IFAS (PO System) with quotes attached YES Administrative Secretary provide Administrative Conduct statement to Secretary Scan Procurement and/ Quotes to Shared Director for final or Legal Review Drive review Signature Contract or Quote? YES Administrative Secretary obtain County Manager Approval Form from Procurement to obtain Director signature Administrative Procurement or Director Sign and Secretary send Legal Review Return CMA Form CMA form to toRequired? Admin. Sec. Administrator for signature 90% 99% Send PO Request APRVD to Procurement Procurement Obtain Legal YES Approval Administrative Secretary load package into agenda system Administrative Secretary allocate expenses into Request Cancelled bank reporting tool and sign off NO Receive and Review Invoice(s), Compare packing slips to receiving report Deliver to Supervisor for initial / payment approval Supervisor initial and approve for payment and return to Administrative Secretary Administrative Secretary deliver to Director NO Statement Director Review statements, invoice, adds physical signature for payment approval, and returns to Administrative Secretary Scan or copy statement and place Hard copies in folder to forward to finance (monthly) END P-Card Purchase END Projects BPI Candidate Decreased Frequency Automated Send purchase request for IT Management approval IT Management Approval 99% APRVD Procurement Review PO Send PO Request to Procurement – verify Eliminated Request criteria met and funds available 1% DENIED Procurement Criteria Met/ Funds Available? Value Added Non-Value Added but Required Purchase Request entered into IFAS (PO System) Request Cancelled Non-Value Added 80% YES Print PO, Procurement Mngr/Dir signs doc, mail to vendor and provide receiving report to department 20% NO Satisfy Criteria, Identify Funding Source Request Cancelled END Check available funds, Purchase Request entered into IFAS (PO System) with quotes attached 95% Print PO, Procurement Mngr/Dir signs YES doc, mail to vendor and provide receiving report to department 80% P-Card and Receipts for nd Procurement 2 Future Satisfy Criteria, Reference, Review of PO Identify Funding Request – verify Hard copies Source criteria met and placed in folder funds availableto forward to finance (monthly) Replace with Review of Monthly Report Check procurement criteria & available Provide CMA form funds, with Director & PurchaseProcurement Administrator Obtain County Request entered signatures to Manager Approval Procurement into IFAS (PO System) with quotes attached Board Approval Process Procurement Criteria Met/ Funds Available? 20%Scan Parallel Merge Procurement & Director Review of Administrative Legal Review and Board Review Secretary print Conduct e-mail final agenda Package and Board Review package to Procurement and/ return to Package for Administrative Administrative Review or Director Legal Review Secretary Secretary Procurement Review PO Request – verify criteria met and funds available 1% DENIED JDIs Administrator Sign and Return CMA NO Form to Admin. Sec. 10% Parallel Branch IT Management Approval Request Cancelled END Check available funds, Purchase Request entered into IFAS (PO System) with quotes attached 95% Requiredwith on placed Review of Monthly Report NO 5% Send purchase request for IT Management approval Director performs final statement review, signs off and returns to Administrative Secretary Receive and Review Invoice(s), Compare packing slips to receiving report Deliver to Supervisor for initial / payment approval Supervisor initial and approve for payment and return to Administrative Secretary Administrative Secretary deliver to Director Director Review statements, invoice, adds physical signature for payment approval, and returns to Administrative Secretary Scan or copy statement and place Hard copies in folder to forward to finance (monthly) END Procurement 2nd Review of PO Request – verify criteria met and funds available BPI Candidate Decreased Frequency Automated Administrator Sign and Return CMA Form to Admin. Sec. Provide CMA form with Director & Administrator signatures to Procurement Procurement Obtain County Manager Approval 3 Parallel Merge Administrative Secretary load package into agenda system Board Approval Process Eliminated Purchase Request entered into IFAS (PO System) 4 Improve Analyze : ProcessView5 :generates Identify, Control categorize, paths, metrics, : and Convert prioritize Q&A,Process areas metrics of and Value Added Non-Value Added but Required Comparison, Flowchart improvement Errors, Non-Value and other opportunities types of into reports PowerPoint management reports Added Analyze Improve Control Microsoft® Office Visio 2007 Standard or Professional Microsoft® Office 2003 or 2007 Standard or Professional Memory: 128 MB of RAM (256 MB of RAM recommended) ProcessView Specifications Processor: Personal computer with an Intel Pentium 233MHz