Faculty of Electrical Engineering
1
Business Process Managementat Czech Technical University in Prague
Faculty of Information Technology
Pavel Náplava Robert Pergl
Lessons Learned
EEWC 2015
Pavel NáplavaCTU FEE in PragueCentre for Knowledge ManagementSince 2009
• Information Management• Information Systems• Business Process
Management• Project Management• Business Analytics• Business Informatics• Applied Management• Clouds
Pavel Náplava and Robert Pergl 2
EEWC 2015
Robert PerglCTU FIT in PragueCentre for Conceptual Modelling and ImplementationSince 2012
• Conceptual Modelling• Enterprise Engineering• Software Engineering• Theoretical Computer Science• Programming Paradigms• Software Development
Pavel Náplava and Robert Pergl 3
EEWC 2015
TRANSFORMATION REASONS
Pavel Náplava and Robert Pergl 4
http://hs-ib.ism-online.org/
EEWC 2015
PROBLEMS & SOLUTIONS
Lower budget Higher competition
Minimal costs Minimal redundancy Automation of processes Full-Cost model
Pavel Náplava and Robert Pergl 5
EEWC 2015
BUSINESS PROCESS MAGEMENT (BPM)
• Ministry of Education, Youth and Sports prepared basic framework for effective academic institutions based on Lean Methodology.• New BPM project with the following goals
1. Map and describe supporting processes2. Optimize supporting processes3. Present all processes to employess, students and public4. Reduce redundancies5. Automate selected processes6. Examine BPM in order to determine its usage for the university
Pavel Náplava and Robert Pergl 6
EEWC 2015 7
STORY #1FEE
Pavel Náplava and Robert Pergl
EEWC 2015
PROCESS AS A SERVICE• Based on BPMN notation• Scenario of user actions• Group of all related processes
and information for doing an activity• Combination of AS-IS
and TO-BE state
Pavel Náplava and Robert Pergl 8
EEWC 2015
PROCESS PORTAL• Part of the faculty web• Can be used by employees,
teachers, students and public• Anyone can provide a
feedback• Anyone can make a new
proposal
Pavel Náplava and Robert Pergl 9
EEWC 2015
PRESENT STATE OF THE BPM PROJECT
• All Supporting processes are mapped• 300 Process maps• 150 Processes as a service
• Process portal is working• 3 Processes were selected
for the automation• Process models are used
for the faculty operations• Position of the centre is established
and strong• State of the project: SUCCESSFULPavel Náplava and Robert Pergl 10
EEWC 2015
BPM PROJECT KEY SUCCESS FACTORS
1. ENVIRONMENT - understanding of an institution and its culture2. TEAM - creation of an experienced and acceptable team3. COMMUNICATION - building of communication channels and
continuous communication4. PRESENTATION - selection of the appropriate form of presentation
of results5. GOALS - definition of real, achievable and meaningful goals
Pavel Náplava and Robert Pergl 11
EEWC 2015
KEY SUCCESS FACTOR MATURITY MODEL
0 = nothing • New area for us
2 = basic • Having basic idea
4 = complex • Knowing nearly everything
about the area
5 = excellent • Having excellent knowledge
• Minimal sucess value = 2Pavel Náplava and Robert Pergl 12
EEWC 2015
MATURITY MODEL DEVELOPMENT 2009-2010
Pavel Náplava and Robert Pergl 13
EEWC 2015
MATURITY MODEL DEVELOPMENT 2011-2012
Pavel Náplava and Robert Pergl 14
EEWC 2015
MATURITY MODEL DEVELOPMENT 2013-2014
Pavel Náplava and Robert Pergl 15
EEWC 2015
EXTERNAL COOPERATION
• West Bohemia Universityin Pilsen• Similar but unsuccessful project
• Faculty of Mechanical Engineering at CTU in Prague• Process portal
• ŠKODA PRAHA Invest• Commercial project
• New experiences & sourceof financing
Pavel Náplava and Robert Pergl 16
EEWC 2015
CONCLUSION• PROJECT HAS BEEN SUCCESSFUL• Reasons why the project was successful
1. Internal Center of Excellence2. Full responsibility for the project3. Combination of practical experiences and student’s flexibility4. Patience and tolerance of mistakes5. Not tightly defined goals at the beginning of the project6. Flexibility, appropriate communication, feedback, creativity, …
• Further steps:• Cooperation with the Rector’s Office• Preparation of the university information strategy• Mapping of selected main processes
Pavel Náplava and Robert Pergl 17
EEWC 2015 18
STORY #2FIT
Pavel Náplava and Robert Pergl
EEWC 2015
CONTEXT• FIT originated in 2009 by splitting the Dept. of Computer Science from
FEE.• “Everybody doing everything”.• Process mapping initiative similar to FEE 2010-2013.• However a different goal: automation ASAP.
