2.1.1.2. BA Role

BA Role:

• Document existing processes through observation, interviews, and system logs
• Use BPMN diagrams or activity flows

The Business Analyst (BA) plays a crucial role in understanding and documenting the current state of business processes, known as AS-IS processes. This involves gathering detailed information by observing how tasks are performed, conducting interviews with employees to hear their insights, and analyzing system logs to uncover how information flows through the organization. After gathering this information, the BA uses BPMN diagrams or activity flows to create visual representations of these processes to help identify inefficiencies and areas for improvement.

Imagine a chef who wants to improve the efficiency of a kitchen. To do this, the chef watches how the kitchen staff work together, asks them about their roles and any difficulties they face, and checks the ingredient supply logs to see what’s causing delays. By creating a flowchart of the kitchen operations, the chef can better understand how to streamline the process and make cooking service faster.

Example AS-IS Scenario:

• Leave request is sent via email → Manager approves manually → HR updates records manually → Delays and lost requests

This chunk describes a typical AS-IS scenario where the process for handling leave requests is analyzed. In this situation, an employee submits a leave request through email. The manager receives the request and manually approves it, and then the HR department updates their records manually. This method can lead to delays and potential problems such as lost emails or overlooked requests, which illustrates the inefficiencies that the BA aims to document and improve.

Consider a school where students send in requests for days off via paper notes. The teacher collects these notes but sometimes loses them, or forgets to approve requests promptly. The school’s administration struggles to keep current records. This scenario shows the chaos that can arise from manual processes, highlighting the need for a better system.

BA Role:

• Propose new flow after stakeholder inputs
• Highlight changes and benefits over AS-IS

In the TO-BE process modeling phase, the BA has the responsibility of proposing improvements based on input gathered from stakeholders, which includes managers, employees, and IT staff. The BA creates a new proposed workflow aimed at increasing efficiency, reducing wait times, and automating processes wherever possible. It’s important for the BA to clearly show how these changes benefit the organization compared to the AS-IS process.

Returning to our school example, after realizing the inefficiencies of the paper note system, the principal decides to implement an online leave request system. The administrative staff suggests features that would make the process smoother. The principal then presents this new system to the teachers, emphasizing how it will save time and reduce errors. This way, everyone is on board and excited about the improvements.

Example TO-BE Scenario:

• Leave request submitted via portal → Auto-notification to manager → Real-time approval → System updates HR records automatically

The TO-BE scenario illustrates the future state of the leave request process after implementing improvements. Here, an employee submits a request through an online portal, which automatically notifies the manager. The manager can approve the request in real-time, and the HR system updates the records without additional manual entries. This scenario emphasizes speed, accuracy, and automation as key benefits of the redesigned process.

Think of how an online shopping system works: when you place an order, you get an instant email confirming your purchase, and the system automatically updates the inventory. This swift process avoids mistakes and delays, similar to how an automated leave approval system enhances efficiency in handling requests.

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