Due to the fact that there is no regulated and standardise business process and organizational processes, many challenges has been reported concerning the administrational tasks. The primary objective of implementing this thesis was to improve the existing organizational processes and also to improve and develop the process through theories applications (Lin, Chen, & Ye, 2018).
In4mo is an information technology company located in Finland, the main offices are located in Espoo, Finland and Stockholm, Sweden. It was founded in the year 2007 and has experience a significant growth because of having a good and close relationship with its customers, it has a constant optimum level of services and a great contract concentration to comprehensive simplicity of products and innovation. The company branch located in Sweden has about 40 employees and the organization official language is English.
In4mo emphasise on the necessities of NIC Company and they have partnered with construction and drying companies. In4mo mainly provides Mobile Multimedia Reporting solutions and many other products. Insurance holders are the greatest beneficiary of the company.
The company contain a working organization structure which consist of Board of Directors with 5 executive members, the chief executive officer and the managers who are the heads of various departments. The company focuses on a good working environment and it emphasis very much on team work.
I4mo emphasis on security in its designation step because the company is ISO 27001:2005 certified. The company has worn various competition and it has been referred as one of the fast growing company in Finland.
The business process for the administration of ALM is to be created in the thesis for the company to approve, monitor and report on the days they are out of work, these are usually the vacation days, overtime working hours and other kind of leave that are granted by the laws of Finland and the agreements of the company.
Two personnel working for the company was interviewed and out of this interview the development needs of the company were defined. The following are some of the requirements.
Better overview of the structure for the executive the management team and the employees.
In the thesis I found this kind of interview to be suitable because there was need to list down the questions, but questions itself is required to be open-ended because of the need to look for the current information about ALM process and also comprehending the needs for customers. The interviews was limited by this technique to only two primary persons to be interviewed (Chang, 2016).
Data collected in the interview throughout the writing of the thesis is going to be analysed by discussing method of analysis that referred to be the communal texts. The method of data collection was suitable because of the re-engineering and the developments of the ALM Process which is based mainly to management wishes and also wishes of the customers.
This type of is mostly used in software developments and Information Technology in order to comprehend the targets and the needs solution design. The system requirements is a way of meeting the needs of the esteemed customers and are also crucial in defining the system attributes for its development (Yours, 2014).
The development of the system should must start by defining the needs of customers, this is achieved by discussing with the customers about their needs.
The analysis requirements in the thesis was done by analysing data that was collected at the discussion that was performed in the meeting and interviews which took place in the process of preparing the thesis. Analysis of the system requirements ware required to enable the company to utilize the gathered information to improve the ALM WTR systems.
It is define as “the fundamental rethinking and radical redesign of business processes to achieve dramatic improvements in critical, contemporary measures of performance, such as cost, quality, service and speed” (Tonnossen, 2014).
The biggest section of BPD is modelling which contain the evaluation tools. When developing a business process, it is important to know owners goals. The owner should outline a certain number of goals that the new system should meet. Various stakeholders should be consulted to give out the goals of the organization (Luka, 2018).
After building a BPM an Information Technology System or a software is set up to aid the BPM and its implementation.
The following table illustrate steps of Business Process Modelling that assist an organization to realise the objective.
A system that aids a business process model does not exist in It systems, nevertheless after utilizing the IT system for aiding business process, the owner of the process would be able to determine whether the business objectives has been realised or not and he/ she would be able to determine if further changes are to be put in place. If any modification is to be amended in the business process then the cycle needs to be commence again (Hammer, 2015).
This is the most powerful tool in analysing most sections that exist in most of the business processes. This tool can be applied in various levels within an organization.
Performance/matrix outlines both the business process and its aftermaths, it also examines how the organization is able to handle its business processes and the importance of having a business process in the organization (Madane & Joshi, 2018) there are 2 scales that exist in a matrix, the performance and importance. The scales are categorized from 1-5 source that is
Business process improvement description this a systematic methodology of realigning the critical processes of the organization to achieve excellent improvements (Bhaskar, 2018).
Phase 1 – the aim of this phase is to connect critical processes and the pains of the organization that are articulated by the CEO of a said company, the critical processes are set after the definition of business process. It is important to create a work plan before initiating this phase and should contain the period that would be taken for the process (Ray, 2018).
Phase 2- the existing business process is evaluated and assessed. The main objective is to evaluate the business process needs as compared to the needs of the customers. When initiating this phase data of the existing process is gathered. Business process may be restricted by certain policies in this phase (Gil & Velazco, 2017).
Phase 3- this phase consist of 3 parts, the analysis part, the deal state part and the to-be state. The main goal of the phase is to analyse data that was collected from interviews among the customers who are within. The idea here is to analyse data and establish the goal of the process to yield the intended purpose. Processes are re-engineered to achieve the requirements of the business processes (King, 2018). A work plan testing for the business process is created during this phase prior to forwarding the proposal to the management (Sarker & lee, 2015).