Pavel Náplava and Robert Pergl 19
BUSINESS PROCESS ORCHESTRATION
EEWC 2015
BUSINESS PROCESS ORCHESTRATION
Pavel Náplava and Robert Pergl 21
OPEN SOURCE SOLUTIONS INDUSTRIAL CUTTING EDGE
USER PORTAL
EEWC 2015
OPEN SOURCE SOLUTIONS• Extensive evaluation -> Activity + Liferay• Currently 2 systems running:• Portal for cooperation with industry• Alumni portal
+ Free licences => can be offered to other universities+ Transparent, open architecture- Missing functionalities- Elaborate “explorative” development
Pavel Náplava and Robert Pergl 22
EEWC 2015
INDUSTRIAL CUTTING EDGE• IBM BPM• Currently 4 systems running + several more at FEE + projects for industry
• Bachelor’s and Master’s theses whole process• States exams administration• Ph.D. study agenda• Registration of external cooperators
+ Development process+ Functionality- License prices- Closed system, one hell of a complexity to configure and maintain
Pavel Náplava and Robert Pergl 23
EEWC 2015 24
EEWC 2015 25
EEWC 2015 26
USER PORTAL
EEWC 2015
SUCCESS?• Possibly yes, all the systems serve their purposes well and are
successfully maintained and regularly upgraded.• Development cost fragment of commercial apps at the University.• However, not ideal.• Future way? Not sure yet.
Pavel Náplava and Robert Pergl 27
EEWC 2015 28
STORY #3FIT
Pavel Náplava and Robert Pergl
EEWC 2015
APPLYING DEMO FOR BPM• Experiment performed on DEMO Bachelor students: semester project• I.e. not a profi DEMO project (yet ;-)• Processes previously mapped in BPMN at FEE (Story #1):• Getting to essential models?• Improving quality of models?• + How well will the students perform? What will be easy form them and will
be hard?
Pavel Náplava and Robert Pergl 29
EEWC 2015
TASKS1. Divide the existing process description into ontological, infological
and datalogical parts.
Pavel Náplava and Robert Pergl 30
EEWC 2015
TASKS2. Elaborate basic DEMO models (OCD, PM, OFD)
Pavel Náplava and Robert Pergl 31
EEWC 2015
RESULTSThe students exhibited:• Better skills in precise formulations (better naming and expressions).• The ability to discern ontological, infological and datalogical levels and
their importance.• The essential model approx. 21% of the original model.Challenges faced:• Not able to reach the most essential and simple models.• Struggle with proper formulations of transaction products.• Struggle of abstracting actor roles from actors.
Pavel Náplava and Robert Pergl 32
EEWC 2015
RESULTSAt the general level, the study helped us considerably with formulating current shortcomings of our BPM analysis (Story #1):• There are confusions about distinguishing red, green and blue levels
in the original models -- for some activities, like report generation, it is not generally clarified to which level does it belong.• Negotiating about competences -- right now, process mapping is
sometimes blocked by petty discussions who will do what.• Improving BPMN models using DEMO analysis requires participation
of the stakeholders: e.g. sometimes it is necessary to clarify some concepts to decide about the ontological level.
DETAILS: CBI 2015Pavel Náplava and Robert Pergl 33
EEWC 2015
CONTACTS
[email protected]@fit.cvut.cz http://czm.fel.cvut.czhttp://ccmi.fit.cvut.cz
Pavel Náplava and Robert Pergl 34
Thank youQuestions?