re-engineering process monitoring and control over design...
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International Journal of Contemporary Applied Sciences Vol. 4, No. 1, January 2017
(ISSN: 2308-1365) www.ijcas.net
91
Re-engineering process monitoring and control over design of technical and
civil project Case Study: District 15 of Tehran Municipality
Seyed Hossein Siadat1, Mohammad Zerafati Kia
2, Hamzeh Norouzi
2,
*
1Assistant Professor of Management Information Technology, Shahid Beheshti University, Tehran,
Iran 2,3
M.Sc. Student of Management of Information Technology, Shahid Beheshti University, Tehran, Iran
*Corresponding Author Email: [email protected]
Abstract
We live in the century that all the Affairs of the municipal infrastructure is a town on the
sculpture of this infrastructure according to it, it is noteworthy. Including matters that are next
to the hundreds of plays and other activities in the creation and maintenance of this
infrastructure are the main role are responsible for the development efforts of the
municipalities. In the present study, due to the extensiveness of the work, the process was that
the main task of re-engineering in providing services to the urban infrastructure. The process
of monitoring and control over design of technical and civil project, part of the technical
process of development and technical Affairs of the municipality, which has been chosen and
the details and a description of it in the article is cited. In the first step, inspired by the
methodology sharp and McDermott, frame packing processes was introduced. The second
step in the selection process and its problems by taking advantage of multiple instruments
capable of six mining. In the third step, the current process models using the modeling tool
Bizagi Process Modeler was traced. The fourth step in the process, bottleneck and its critical
points identified and a final decision regarding the reform process with the use of the five best
practices in the BPR was getting. In the final step, the new process model Bizagi Process
Modeler using the drawing tools.
Keywords: Re-engineering Process, Monitoring and Control, Project Design, Municipality,
BPR, Best Practices.
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1. Introduction
with the passage of time all over the world, organizations have found that the gradual changes
only for the current problems of organization is not helpful and sometimes necessary for the
survival of the Organization, which is the basic infrastructure and changes in it. Business
process re-engineering, management to look for progress through performance and increase
the effectiveness of existing processes in the organization. The main approach in this
fundamental attitude and redesign business processes to create dramatic reforms in sensitive
and important criteria from the perspective of our customers. Table 1, some researchers about
the re-engineering concepts points out.
Table 1. Studies researchers about the re-engineering of business processes
id As the studies Researchers studies
1 Methodology of implementation of re-
engineering
Currie, 1999; Dickinson, 1997; Davenport &
Short, 1990; Kettinger et al., 1997; Wu, 2002.
2 Another approach of the enterprise
Currie, 1999; Dickinson, 1997; Green &
Wayhan, 1996; Makridakis, 1996; Ulbrich,
2006.
3 Re-engineering and information
technology Davenport & Short, 1990; Whitman, 1996
4 Quality management and re-engineering Gingele et al., 2002; Macdonald, 1995; Zairi
& Sinclair, 1996.
5 Implementation experiences, obstacles
and its consequences
Belmiro & Rents, 2000; Guimaraes & Bond,
1996; Maull et al., 2003; Ranganathan &
Dhaliwal, 2001.
Studies on the process of re-engineering projects business show that the rate of failure of these
projects is very high (Wu, 2002; Al-mashari & Zairi, 1999). For many reasons provided that
most of them come to the mismanagement of the project. An overview of innovative operator
of laws supporting the development of a business process that will improve the current
designs can be very high and offers (Tinnila, 1995; Al-mashari & Zairi, 2000; Berg &
Pottjewijd, 1997). Overall the initiative business process re-engineering with two major
technical challenges and cultural and social faces (Reijers & Mansar, 2005).
2. The frame of the packaging processes
As the first step of a process map stage frame packing processes, District 1 of Tehran
Municipality inspired by APQC model on 15/7/2012 editor and again on 6/12/2013 by the
Bureau of organization and improvement methods about the revisions. In this process, all
processes end-to-end communication and diagnosed among them in order to achieve the
objectives of the drawing. Processes in the administrative processes of the "class 3", "home"
and "processes" was that the extraction support processes described in the Figure 1 has been
inserted.
