2.2. modelling the as-is process · training workshop on business process analysis in international...

Training Workshop on Business Process Analysis in International Trade

Joint Workshop on Trade Facilitation and the Single Window

23-25 September 2015, Moscow

Module 2: Analysis and description of existing business processes

related to foreign trade activities

2.2. Modelling the As-Is Process

Somnuk Keretho, PhD

Director, Institute of IT Innovation

Kasetsart University, Bangkok

Training Workshop on Business Process Analysis in International Trade, 23-25 September 2015, Moscow @Somnuk Keretho, PhD

Objectives of this session

To be able to read, understand and verbally

describe Activity Diagrams

To develop some skills to capture and draw

Activity Diagrams to reflect the specific

procedures and documentary requirements.

2


Conducting a BPA Project in 3 Phases

1. Defining Scope of and Planning a BPA Project

2. Capturing and Modelling the As-Is Process

3. Analyzing Findings of the BPA and

Proposing Recommendations for Improvement

(Proposing the To-Be Process)

Ref: Business Process Analysis Guide to Simplify Trade Procedures, Updated 2012, UNESCAP/UNECE. http://unnext.unescap.org

3

Training Workshop on Business Process Analysis in International Trade, 23-25 September 2015, Moscow @Somnuk Keretho, PhD 4

2.2) Conduct interviews

and document

captured data

Project

Sponsor

Project Manager/

Project Leader Process Participants/

Business Domain

Experts Process

Analysts

(After acquiring background information & interview, then)

Documenting/Modelling the Captured Data

Objective – To capture and document

in-depth knowledge about existing

(as-is) business processes in the scope of investigation in:

Activity diagrams

Process descriptions

Integrated activity diagram that

represents an interconnected view of all

involved business processes

Time-procedure chart


What is an Activity Diagram?

An Activity Diagram is a diagram used to portray

a sequence of activities carried out to achieve

a specific goal.

It illustrates detailed activities and

flows of information or documents

from one responsible party to another

in a given sequence.

We suggest that at least one Activity Diagram should

be developed for each Use Case Diagram, i.e. to describe a sequence of activities and flows of information or

documents in details for each main/core business process

(each Use Case).

5

Clear goods

through customs

Exporter or

Representative

Customs

Inland Haulage

Department

of Fisheries

Customs Inland Haulage

Retrieve declaration

information

Cross check declaration

information with handed

in documents

Questionable

of misconduct

Allow goods

to be exported

Goods Transition

Control List Audit

Transfer container

to point of inspection Inspect

cargo

Record a case

to be filed Misconduct

not found

Export Permit (R. 9)

Equipment Interchange

Report

Goods Transition

Control List

Notify

quantity exported

R. 9 with information on

actual quantity exported

Acknowledge

actual quantity of goods

to be exported

Exporter

(or Representative)

Department of Fisheries

Acknowledge

actual quantity of goods

to be exported

Unquestionable

of misconduct Misconduct

found

Transfer goods to

Customs

A Use Case Diagram

An Activity Diagram 6


UML Notations for Activity Diagram

Notation Description

Initial State

Represents the beginning of a set of activities

Final Activity State

Indicates the completion of the business process

Final Flow State

Indicates that further activities cannot be pursued

Transition Line

Indicates a sequential flow of actions and information

in an activity diagram

Fork (Splitting of Control)

Visualizes a set of parallel or concurrent flow of

actions

Join (Synchronization of Control)

Indicates the end of parallel or concurrent flow of

activities

Object

Represents a document or information that flows from

one activity to another activity (labeled with the name of

a document)

Notation Description

Swimlane

Is used to break up individual actions

to individuals/ agencies that are

responsible for executing their actions

Is labeled with the name of the

responsible individual or agency

Activity

Represents a non-decomposable

piece of behavior

Is labeled with a name that 1) begins

with a verb and ends with a noun; and 2)

is short yet contain enough information

for readers to comprehend

Decision

Represents the point where a

decision has to be made given specific

conditions

Attached with labels addressing the

condition on each transition line that

comes out of an activities and connects

to a decision point or vice versa

Process Participant 1

Process Participant 2

Process Participant n


How to draw an Activity Diagram for each Use Case?

Based on information from the interview and data collection,

Prepare swimlanes for parties involved in a business process

List activities and decision points involved in the business process in a sequential order and categorize them according to the party who carry them out

For each decision points, provide conditional statement for each transition

If applicable, list documents required as inputs to each activity and categorize them according to the party who provide the documents

If applicable, list documents that are outputs of each activity

Create a starting point, an ending point, and connections for all activities and documents


A sample activity diagram to describe

“Have a product sampled and examined” use case.

9 Source: ESCAP from the Analysis of Frozen Shrimp Export Process in Thailand, Institute for IT Innovation, Kasetsart University


Writing Process Description for each Activity Diagram

Process description has to include the following elements:

The name of a process area which this particular business

process belongs to

The name of a business process

Related rules and regulations

The name of responsible parties

Input and criteria to enter/begin the business process

Procedures and associated documentary requirements to

complete the process

Output and criteria to exit the business process

The average time required to complete the process and/or

durations for each involved transaction


A sample process description

to describe the “Have a product sampled and examined” activity diagram.

11

Ref: UNNExT BPA Guide, page 36

Source: ESCAP from the Analysis of Frozen Shrimp Export Process in Thailand, Institute for IT Innovation, Kasetsart University


Creating the set of activity diagrams: each explains each main

process as represented by a use case in the use case diagram.

12


Creating a set of process descriptions: each provides a textual description of an activity

diagram and related information e.g. laws/regulations, input/output criteria, etc.

13


Creating an integrated activity diagram that

combines all activity diagrams together.

2.5) Prepare and submit customs

declaration

2.7) Clear goods through customs

2.8) Handle container at terminal and stow

it on vessel

2.6) Stuff container and transfer to port of

departure


Practical Exercise 5

Drawing Activity Diagrams and Writing Process Descriptions

Working within your small group

Draw at least one activity diagrams (if possible two

diagrams), and also collect related quantitative indicators

(numbers of steps, number of physical visits, time and cost

needed, etc.) for capturing the detailed procedures and

document requirements for the selected Use Case(s).

Data collection through the Internet,

or from any accessible reference materials

Data collection from interviewing with domain experts

Visualize those procedures with an activity diagram

Try to verbally describe that activity diagram

Document the Activity Diagram (describe it in writing)

with a Process Description template

(as suggested on Page 10-11).

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2.2. modelling the as-is process · training workshop on business process analysis in international...

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