or faster processor (Pentium III recommended) Operating System: Microsoft Windows XP or Windows Vista With .NET 2.0 Framework ProcessView Standard ProcessView Professional • $399/Lic. • Price breaks based on number of licenses purchased • $899/Lic. • Price breaks based on number of licenses purchased Promotions Accounts Payable Visual Analysis Hands-On-Lab (no charge): ProcessView/Visio Professional bundle $499: Rapid Process Assessment (RPA) utilizing Microsoft Software Assurance benefits: Request at: info@bluespringsoftware.com Accounts Payable (AP) What-If Analysis Hands-On-Lab (HOL) The AP HOL is designed to answer three fundamental questions: Invoice Processing 1) How much work is involved? What-if Analysis 2) How much does it cost? 3) How long does it take? Receive Electronic Invoice ArrivalRate Receive email at AP Mailbox 50 per week Duration Receive Invoice into AP repository 1 min ProcessTime Duration Receive Postal Invoice ArrivalRate Scan Invoice into User File Server 25 per week Duration ProcessTime Learn Visio features: • Data Graphics • Define Data • Data Reports 1 min ProcessTime AP Processor $12.00 per hour Service Desk $12.00 per hour 1) How much work is involved? (Process Time) 2) How long does it take? (Duration) 3) How much does it cost? (Resource Costs) Process Time (5,10) min Duration ProcessTime Product Received Summary Statistics 3 min Duration Review Batch given to AP Coordinator NO Probability 1 min ProcessTime What-if Analysis Calculator Update activity attribute(s) Demand/Arrival Rate Duration ProcessTime Probability Resource Costing Rate (1,5) days ProcessTime Duration Duration 15 min AP $15.00 per Coordinator hour Resource Costing Rates Invoices date stamped & sorted ProcessView answering three fundamental questions: Contact Department for approval Duration 1,(1,3) days ProcessTime 1 min Seek Contract Agreement & Payment Instruction 20% 15 min 0.57 50.71 TimeUnits Hrs Resource Costs $ 7.26 AP Coordinator Cost $ 2.23 AP Processor Cost $ 2.03 Service Desk Cost $ 3.00 Correct Invoice P.O. # or required documents? Duration YES ProcessTime Resources Attribute by Color 1 min Process Batch given to AP Coordinator Duration AP Coordinator 1 min ProcessTime AP Processor Received in ERP Service Desk Request via Email: info@bluespringsoftware.com Summary Statistics Duration ProcessTime select Update ProcessView Summary Statistics (2,3) min Duration 1 min ProcessTime Pull Batch for select weekly Payment Release Invoice for Payment Duration ProcessTime (1,5) days 5 min Release Payment Bluespring ProcessView Standard – Visio Professional 2007 Package - $499 “It’s like getting Visio Professional with maintenance for free” Bluespring ProcessView Standard – Visio Professional is purchased directly through Bluespring Software and includes the following: 1 Bluespring ProcessView Standard License & Annual Support 1 Microsoft Visio Professional 2007 License & Embedded Maintenance Bundled pricing includes $550 of Microsoft technology and $588 of Bluespring technology, which reflects an over 50% discount on all products. Terms, Conditions & Other Relevant Information The offer is only valid until December 31st, 2009. Training services are priced separately. Pricing subject to change at any time. Additional information about Bluespring’s ProcessView tool can be found at http://www.bluespringsoftware.com/index.php?id=481 or email Bluespring at info@bluespringsoftware.com Rapid Process Assessment (RPA) Save Money with Software you Already Own! Business Value Planning Services (BVPS) 5-day Professional Services voucher led by Bluespring Software to identify and design improvements to your selected processes funded with your Microsoft Software Assurance (SA) benefits. To activate your Package Services benefits: 1. Ensure that you have administrative rights to activate Packaged Services, or contact your Notices Contact or 2. Software Assurance Benefits Administrator. 3. Sign in to Microsoft Volume License Services at https://licensing.microsoft.com. 4. In the left navigation bar, click Software Assurance Benefits. 5. Under Benefits Summary, click Packaged Services. 6. Optional: Increase the number of engagement days for Packaged Services by converting Training Vouchers. 7. This may require approval from your Benefits Administrator. 8. Follow the instructions to select BVPS, assign the Packaged Services voucher to a project manager 9. within your organization, and create the voucher. The project manager will receive an e-mail message with information about the benefit and a link with directions for contacting Bluespring Software to schedule the engagement. Activate today: https://licensing.microsoft.com Key Contacts For Company Info.: www.bluespringsoftware.com For Product Info.: info@bluespringsoftware.com For Sales Info.: email frank.kapper@bluespringsoftware.com To Speak with a Sales Person: call 407.562.1999 Thank you!