Project Management Assignment 3 - ITM6153.pptx

Project Management Assignment fat UNISEL

1. Prakash Batumalai 6183000010 Nuruddin Bin Razali 6191000051 Assignment 3

2. Appropriate to Let the Enterprise systems driven business process redesign

3. Introductions of the company involved:

4. Introduction about Oracle JD Edwards ERP systems and it fuction use by the company. Oracle JD Edwards EnterpriseOne is a cloud-based Enterprise Resource Planning (ERP) and supply chain management solution that provides ERP applications and tools for finance, consumer goods, human resources, distribution and manufacturing sectors. It caters to small, midsize and large businesses. Primary features include financial management, project management, asset lifecycle management, order management, CRM, manufacturing, supply chain planning and logistics, reporting and business intelligence. Other features include real estate management, human capital management, environmental health and safety and commodity trading. The manufacturing and distribution module allows users to manage various manufacturing operations via lean and project-based manufacturing modes. The consumer goods module allows users to manage the quality of products, supply chain and transportation. It is compatible with Linux, AIX, Microsoft Windows and IBM I5OS. It is also compatible with a mobile web browser. Supported Operating System(s): Windows 7, Windows Vista, Windows XP, Linux, HP-UX, AIX, Solaris, Unix, IBM OS/400, Web browser (OS agnostic), Windows 2000

5. Elaborate the current systems and the function :

6. Case study for redesign the systems of stock inventory:

7. Company Business process on stock inventory :

8. Prakash IT Service Business proposal:

9. Elaborate more on Business process proposal by Prakash IT Service:

10. Advantage and Disadvantage of new Process suggested by Vendor

11. Conclusion : Successfully we implemented the systems.

12. Inappropriate to Let the Enterprise systems drive business process redesign

13. Sometimes it is inappropriate to let the enterprise system drive business process redesign. When changing an organizations processes that are relied upon for strategic objective. Some of the organization process are related to it strategic objective, when the system change the flows or process it will affect the whole organization itself. This kind of changing are very risky and can lead to rejection or failure of the system. When the package does not fit the organization. Every system has their package, every development of system has to analyze and study to ensure the system package will fit with the organization requirements so that the system will be not abandoned. Specialized processes that cannot be accommodated by available enterprise systems When organization derives a strategic advantage through its operational business processes. Using publicly available IS that competitors can buy from a vendor = no competitive advantage .

14. Sometimes it is inappropriate to let the enterprise system drive business process redesign cont … Relying on a 3rdparty as provider of strategic system. 3rdparty as provider would be bad for long-term because problems with system due to bugs or changed business needs require negotiating with ERP vendor for needed changes System designed in house allows complete control over IS that drive critical processes When there is a lack of top management support. In any system development, support is essential, especially from the top management. However, it is often to see that many system failure are due to not supported by the top management tangibly or intangibly.

15. Advantage of enterprise system drive business process redesign. Helps avoid or reduce duplicate work Better Visibility Facilitate cross-functional communication Enhance and optimize business processes Change the strategic objective of the organization to be more competitive and efficiency Identify and solve current and new problems

16. Disadvantage of enterprise system drive business process redesign. Cause additional works or processes Cost increasing Miscommunication Using publicly available IS that competitors can buy from a vendor = no competitive advantage . Create new problems Rejection

17. CASE STUDY : IIUM Staff Training and Event Participation System (STEPS)

18. Introductions of the system involved: In the ever changing and dynamic academic environment, one of the issues or modules that has been highlighted is the difficulty in collecting data on staff mobility which includes the staff participations in training and conferences. Currently training applications and management are using the IIUM Oracle HRMS. The system was developed only to manage the IIUM staff training without any synchronization with the Oracle HRMS attendance and absence modules. The CTD points collected by staff by attending the training were updated manually in the Oracle system and this may lead to data duplication. The current system also does not suitable well with the academic environment in a way that it cannot accommodate the information related to the academic training such as conferences, seminars and so on. In addition, it also does not cover the staff participation in university events and outside people attending the programmes conducted by IIUM. All these information, required to be submitted twice a year to the Ministry of Education, are collected manually by the KCDI through CSQA. Considering the budget implication, experiences and the soon to be introduced new HR system called HURIS, the MSD is proposing to have a totally new system for managing staff participation in training programs and events and this system is to become a part of total HURIS system. This system will be comprehensive and flexible enough to accommodate all requirements by the central agencies as well as the KCDIs. Based on the above problems and staff complaints, the Knowledge Management Committee and the University Technical Committee (UTICTEC) have agreed for the MSD to propose a new system called Staff Training and Event Participation Systems (STEPS). This system will be a more comprehensive since it cover both training and events management system altogether in one system. Due to the time constraints and the lack of existing skills, the project will be done by outsourcing the development of the system to an external developer with a cost of RM97K. Unfortunately, after the system has been developed the usage are only 40%. User failed to use and understand most of the system processes.

