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University of Sunderland COMM80 Risk Assessment of Systems Change Unit 9
Risk Assessment: Business Risk Assessment: Business Activity Maps (BAMs)Activity Maps (BAMs)
COMM80: Risk Assessment of Systems Change
Unit 9
University of Sunderland COMM80 Risk Assessment of Systems Change Unit 9
Objectives of Objectives of Session CoverageSession Coverage
• To understand the use of RAMESES Business Activity Maps.
• To understand the purpose of RAMESES Business Activity Maps.
• To develop an ability to read, modify andcreate such maps.
University of Sunderland COMM80 Risk Assessment of Systems Change Unit 9
Business Activity Business Activity Maps (BAMs)Maps (BAMs)
• Focus on perspective of fit of system to business.– Layers of information,
• current,
• proposed system
• Tutorial: consideration of usage, modification of existing maps.
University of Sunderland COMM80 Risk Assessment of Systems Change Unit 9
Requirements for Requirements for the Techniquethe Technique
• Evolved in response to three main requirements for a Small-Medium Enterprise (SME) environment: – effective acquisition (gathering the data), without
disrupting the business,– accessible presentation of findings, and – analysis of the business process.
University of Sunderland COMM80 Risk Assessment of Systems Change Unit 9
Mapping the Mapping the Business ActivityBusiness Activity
• Mapping happens at two levels:– managerial (macro)
• This follows the reporting structures for the area of the business being examined.
– operational (micro)• This follows the individual tasks in a
process.
University of Sunderland COMM80 Risk Assessment of Systems Change Unit 9
Mapping the macro Mapping the macro (top) level(top) level
• To map the business activities at the macro (managerial/top) level “reporting-to” and “responsibility for” structures are used.– A starting point for these can be
organisational hierarchy charts.
University of Sunderland COMM80 Risk Assessment of Systems Change Unit 9
Example Example – starting at the top level– starting at the top level
University of Sunderland COMM80 Risk Assessment of Systems Change Unit 9
Mapping the macro Mapping the macro levellevel
• … Then the boundary for the project is identified.– only the relevant reporting-structures are
tracked any further. – To track this information from the senior
managers worksheets (forms) are used.
University of Sunderland COMM80 Risk Assessment of Systems Change Unit 9
Example Example – starting at the top level– starting at the top level
University of Sunderland COMM80 Risk Assessment of Systems Change Unit 9
Example top-level Example top-level WorksheetsWorksheets
•The top worksheet (form) collects the “data from each senior manager within the areas of concern to the project.
University of Sunderland COMM80 Risk Assessment of Systems Change Unit 9
Example top-level Example top-level WorksheetsWorksheets
•The second worksheet (form) typically records:
• the managerial/supervisory structure below this particular senior manager
• the related responsibilities, and
• any software that is believed to be used within their area of influence.
University of Sunderland COMM80 Risk Assessment of Systems Change Unit 9
Constructing the top-Constructing the top-level Business Activity level Business Activity
MapMap• This mechanism of gathering the necessary data
using worksheets (forms).
– avoids the need for specialist training of the staff.– reveals the senior managers perceptions of what
is happening within the organisation.
University of Sunderland COMM80 Risk Assessment of Systems Change Unit 9
Macro Level ExampleMacro Level Example
Jeff Walker(European Sales)
John Smith (CEO)(Director)
Business Planning
Strategic Marketing
Operational Planning
Responsible for
R & DHenry Davenport
(Product Marketing)
US Sales
ProductDevelopment
Customer Liasion
InquiryGeneration
AccountManagement
OrderFulfillment
Henry Davenport
University of Sunderland COMM80 Risk Assessment of Systems Change Unit 9
Mapping the micro Mapping the micro levellevel
• To map the activities within a business process at the micro level individual task inputs and outputs are tracked.