The first three phases this business improvements covers around 90 percent of the total work load (Iranov, 2018).
Phase 4- After redesigning of the process, the redesign procedure are tested. Testing can be done by using various tools such as Pareto charts and Fishbone diagram. Testing success is measured in terms of capability yield and throughput and the effectiveness of the equipment. The satisfaction of customers is also measured to determine whether the business voice is achieved (Alrabiah & Drew, 2018).
Basing on the test results some modification should be made to the process redesigned, the final step of this phase is to introduce the plan for the redesign process (Serban, 2015).
Phase 5- this is to make sure that the redesign process is achieving success. Five lessons plan should be documented in this phase. This phase is the implementation of process that took place in the phase three. (Jeston, 2014) This phase may also involve data collection to ensure that the customer requirements are realized. To implement the redesign process it needs an organization to have proper planning. There is also a need to train employees in order to assist in the implementation of the redesign process. Training of the employees should be according to the rollout plan created on phase 4.
Phase 6- this phase is the sixth and also the final step, this step is assuring that the improvements of business processes always endure (Mohammed & Hammad, 2018).
The interview for ALM was carried out by two people in the management of the company. This played an important role for the thesis because it assisted in providing the valuable information (Nassar, & Moawad, 2018).
Everything was conducted accordingly to so as to give the company exact portrait. The order for which the interview was conducted reflects a crucial level of interviews because it was planned according to the available time and according to the key persons. Observations and conclusions that was made was made by utilizing an open-ended question and it is focused on analysing verbal description and words somewhat than the data. The fig 4 below shows the interview questions (Bruccoleri, Riccobono & Größler, 2018).
|
No |
Interview question |
interviewee |
|
1.0 |
What is you role in this company? |
Both interviewees |
|
2 |
What is the total number of employee currently working in this company? |
Interviewee 1 |
|
3 |
According to your judgment, how well is the overall administrational processes are strategize and organized? |
Both interviewees |
|
4 |
What type of process is currently used by In4mo? |
Both interviewees |
|
5. |
What are the major challenges or problems that are faced by In4mo present system or process? |
Both interviewees |
|
6 |
Would these organization benefit from implementing new system? |
Both interviewees |
|
7 |
Which system software features are suitable for the new system software you would like to have? |
Both interviewees |
|
8 |
Any deadline for implementing the system software? |
Both interviewees |
|
9 |
Would training of employees about the new system be appropriate? |
Both interviewees |
|
10 |
How would the system software be documented? |
Interviewee 1 |
|
11 |
What would be the main target of implementing system software |
Both interviewees |
|
12 |
Any certain anticipation of improving the system software |
The first person to be interviewed was the Administration Manager for Finance. The interview took place on 16th October 2017 on Wednesday at 10:00 at the admin office (interviewee1)
The Managing Director of the company was the second person to be interviewed. The interview on 23rd October 2017 at 9:30 am in the CEOs office (interviewee).
The interview question was “What is you role in this company?”
The interview summarise his duties as the Managing director of Finance (interviewee 1).
Interviewee 2 answered that he is Board of Directors Chairman and also the CEO of the company (interviewee 2).
This question was ‘’ what is the total number of employee currently working in this company?’’ this question was only posted to the interviewee1. Interviewee mention that they have around 40 employees but he said that he is anticipating to increase more workers in the coming days (interviewee 1)
The third question was ‘’ According to your judgment, how well is the overall administrational processes are strategize and organized? ’’ This question was asked both of the interviewees.
The interviewee 1 the organizational processes is better, but some of the paths to trail on at that time. (Interviewee 1). The interviewee 2 said that the company lacks a clear admin processes at that time (the interviewee 2).
The question was ‘’ what type of process is currently used by In4mo ‘’ the two interviewee was asked this question.
Interviewer 1 replied that the current ALM process is done through face-face communication and the employees are being updated by the use of emails. (Interviewee 1).
The interviewer 2 touched on the comments mentioned by the by the interviewee 1 but he only added on that the current data is being track by the use of the excel file documents. (Interviewee 2)
This question was ‘’ what are the major challenges or problems that are faced by In4mo present system or process? ‘’
The interviewee 1 said that the most challenging part of the current process is the use of simple excel to store the companies records which he term as less secure for the organization data, the second problem was that the employees of the company lacks knowledge about the principles concerning the ALM process, the third problem is that the employees are not informing the records keepers about the underlying tasks which makes the records not be out date (Interviewee 1).
The interviewee 2 express a lot of concern about data various mistakes that occurs in the record keeping. The interviewee 2 feels that the process is not working to the required standards (interviewee).