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Figure 1. Process map of Municipality
It is worth noting the structure of processes in all areas of the same municipality, and thus, the
above process map as well as maps of District 15 of Tehran Municipality stage processes the
frame packaging processes being used.
3. The current process modeling (As-Is)
In order to identify the process monitoring and control over design of technical and civil
project, the status of current (As-Is), process of modeling. The current status of the model
using the Bizagi Process Modeler modeling tools in Figure 2 inserts.
4. The reasons for choosing re-engineering process
The process monitoring and control over design of technical and civil project with budget
processes in order to apply the financial costs of the plan, the process of allocation of funds in
order to finance and tenders and contracts, in relation to the selection and concluding
contracts with contractors and consultants, an important communication and input and output
includes numerous. As well as the approval of each of the steps and documents, documents,
financial papers and accrual, maps, plans and estimates of declared, need to review and
discuss several controls. Therefore, in order to better understand the process, and process the
process described in Table 2 Insert.
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Figure 2. The current status modeling of process monitoring and control over design of
technical and civil project
Table 2. Specification of process
Process name Monitoring and control over design of technical and civil project
Process area District 15 of Tehran Municipality
Responsible for process Development and technical Affairs
Input of process - Feasibility report beneficiary
- Making file project
Stimulus of process - Citizens' demands in multiple ways, such as through telephone
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and written requests in 1888 and 137 systems
- Projects approved by the government, the city council, ...
- Projects requested by the Council
- Urban problems identified
Output of process - Initial estimates based on the price list of the approved projects
and volumes and legal
- The cost of the project
- Funding and project funding
- The minutes of the interim delivery
- A reference to the contract execution units, monitoring and control
- Architectural and structural design project
- Map documents and approval documents and credit
- Papers and documents relating to the tender project
- Project related contracts and communication contracts
- Operational plans, Cost estimates final
- Assess the technical capabilities of the contractor / contractors
Therefore, it can be an expression that is the process monitoring and control over design of
technical and civil project to the following reasons, in order to perform the re-engineering has
been selected.
1. Reduce the time: Prolonged tenders relating to the assignment of the design and
selection of contractors.
2. Cost reduction: Increased demands for technical and development projects to
consultants of the reform process of the design.
3. Improve the quality of technical and project performance: Absence of development in
the city.
4. Reform strategy: Proposal of the Department of the municipal organization (Upstream
Organization) based on the difference between the technical and construction projects
run in areas.
5. Remove the complexity of the operational sequence and repeat the cycle: Technical
and construction projects such as the design, implementation, control and inspection.
6. Increased monitoring and control management: Technical and construction project
approved by the Senior Manager of the regions and the allocation of the necessary
funds.
7. Create database: Records and maintenance of technical documentation relating to the
technical and construction projects.
8. Personnel training: Proper use of the existing technical and civil affairs personnel and
enhance the skills of human resources specializing in this field.
So by taking six's instruments can also be empowered to monitoring and control over design
of technical and civil project of the problems on the Table 3.