University of Sunderland COMM80 Risk Assessment of Systems Change Unit 9
Task TrailingTask Trailing
Task "a" Task "b" Task "d"
Task "c"
Identified by manager
Fred
Freda
Joe Joe
etc
etc
Process A
University of Sunderland COMM80 Risk Assessment of Systems Change Unit 9
Task TrailingTask Trailing
Task "e"
Task "b" Task "d"
Task "c"
Identified by manager
Fred
Freda
Joe Joe
etc
Process A
Task "a"
Sandhu
University of Sunderland COMM80 Risk Assessment of Systems Change Unit 9
Purpose of the Micro Purpose of the Micro (bottom/operation level)(bottom/operation level)
• Gathers the detailed data required.
• Identifies Staff within the Business Processes.
• Documents the Task Trail for the Business Processes within the boundary, including:
• Identification of IT usage.• Audit Staff IT Profile .• Audit Staff IT-Satisfaction.
University of Sunderland COMM80 Risk Assessment of Systems Change Unit 9
Micro-level Micro-level Worksheets Worksheets
These sheets are for individual sets of “input-task-output”.
University of Sunderland COMM80 Risk Assessment of Systems Change Unit 9
Micro-level Work sheet Micro-level Work sheet (for details of IT-usage etc(for details of IT-usage etc.).)
University of Sunderland COMM80 Risk Assessment of Systems Change Unit 9
Construction of the Construction of the Business Activity MapBusiness Activity Map
• The operational-level task trail data is gathered from individuals at their work areas using a set of worksheets (forms).
– Again this approach avoids the need for specialist training of the staff.
– The data from each individual is used to construct the complete business process (detailed business activity map).
University of Sunderland COMM80 Risk Assessment of Systems Change Unit 9
Micro Level ExampleMicro Level Example
University of Sunderland COMM80 Risk Assessment of Systems Change Unit 9
Presenting the Maps: Presenting the Maps: Hierarchies and Layers. Hierarchies and Layers.
• Hierarchies are traditionally used in process modelling to drill down into the detail of a process.
– In this approach comparisons can be made between the activities perceived by management levels and the operationalised activies.
• Layers allow additional features to be added to/removed from a map. E.g:
– IT support is superimposed onto the maps.– Staff skill can also be added.
University of Sunderland COMM80 Risk Assessment of Systems Change Unit 9
Presenting the Maps:Presenting the Maps:IT Usage IT Usage
• Maps with IT usage added provide richer data sets.
– They also enable comparisons (managerial v. operational).
University of Sunderland COMM80 Risk Assessment of Systems Change Unit 9
… … Systems Usage Systems Usage Layer AddedLayer Added
Colour is used to represent different software solutions
detected as in use.
University of Sunderland COMM80 Risk Assessment of Systems Change Unit 9
Presenting the Maps: Presenting the Maps: Current and Planned Current and Planned
IT Usage. IT Usage. • Maps with IT usage added provide richer
data sets.
– They enable comparisons between the current usage of IT and the planned usage.
University of Sunderland COMM80 Risk Assessment of Systems Change Unit 9
Proposed System Proposed System Layer AddedLayer Added
Proposed system usage
University of Sunderland COMM80 Risk Assessment of Systems Change Unit 9
How is this Risk How is this Risk Analysis?Analysis?
• The sets of maps highlight:– Inconsistencies between the managerial views of the business
activities and their actual operation.
– The usage of IT in the organisation (official and un-official) and the level of reliance on these solutions.
– The extent of change from the current state of IT usage to the proposed IT solution.
– The staff competency and confidence in using current IT solutions.
• In all cases the bigger the gap between the comparisons the greater the risk in a change management project.– Without the maps decisions would have been based on inaccurate
managerial knowledge/data.
– With the maps the risks accompanying the change are made explicit and can be dealt with.
University of Sunderland COMM80 Risk Assessment of Systems Change Unit 9
SummarySummary• You have been introduced to RAMESES Business
Activity Maps.• The concept of mapping at the macro (managerial)
and micro (operational) level has been discussed.• The process used to gather the data and construct
the maps has been defined.• Some ways in which the maps can be use for
analysis have been highlighted.• The link with Risk Analysis has been made explicit.