Corporate documentation based on the Industry Reference Process Model

A tool to quickly document the processes in your company based on established methos and best practices.

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Abstract

The reference model industry offers companies a comprehensive approach to reflect and document their own processes quickly and efficiently. It is based on proven methods of graphical and textual description and can be flexibly adapted to each individual case. In this way, the company documentation provides a calculable backbone for quality management, workflow automation and other standardized terms.

Using process4.biz, the result can be supplemented as required, for IT documentation based on COBIT 5 or ITIL or as a basis for risk management.

Documentation of the business strategy

Information technology (IT) has developed at an ever faster pace in recent years. More recent manifestations such as “Software as a Service” (SaaS) and “Artificial Intelligence” (AI) have been known in theory since the 1970s. The ever-increasing networking of computers globally forms the basis, making AI, and SaaS suitable for the masses. Offers from Microsoft and other providers in the “Public Cloud” make IT and AI scalable for companies of all sizes. Private users benefit from voice control and intelligent camera software, while boundaries blur at all levels.

IT-Organisation

IT Organization Overview

Companies challenge IT as a commodity by devising new business models and adapting their strategy to technological trends. Where the sale of licenses used to play a role, rental models are now emerging. Costs are shifting from investments to operating costs that can be adjusted at short notice. License sales are changing into more even flows. This creates new risks for the companies.

When we talk about flexibility and agility, employees should understand the strategy of the business more quickly and accept changes. Companies want to react better to changes in markets and technology. Agile as well as flexible behavior grows from the culture in the company and the availability of information. Graphical and easy-to-understand representations of organization and processes form the backbone for understanding, applying and quickly adapting.

Benefits of corporate documentation

Companies express their strategy in organizational charts and business processes. If individual files are created, the effort for maintenance and integrity increases with the extent of the documentation. Paper publications are accessible to employees, but provide little support in day-to-day operations.

The benefit of corporate documentation increases with its integration into the daily work of as many employees as possible. It becomes a guide in accessing information. Responsibilities and competencies can be queried directly. Interfaces become transparent and processes that are rarely used become understandable. Companies create living standards in terminology and increase mutual understanding.

IT-Processes

Overview IT Processes

Requirements on IT systems and the architecture of information such as data arise from the processes with their contents, while regulations such as the GDPR are clearly recognisable in their reference. Standardised processes form the basis of automated procedures and the control of documents.

The benefit of documentation of organization and processes is measured as a contribution to the success of the business. It results from the effort required to maintain the content and the contribution to understanding by the people involved. Further components to be measured are the optimization of information and data stocks in the company and the support of risk management. Monitoring of deviations from standards and processes rounds off the benefits analysis.

Create corporate documentation efficiently

If the documentation is available in many formats and individual files, a high manual effort is required for maintenance and coordination. Maintaining integrity and continuity increases as a risk with the volume of documentation, while the integration of further capacities is difficult. The efficiency of maintenance determines the effort and benefit.

Process 'Develop products'

Process “Develop products”

Programs such as Microsoft Visio, with its optimization for graphic images, allow the enrichment of graphics with attributes and links. Possibilities of the programs are extended by macro functions and interfaces for other programs. Process4.biz uses these approaches and extends Visio by a powerful and freely configurable structure of data and metadata with links and dependencies. Graphics are created in relation to elements that are defined once. They can be changed across all diagrams, while the database with its rules ensures the integrity of the model.

For small companies, process4.biz GmbH together with YAVEON AG offers the corporate documentation of the strategy as a service, while larger companies can use a mixture of product and service. All parts of the documentation are created in an integrated way and connect to data in Microsoft SharePoint and other systems via interfaces and links. One example is the integration of a “Document Management System” (DMS), in which processes refer directly to controlled templates, in the respective released version.

Excerpt from the 'Maintain article bill of material' process

Excerpt from the “Maintain article bill of material” process

Other links point to key figures and dimensions in Business Intelligence or Business Analytics, while external sources for regulations such as GxP or standards from the Internet are connected.

Users can access all diagrams, texts, templates and links interactively via a central website, while the editing and distribution of information in the model can be fully integrated into the company’s user management via the fine-grained authorization system in process4.biz.

Standards and templates as a “Industry reference model”

process4.biz and YAVEON AG complete the offer with a continuously maintained and further developed range of unique reference process models.

Besides models for own software based on Microsoft Business Central, the “Industry reference model” forms an almost unique basis. It comprises about 450 elements in the organization chart (cost centers), about 500 business processes with more than 2,000 steps and decision nodes, as well as a similar amount of content. The model is based on many years of experience in “Business Process Management” (BPM) and uses the EzPR® notation implemented exclusively by YAVEON in process4.biz. This representation method integrates culture, strategy and organization with the processes, their contents and the (information) technology used to form a basis for the comprehensive analysis and optimization of business processes.

Product and portfolio management according to COBIT5

Product and portfolio management according to COBIT5

All content is based on proven standards such as COBIT 5 or ITIL and is continuously developed further with the experience from many projects for the digitalization and transformation of companies.

The “Industry reference model” serves as a template for efficient documentation of the processes of manufacturing, trading and service companies. It can be used as a basis for analyses and evaluations of recognized potentials. As a continuously applied structure, it can optimize the coordination of projects and change management with risks and information technology.

With process4.biz and the reference models, companies can create integrated and consistent documentation according to their needs for

  • Corporate structure (group, group),
  • Organization chart,
  • Business processes,
  • Rules and regulations such as standards (governance),
  • Monitoring of the adherence to specifications (compliance),
  • IT infrastructure and architecture of information and data,
  • Risk localization,
  • Document control

The responsible departments maintain a central data status and export new stands in whole or in part as required. The rights system controls the maintenance, release and publication of parts or all of the documentation and is integrated into the IT structure. This also makes it possible to control the reading of individual parts of the model.

Process 'Moderate Product & Portfolio Management'

Process “Moderate Product & Portfolio Management”

The industry reference model offers companies a comprehensive approach to quickly and efficiently reflect and document their own processes. It is based on tried and tested methods of graphical and textual description and can be flexibly tailored to each individual case. In this way, a calculable backbone for quality management, workflow automation and others with standardized terminology arises with the company documentation. By using process4.biz, the result can be supplemented as desired, for IT documentation based on COBIT 5 or ITIL or as the basis of risk management.

We would be pleased to demonstrate the reference model industry live in our tool and are available for questions, suggestions and feedback. We also offer consulting services for a concrete implementation in your process4.biz solution. Simply contact us here or via email.


In category: Use Case  | Tags: bpm, reference model
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Our Customers

We'll gladly provide further information regarding the listed customers and their projects and we will also provide direct contact for professional exchange where possible.

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SISTO Armaturen S.A.
cbprocess gmbh & co. kg
Soleus
GNT Group B.V.
Groupe SEIC-TELEDIS
DATA MODUL AG

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