Table 3. Enablers and limiting
Enabler Step process The problem Explanation
Design Workflow
Credits and
references made in
the budget of the
tender – being a
Increasing the time-
cost
The existence of
unnecessary steps
and repeat or in some
cases creates a
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series of activities in
the design of part 1
and 2
problem at the time
and the cost of the
process is
Information
Technology
Add the step project
control has been
manually
Quality control and
monitoring
The steps use the
project improve the
quality of
management and
control systems in the
process will follow -
reduce the time and
cost of supervision
Motivation and
performance
measurement
There is no problem in this regard
Manpower
The presence of a
team of consultants
and consulting
expertise
Quality-time – cost-
flexibility
The use of specialist
advisers in the next 4
the time, cost,
quality, flexibility,
better conditions in
antaf creates a
process
Policies and rules
Approval of senior
managers-terms and
regulations of the
country
Time-flexibility
Some of the base are
timing and flexibility
in the face of the step
process helps with
the limits
Equipment
The physical distance
between the terms of
physics-Vice
Presidents-near to
each other any units
of VP
Time-cost
The spatial quality of
the units and
individuals based in
it can cause problems
when doing and the
cost of it
5. Optimal process modeling (To-Be)
In order to make improvements to the process monitoring and control over design of technical
and civil project, of the five best practice in BPR was used briefly in Table 4 has been
inserted. The more comments, on how to use each of these best practices, will be presenting.
Table 4. CSF and Best Practice matrix
Best Practice The current status of the
process steps to re-engineering Time Cost Quality Flexibility
Remove
activity Step no. 1-3-6 Positive Positive Negative Positive
Combine
activity
Step no. 2 and 3 – step no. 1
and 5 – step no. 7 and 8 Positive Positive Negative Negative
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Assignment The step no. 7 and 8. Positive Positive Negative Positive
Interior
technology Create step using technology Positive Negative Positive Negative
Parallelism The steps 11 and 12 and 13
parallel to steps 1 to 10 Positive Positive Positive Negative
5.1. Optimal performance of remove activities
Unnecessary tasks of a business process. Control tasks in the business process a positive
aspect do not upgrade but these tasks to resolve the problem created in the previous steps in
the model are the main characteristic of embedded control duplicate tasks. The existing
situation of the administration of the credits that are part of the planning is the allocation and
licensing projected credit project (according to feasibility reports) on behalf of the beneficiary
and to continue technical development and referral offers. The initial estimate of a Pro Vice
Chancellor for the project and its cost-based price list published by the ministries of the
Government of the custodian of each year in accordance with the country's economic
conditions will be published. The initial estimation of the project with the approval of the
technical Affairs and projects, to the planning and Budget Office and referral credits. By
applying the method of choice in this section that aims to speed up processing and reduce
costs for the preparation of an order is a positive influence on the process, activity will be.
Although it appears the flaw of this potential reduction of optimal performance is the quality
of the services provided, but here is an important step and serve the same influence on the
initial estimation of the volume and price by technical and construction is the main activity, in
keeping with the quality of this step will not create a problem. In the Figure 3, with the
amendments to the existing situation and to see the method. May be claimed in this section
coincide with the removal of duties on step number 1 that corresponds to the technical and
construction work referred to the Vice President and step 3 referred again to the project file
that corresponds to the credit unit, optimal performance in tasks also. Because by combining
functions and eliminating the referral process and send the title, delete step 2.
5.2. Optimal performance of combine activities
Combine small tasks and major tasks to be divided into smaller tasks. Combine tasks, when a
resource to meet an order spends, is reduced and also the positive influences on the quality of
the work presented. On the other, increase too much a task can cause the first faced by
reducing the timeframe to be used as an advantage and a disadvantage against reducing the
quality of the smaller tasks task breakdown. The status quo of technical project design and
process control projects after discussion of the validity and the budget process will be referred
to the Civil Affairs up through the financial and Economic Affairs to Deputy City bidding to
hold the post. It is known that in this part of the process will not be sent, except for any
activity, so if this post directly from the credit Bureau of budget and financial affairs in step 5
to step 6 bids to hold the post, in the meantime, delete one step of the process, which is the
same as step number 6 in the process (optimal performance remove the activity). Step number
8, his chief task as the Chief Deputy of finance and economy of the city and entrusted this
task with the task of holding the bidding and announce the results combine it.
