(iii) Step 3: Document the process, we wish to automate At this step, all the documents that are currently being used need to be documented. The following aspects need to be kept in mind while documenting the present process: ♦ What documents need to be captured? ♦ Where do they come from? ♦ What format are they in: Paper, FAX, email, PDF etc.? ♦ Who is involved in processing of the documents? ♦ What is the impact of regulations on processing of these documents? ♦ Can there be a better way to do the same job? ♦ How are exceptions in the process handled? The benefit of the above process for user and entity being: ♦ It provides clarity on the process. ♦ It helps to determine the sources of inefficiency, bottlenecks, and problems. ♦ It allows designing the process to focus on the desired result with workflow automation. An easy way to do this is to sketch the processes on a piece of paper, possibly in a flowchart format. Visio or even Word can be used to create flowcharts easily. © The Institute of Chartered Accountants of India
ENTERPRISE INFORMATION SYSTEMS 1.12 It is important to understand that no automation shall benefit the entity, if the process being automated is error-prone. Investment in hardware, workflow software and professional services, would get wasted if the processes being automated are not made error-free. Use of technology needs to be made to realize the goal of accurate, complete and timely processing of data so as to provide right information to the right people safely and securely at optimum cost. Table 1.3.2: Steps involved in Implementing Business Process Automation (iv) Step 4: Define the objectives/goals to be achieved by implementing BPA Once the above steps have been completed, entity needs to determine the key objectives of the process improvement activities. When determining goals, remember that goals need to be SMART : ♦ Specific: Clearly defined, • The answer to this question will provide justification for implementing BPA. Step 1: Define why we plan to implement BPA? • The underlying issue is that any BPA created needs to comply with applicable laws and regulations. Step 2: Understand the rules/ regulation under which it needs to comply with? • The current processes which are planned to be automated need to be correctly and completely documented at this step. Step 3: Document the process, we wish to automate. • This enables the developer and user to understand the reasons for going for BPA. The goals need to be precise and clear. Step 4: Define the objectives/goals to be achieved by implementing BPA. • Once the entity has been able to define the above, the entity needs to appoint an expert, who can implement it for the entity. Step 5: Engage the business process consultant. • The answer to this question can be used for convincing top management to say ‘yes’ to the BPA exercise. Step 6: Calculate the RoI for project .
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- Spring '20
- Management, The Institute of Chartered Accountants of India, enterprise information systems