Empower your business with Sales process analysis in IT architecture documentation

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hello uh welcome to this uh presentation uh the idea here is for me just give a brief you know five minutes or so overview of iris's business process mapping application my name is masaab qureshi on the left here you have my contact information my email address and my whatsapp as well i'm an independent consultant uh you know not not too far off 25 years of work experience the uk switzerland norway saudi arabia the uae and a large part of my work has been around the improvement the mapping and then the subsequent improvement of processes business processes i.t processes and then having these documented having these implemented within an organization's environment using their tools using their people and helping them to to move forward in a structured and in a structured and organized manner an example of the projects i've carried out has been one engagement with the open university that is the largest uk university by student numbers in western europe where the scope of the project was to you know um to capture the the student journey to understand the student journey and the touch points to put together a taxonomy for how we're going to organize all of these processes uh there were hundreds of them in the end uh and looking at also some of the the key business processes that end to end if you like um and um coming up with a process list uh defining a modus operandi how we're going to present these things uh agreeing that with the project sponsor before diving into the actual um you know the process capture itself which was carried out through workshops presentations uh work shadowing meetings and subsequently we were able to come up with an others in a tubie and also come to come up with recommendations which using certain planet planning methods and techniques we could prioritize which would be the most valuable or urgent and that that need to to to be carried out and aligning this all within the context of strategy and other projects that happen in the university at the time that's really the kind of typical project although that that's an example of one client that's typically the kind of projects that i carry on well i don't want to go you know on too much with this right now let me uh transfer over to the bpm uh tool um so we go here to now you know um iris is a uh one of many tools that are available on the market and if we want a better word comes in two flavors one of them um is a cloud-based version the other that you're looking at here on the screen is the windows installed local client um version of it and you know i'm coming from a background of six sigma and lean other best practices and so on so when i'm capturing business processes when i'm trying to improve them um i need a tool that's responsive reliable you know i was surprised with iris with the web-based version and it would hardly crash and i found it you know just as stable as the installed client which isn't always often the case when you get software's into two to two versions um keeping in mind that some of my connections were even via my mobile phone you know 4g 5g depending on the area that i'm in so i was it was a bit of a pleasant surprise let's let's have a quick look at this because i wanted this to be short and sweet one two three so a function uh is basically an activity what's being done um let's say for example i want to book my my driving uh lesson uh for for my next class so i'll i'll say book i'll come over here and i will say book lesson book driving lesson for example uh and um as a rule i might choose i'll come over here and say for example i am at that time a student when i choose um the shape here in arith right to click any of the four blue plus shape chevrons that are above below to the left and right of any of these shapes i get a number of options so if i click this here um the symbols that come are some of the more common ones but i could choose from a wide list at the the that here and add to them as well okay what i'm going to do is i'm just going to click this line connector and i get this kind of snap and glued cross head line connector and choose this um for you you know for for balance of display is clicking in the middle and you can see here that a number of options come up that define the relationship between in this scenario myself as a student and the activity has been carried out for booking a driving lesson and this is of course used when uh not only when i have one process actor but when i may have multiple as well it could be that one is a principal who leads and there are others who participate there are others who are actually responsible for uh and there are others who only have to be notified for uh as for example so i'm going to say that i leave this again if i click on the shape and the chevron i can choose an xor i could by fork the axle into a negative and maybe a positive event and in this way i can continue to grow this i can grab this and actually move it down okay um one of the things that i've seen and in this way you just grow your process map you literally go you know take activities take the decision point put in the event put in the the logic gates uh add in any aspect that that's here i mean you you get a lot of symbols here and you would agree with your you know with with the key person within your organization that's an early part of the project in terms of what you know what will be included versus what will be excluded uh you know what the kind of convention is and so on okay let me come through this and what happens for example you know i want to have some kind of policy there and i link that to it that will define the business rules right but okay the student who wants to put the driving lesson you know they need to have um you know and i would join this with a similar connector right they they need to have a valid driving license they need to paid um up front and so on if i uh open opens this shape i double click it it brings up the property box and i'm not going to do that now because i want to keep this tutorial very short and sweet uh and in the properties box i will i i i might put in some of those preconditions right let's see that for example right so this is how we do process mapping with with iris okay now one of the things about uh one of the challenges that i face is when i start putting in activities into this and i'm bearing in mind i'm coming from background having used vizio uh for you know uh you know the same around 25 or so years um then um i sometimes struggle with the shape and well one of the tricks i found is that you can actually zoom out a virus and mix if i hold the control key and i use the i use a wheel mouse right i can actually zoom out until what i've drawn in that diagram becomes infinitesimally small and i can kind of at that point where this is part of a large process map right then i can cut bits out i can disconnect them and cut them out and i can move things around very easily and this is actually a real time saver for instance i can um okay if i select my shapes okay and if i press down the alt key right this also is another uh real time saving tip if i hold down the alt key then the sh and i use the cursor keys of up down left and right the the shapes and the or the grouping of them that i've selected moves in large jumps if i if i then do this using the control it's uh sorry if i do with the shift it's a medium size jumps and if i do with control it's actually tiny jumps but most likely even that's one pixel at the time okay so also the big jump shift is medium size and control is a small jumps again very useful for when i'm doing my process mapping and you know kind of need to align and move things around okay another thing that i find you i'd find useful myself is horizontal and vertical spacing which you find up here with vertical spacing if i click and drag it from up to down right and let go it will push everything down and if i click it and go from down to up it will actually move everything up and the same thing in terms of the horizontal i can close the space i can also increase it as well the main the main concept of this tutorial without going deeper into all of the the features and the functions and you know the incredibly powerful options that the application provides you can see here that within a few minutes right you can start to put functions down start to assign rules to who would do them and and how they would do them uh i could mention certain policies or if i want i can mention the the business application that's being used right uh here we have application system type here we have cluster and so on and really to be honest you know it's a lot of business process mapping is about communication and you know you work in one project with one organization and agree with with the manager there that cluster will mean such and such and you go to another project and you say that okay we can use it for for something a little bit different maybe not too different right some of these things are a little bit more more strict you kind of have to go by the book an assumption is an assumption a business rule is a business rule and a risk is a risk you know and in this way you know a document is a document right and so on um and therefore uh you will go through and and develop a way of of using iris um that would be particular to your organization now if you're going to be using iris and the you know the the functionality within it beyond beyond it just being a drawing tool then you need to be really careful about about the use of these shapes because each of them has with it an element functionality some code is generated and it can uh iris actually can walk through a process and validate it for you and therefore it's really important that you find the rules of varys of which there's a lot of documentation and so on provided by software aeg on their website and a lot of information generally as well i hope that this tutorial was useful to you and that you saw from it if you've been kind of like myself for quite some time having heard the virus and then when i kind of you know it and try it i find out it's actually so intuitive and simple to use i hope that this uh brief recording has done the same for yourself as well on my presentation you see my contact information uh feel free to drop me an email or a message if you've got any questions uh or you know if you would like to share any feedback i myself work as an independent and freelance consultant and i always look forward to feedback and having that discussion uh with people and would love to hear from you thank you take care