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Figure 3. Optimal performance of remove activities
In the continuation of the activities of the process, financial affairs, while holding the tender
and contract documents for Governors to Senior Manager (Mayor's Office). It seems because
the feasibility reports on the orders of the senior management on the implementation of the
project certainly has been applied at this stage inform the aspect and the senior management
office due to conflicts with the many other sets of processes associated with losing a lot of
time in this step we'll be facing, therefore, suggested that the results of tenders by the Deputy
Senior Manager financial duty to impart a kind of transference is also the responsibility of the
contract, the version Of the contract to the Office of the Director of information for the post,
without being slowed in the process of implementation of the projects in this section.
5.3. Optimal performance of assignment
Assign resources in such a way that the maximum flexibility for the near future. For example,
if an order using any of the two available resource can be done, do the most professional
source to order. With this method, the probability of a public source is available free for other
tasks more will reduce the maximum overall time in the queue ... stay with reduced likelihood
of idling an order and have the most expertise, staff who have more work doing the same
would be to increase the quality. Of the advantages and disadvantages of the method of
creating the work load is unbalanced, which reduced job satisfaction and will likely become
the specialists to reduce public workers. The steps 7 and 8 to sort of face time with the method
of assignment have been meaning that notification and send the transcript to the urban
economy and financial affairs can be entrusted. Figure 4 of the existing situation and
corrected the steps 6-10 to show.
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Figure 4. Optimal performance of assignment
5.4. Optimal performance of Interior technology
With the use of new technology to try to change the physical restrictions. The advantages of
the new technology enhance the quality of service and provide new ways for participants (the
traditional method of implementation of the changes the business) and the disadvantages of
this method, the activities related to the purchase, development, implementation, training and
maintenance of the high cost of the technology is that although the possible positive effect in
time. As new technology can cause fear effects on other employees, and that these effects can
reduce the quality of the business process. So do the tasks faster, with less cost and better
results of the advantages of the technology and the cost of creating a task and run system
flexibility is less than the HR in front of the changes, the disadvantages of this method are
considered. Figure 5, optimal performance enhancement of information technology show.
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Figure 5. Optimal performance of Interior technology
5.5. Optimal performance of parallelism
Is it possible to run tasks in parallel? If possible the simultaneous execution of tasks,
including benefits will be reduction of the time and even the costs in doing tasks. Parallel in
front of the building can be a negative effect on a business process that includes the
probability of the stop, are created. As well as the management of processes at the same time
can be more complicated, which caused errors (in quality) or runtime limits compliance
(flexibility). Therefore, the project map design program in phases 1 and 2 between the two
advisers could be more quality of design, architecture, structures and run due to create a sense
of competitiveness between the advisers and on the other hand more significant reduction in
the time necessary to design because most of these activities due to numerical computations
and draw maps, usually on time. There are four operating alongside the technical consultant
and executive arm can be civil to this part of the process described in step 2 of the primary
volume immediately after the budget and estimates based on the list price is a project for the
first phase of the studies that the initial design of architecture and structure will be sent up on
the side of the implementation process of this part to simultaneously run and the output of this
step by step 10 to be common for phase II studies. It is evident that the first and second phases
consultants no cannot be shared. The first phase of the primary part of the studies is provided
by resident Advisor is an annual contract with 4 operating the technical Affairs and projects
are run and the second phase on the basis of the process of selection process that will be the
main part of these studies with more accuracy the selected consultant will be responsible for.
Figure 6, the current process and the corrective steps 11 and 12 to take hundreds of steps 1 to
5 again.
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Step 14 relating to phase II studies, and selected by the consultant will be executed and step
15 and 16 control steps for step 14. The output of the second phase, more detailed
documentation and studies of the cost of construction and of technical and operation size
dimensions for the Executive contractor selection. It is better to run more accurately and make
a better interface for better monitoring and control in this part of the project control systems.
As well as the use of new technologies, the possibility of achieving such targets will provide.
Figure 6. Optimal performance of parallelism
In the end, the optimal process model of supervision and control over the project design and
technical development in Figure 7.
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Figure 7. The optimal model of the process monitoring and control over design of technical
and civil project
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