19. Problem to be solved by STEPS Inability to Accommodate Most Academic Related Training Data The current HRMS could not capture data such as paper presented and attendance capacity by Academic staff. Due to the absence of the important feature, the staff CV online could not provide data staff attendance to conferences and seminars, unless the staff themselves key in the data on their own in the CV online. This has caused many complaints coming from the academicians because they have to feed in information into so many systems. Absence of Workflows for Certain Types of Training In IIUM there are various types of approval required by academic and non-academic staff to attend training since the source of budgets comes from various channels such as central budget, KCD budget, Research Budget as so forth. However, the current HRMS system only has one standard workflow for approval and this has resulted in the approval for certain training applications especially from the academicians have to be done manually. Synchronization Using the training modules in Oracle HRMS, if the training lasts for more than one day and organized at outside IIUM, staff needs to apply training and absence separately to update the staff attendance as attending training. There is no synchronization between absence module and training module.

20. Problem to be solved by STEPS cont … Duplication In the current training module, the training name has been keyed in using a free text format. So there is a lot of duplication of data for the same training because the differentiation is only on its names. This issue will cause a difficulty to produce reports. System Constraint Current training module are using the Oracle web base technology, setup and management is also using through web base. Due to lack of staff technical competency and knowledge, It is really difficult to enhance the system without involving the Oracle consultant with a lot of money investment. Attendance Status Based on current situation the attendance for the particulars trainings were updated manually. Staff need to signature their attendance on a piece of paper an later on the training administrator need to update manually in the system. No Events Information In current system there is no information about venue, speaker, trainer, organizer and etc. All the information will be informed to staff through email and phone call. Booking of venue also has been done manually and training administrator need to book and check the venue availability at KCDI manually. CTD Points As per current practice, the CTD point will be entered by competency unit. All the training administrators need to contact or inform the competency unit about the CTD points for their organized training and it will take time to update the CTD points. Most of the cases the updating gaps took a few months to be updated.

21. Systems drive business process redesign While developing the STEPS, business process redesign are compulsory to be done because the current system are using the manual key in to keep the staff training record. In this scenario, STEPS has lead the redesign process whereby all the current process flows have to be change to suit the STEPS requirement. From manual to systemize its creates a lot of changes and additional process flows as well as functions. STEPS is a system that cover not only the staff training record but also the events record of the IIUM. STEPS also integrate with the IIUM event calendar, attendance, absence and financial system. So, the participation from various division or units are very crucial and essential. Based on the manual processes, the technical and functional team have to do the business process improvement (BPI) to identify, simplify and computerized all the existing processes. This BPI activity has been done together with the relevant parties within the IIUM organization.

22. Business Process Improvement The BPI activities in developing the STEPS helps the team to : Identify new and duplicate processes Have better visibility or clear picture on the processes Identify the possibility of integration with other systems or databases Create new functions or processes Solve the current problems

23. Factors that lead the failure of the system (STEPS) Lack of support from participants and management. We have problem with the person incharge on IIUM events management where the person incharge always failed to come for meetings and discussion. He failed to understand the importance of his presence. And the management of the person incharge also failed to see the importance of their information, Result : The consequence is we did not get the correct information for the events calendar and system failed to integrate with the event management system. So, no exact events information. Complexity and tediousness of new processes and functions. Of course when from manual to digitize will creates a lot of new processes and functions. A lot of information need to be key in and setups to allow the system running smoothly. The new process also have a complex integration within it processes and involve decentralization of usage. Result : Functional user failed to understand the functions and the importance of some information in the system. It caused inconsistent and incompleted data.

24. Factors that lead the failure of the system (STEPS) cont … Integration with attendance and absence. The idea was when staff attended 1 or more days for training, the staff will get automatically absence record in their attendance report accordingly based on how many days they attended the training. However, the process to update the absence and attendance need to go through certain processes before it update automatically. And some of it was clashed with the existing information in absence and attendance system. Result : The automatically update are not working has been hold until further notice Change management of training unit. While developing the STEPS there were change of management for the training unit. Training unit was the main stake holder for STEPS, when the new manager and staff replace the previous one, the new comer have failed to understand 100% of the process and making it worse some of the process or function has been rejected because they failed to understand it. Result : Failed to utilize 100% they only managed to used 40% of it functions.

25. CONCLUSION STEPS have completed it development however the utilization of the system are very less and considered failed. From 100% the actual utilization is only 40% whereby the training unit just only used to offer and manage the staff participation for the particular training. No automatically absence and attendance update and failed to show existing and coming IIUM events. It can be concluded, that sometimes it is inappropriate to let the enterprise system drive the business process redesign if we failed to manage and solve the disadvantages factors. By allowing the enterprise system to drive the business process redesign it is happen for sometime the advantage turns to be disadvantage. But, it is subjective based on the exact situation and problems that the organization have. So, to have a system which drive the business redesign, we need to really careful and take into consideration all the tangible and intangible factors so that we can foreseen the coming problems and solve it accordingly.

26. Thank You.