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2.1.1.3 - Example AS-IS Scenario

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Understanding AS-IS Process Modeling

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Teacher
Teacher

Today, we'll discuss the importance of AS-IS process modeling. Can any of you explain what AS-IS refers to in our context?

Student 1
Student 1

I think it's about how things are currently done in a business process.

Teacher
Teacher

Correct! AS-IS denotes the current state of processes. It's crucial because understanding the current structure allows us to identify issues, like delays and redundancies. Can anyone give an example?

Student 2
Student 2

Like if a leave request goes through several manual steps that could be automated?

Teacher
Teacher

Exactly! Tracking these steps helps in visualizing what needs improvement. Remember, without knowing where you are, you can't effectively plan for where to go!

Analyzing the AS-IS Scenario

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Teacher
Teacher

Let's take a look at an example AS-IS scenario: the leave request process. What are some steps involved in this process?

Student 3
Student 3

First, the employee sends a request via email, right?

Student 4
Student 4

Then the manager has to approve it manually.

Teacher
Teacher

Yes! These manual steps often lead to delays or even lost requests. Why do you think it's important to document these steps?

Student 1
Student 1

So we know what to change in the future?

Teacher
Teacher

Exactly! Documenting current processes is crucial for proposing an improved TO-BE scenario later. Think of it as building a bridge from the AS-IS to the TO-BE.

Benefits of Identifying AS-IS Processes

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Teacher
Teacher

What are some potential benefits we can gain from analyzing AS-IS processes?

Student 3
Student 3

It helps spot inefficiencies?

Student 4
Student 4

And understand where automation might help!

Teacher
Teacher

Yes! Additionally, it facilitates communication between teams, which is vital when we move to suggest enhancements. Can anyone think of how this could apply beyond just our leave request example?

Student 1
Student 1

It could work for sales processes or customer service workflows too!

Teacher
Teacher

Precisely! The analysis can be applied to various processes across the organization.

Introduction & Overview

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Quick Overview

The AS-IS scenario outline provides insights into current business processes, highlighting inefficiencies and areas for improvement.

Standard

In this section, we explore the concept of AS-IS process modeling in business analysis, discussing its role in identifying existing inefficiencies and drawing comparisons with TO-BE scenarios that propose optimal workflows.

Detailed

Example AS-IS Scenario

The AS-IS scenario modeling represents the current operational processes of an organization. Understanding the current workflow is crucial for Business Analysts as it allows them to identify bottlenecks, inefficiencies, and redundancies before proposing enhancements. The AS-IS model is fundamentally about capturing how tasks are currently completed, which serves as a baseline for improvement. In this section, we delve into an example AS-IS scenario involving a leave request process that reveals procedural delays and manual errors that can negatively impact employee experience and organizational efficiency. By comparing the AS-IS model with the TO-BE model, we gain insights into how processes can be redesigned for optimal performance.

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Current Workflow Description

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

Detailed Explanation

In this AS-IS scenario, we outline the current process for handling leave requests. It starts when an employee sends an email to request leave. This request is received by the manager, who must manually approve it. Once approved, the Human Resources (HR) department then updates the employee's records manually. This system has some inherent issues, including potential delays in response time and the risk of losing requests altogether, as emails can be overlooked or misplaced.

Examples & Analogies

Imagine ordering a pizza over the phone. You call the restaurant, place your order, and then wait for it to arrive. If the worker forgets your order, or if there's a miscommunication, you might end up waiting longer than expected or not getting your pizza at all. Similarly, in the leave request process, if the manager or HR overlooks an email, it can lead to confusion and frustration for the employee.

Identifying Problems in AS-IS Process

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● Delays and lost requests

Detailed Explanation

The problems within the AS-IS process include delays in response time and the possibility of lost requests. Since the process relies heavily on email communication and manual updates, it introduces inefficiencies. For instance, if the manager is busy or out of the office, the employee may have to wait longer for approval. Additionally, emails can easily get buried in inboxes, leading to the risk of requests being overlooked or lost entirely, causing further delays in managing employee leave.

Examples & Analogies

Think about how it is when you send a paper letter through postal mail. Sometimes, it takes a long time for it to reach the recipient, and there's always the risk that it might get lost. In this scenario, relying on email for leave requests works similarly, where an employee's request could get delayed or completely lost due to the inefficiencies of manual processes.

Definitions & Key Concepts

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Key Concepts

  • AS-IS Process: Current state of processes that help identify inefficiencies.

  • TO-BE Process: Future state that proposes improvements based on AS-IS analysis.

  • BPMN: A standardized visual language for process representation.

Examples & Real-Life Applications

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Examples

  • A leave request process where approval is handled manually leading to delays.

  • Identifying bottlenecks in a sales workflow due to manual entries that lead to slow response times.

Memory Aids

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🎵 Rhymes Time

  • To know AS-IS, see where you stand; to reach TO-BE, improve your hand.

📖 Fascinating Stories

  • Imagine a person requesting leave through emails, getting lost in an inbox jungle. By moving the process online, they could sail smoothly through approval, ensuring no leaves are ever lost again.

🧠 Other Memory Gems

  • Acronym A.B.C: Analyze Before Change, emphasizing the importance of understanding AS-IS before defining TO-BE.

🎯 Super Acronyms

AS-IS

  • Analyze Current Situation - Identifying inefficiencies within existing processes.

Flash Cards

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Glossary of Terms

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  • Term: ASIS Process

    Definition:

    The current state of a business process, detailing how tasks are currently completed.

  • Term: TOBE Process

    Definition:

    The proposed future state of a business process, illustrating how tasks should be completed after improvements.

  • Term: BPMN

    Definition:

    Business Process Model and Notation, a standardized graphical notation for representing business processes.

  • Term: Bottleneck

    Definition:

    A stage in a process that restricts overall performance due to limited capacity.