This question gores like this ‘’ Would these organization benefit from implementing new system? ‘’
The interviewee 1 said that employees of the company would benefit so much with the new system because it would be possible for to view their yearly vacation days. The managers would also be able to track the attendance of the employees. (Interviewee 1).
The interviewee 2 viewed that he himself is going to benefit very much because the system would be able to update him on various events (interviewee 2).
The question was ‘’ which system software features are suitable for the new system software you would like to have? ‘’
Interviewee 1 said that he anticipate to have a system which is automated and has real-time feature (interviewee 1).
The interviewee 2 claimed that the new system should nob expensive for the company to afford because of low significance level of the system software. Interviewee did not said that he would be ready to implement the new system provided that reasonable price is offered (Jamel, Saidani, & Nurcan, 2018) (Interviewee 2).
The question was ‘’ any deadline for implementing the system software? ’’ This question was asked to both of the interviewees.
Both the interviewee gave out the same answer for this they said it would very appropriate for them if they could implement the new system at the beginning of year 2018 (interviewee 1 and interviewee 2).
The question was ‘’ would training of employees about the new system be appropriate? ‘’
Interviewee 1 felt that was need to train the employees for the system to be very clear to each and every employee. (Interviewee 1).
Interviewee 2 said that training of the employee would help them improve skills on how the system would be used, the teachers of the system would be able to discuss in details how the system would be used (interviewee 2).
The questions was for only interviewee 1.
The question asked ‘’ how would the system software be documented? ’’
Interviewee 1 suggested that the system documentation should be very brief and simple
The question posted was ‘’ what would be the main target of implementing system software ‘
Interviewee 1 suggested that the ALM Process should be made to be simple and very reliable. (Interviewee 1).
Interviewee 2 suggested that the system main goal is which is correct and free of errors.
The question was ‘’ any certain anticipation of improving the system software ‘’ the question was asked to both of the interviewees.
Interviewee 1 suggested that the re-engineering of the ALM process must be carried out in process that proves high level professionalism (interviewee 1).
Interviewee 2 expectation was numbers to must be removed for the new system that is going to be to ALM process (Dumas, La, Mendling, & Reijers, 2018).
To begin business process within three months a work plan should be generated. This thesis allows a company a grace period. A work plan should be fished within this period because the managers may lose moral after the end of this period. The plan should include the main task, the commencing and the finishing dates, people who would be the charge of the task and the task deposition. The work plan purpose is to enhance team dynamics with the link objectives, deliverables and time schedule (Ray 2018).
Data collected during the interview may be used to identify the ALM critical processes, the re-engineering team would be required to draw a chart of the existing process. In some cases no data collection is needed in order to identify this it may actually be based only through the customer’s demand (Abrabia & Drew, 2018).
The line manager’s shares feedback from the organization employees. The company’s management decided to improve this system after a discussion. The first meeting of the managers was held on 20 may 2018. At this meeting they reach a conclusion to create an automatic time reporting tool that can further be improved by ALM reporting. The designer was granted access to work on the WTR ‘’work time report’’ the following chart was made to initiate this (Bennis & Mische, 2017).
Suggestion for improving the ALM process and work plan testing was presented to the management for approval. After the mangers approved the plan the induction plan was initiated (Hillon & Melle, 2017).
The test was carried out with the help of WTR portal for about thirty days in order to know capability of the proposed system. According to the results it shows that WTR portal only work at certain levels of absence reporting device to the organization and its workers (Bori?, Stanisavljev & Zakin, 2016).
It is importance to understand the importance matrix, this is done by analysing the structure of the system in order to determine the process structure, awareness of the employees about the systems, the storage records, accountability of all workers (Alles, Brennan, Kogan, & Vasarhelyi, 2018).
This is where the managers and various teams of departments enforces the amendments and improving the project team. The CTO of the company requested all the employees through an internal memo concerning the implementation of the new system (Hornung, 2017).
Some of the requirements that was outline in this case was, the possibility of the system to mark time of absence accordingly, create various types of leaves for the employees, amend absence visibility for various authority levels and the system should also have a good interface that would enable the management monitor absence of employees (Rinaldi, Montanari, & Bottani, 2015).
Conclusion
Among other goals of improvements is to have a successful innovative improvements, it is a pleasure to see this thesis achieve this goal. The ALM reporting is now very structural with flawless steps to follow right from the beginning to the termination of the process. Another section which was very successful was seeing the meet the requirements for the designation of WTR systems which was defined in regards to the outcome of data that was collected in the process of developing this thesis (Razalli, Hasnan & Noordin, 2017).
In regards to the thesis the theoretical framework the improvement team was useful through the design, the employees and the management team contributed in making the project to be efficacious (Park, Chung, Khan, & Park, 2017).
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