Project Requirements Process R067

R067 - Schedule Initial Process-Modelling Workshops

DEFINITION

Plan the initial modelling workshops in terms of objectives, attendees, availability, preparatory materials, agenda, room bookings, etc.

SUMMARY

The modelling workshops are intended to explore the way ahead in terms of:

• future processes,
• organisation, and
• computer functionality.

They will also provide valuable input on:

• the way the current organisation works, including the roles of key users and other stakeholders,
• potential impact of the new application,
• identifying and addressing conflicting views of the organisation among users and sponsors.

A series of enterprise modelling workshops should be planned.  Firstly the scope and objectives of workshops should be agreed with the project sponsor.  Suitable attendees will then be identified, agreed and invited.  Practical arrangements for the workshops will also be made.

PATH PLANNING GUIDANCE

This process is optional.  It is used a “Project Model” approach where process modelling is undertaken as part of the Requirements definition work.

DEPENDENCIES

Prerequisites (Finish-Start):

• Business vision, objectives and do-wells (R020)

Dependent procedures (Finish-Finish):

• Conduct initial process modelling workshops (R068)

RECEIVABLES

• Analysis of current system (from Process R010 - Foundation) this may include:
• an organisational chart with functional responsibilities/roles,
• business process documentation (eg data flow diagrams with supporting description),
• documentation of business data and its structure (eg Data models),
• detailed facts about the existing system and business processes as appropriate.
• Business vision, objectives and do-wells (R020)
• Business process needs, design and priorities (R050)

DELIVERABLES

• List of participants,
• schedules,
• communications to attendees,
• bookings of accommodation, equipment and materials.

TOOLS

• Business Model Templates

DETAILED DESCRIPTION OF TASKS

Discuss and agree with the project sponsor the way in which modelling workshops will be of value.  Set the scope and objectives for each workshop.

Identify those key users within the client organisation who have sufficient business knowledge and cross-functional knowledge to be active participants in the process modelling workshops.  This should be done in co-operation with the project sponsor and other key management.  Contact the relevant managers making use of the project sponsor.  Follow the appropriate protocol for the client organisation; in most cases it will be more effective to have the project sponsor invite people, possibly via their own directors, than for the project team to attempt to persuade them to participate.

Based on the availability of desired attendees, make the necessary conference room bookings.  Typically this might be one to two sessions a week for two weeks.  Confirm the schedules and arrangements to all parties.  If possible, also send them briefing and background information about the process and the business vision identified for the project.

Make sure that there is sufficient material on hand to present the material such as white boards,  overhead projectors (OHPs),  and PCs for screenshows, demonstration, process models etc.