Business process modelling plays a great role in enhancing the communication of an organization’s business processes. This kind of communication is very essential in ensuring that the functionality of a firm such as UMP is effective. Process modelling helps business managers pass information and ideas to the staff and other stakeholders quickly. Managers can effectively communicate about a company’s strategies, plans, and projects’ goals through a business process model. For any given firm, the risk of losing its employees is minimized greatly through the use of business process modelling because serious issues affecting the staff can easily be noticed and attended to. Additionally, a common system of communication, and processes; decision making, policy development, and information processing are established through the implementation of a business process model.
Competitive advantage
A company that has invested time and other resources to implement a business process model gains competitive advantage in whichever market the firm operates in. Business Process modelling involves documentation, simulation, and improvement of business processes. Therefore, if a particular part of an organization such as UMP undergoes a well laid out business process as outlined by the specific model adopted by the firm, and another part undergoes a similar process; there will be a significant edge against competitors in the market.
Improve consistency and control
Business Process Modelling plays a primary role in increasing the consistency of business processes by ensuring that they are executed and implemented as outlined in the business plan and strategies. This is possible through the following ways: strict compliance of the company’s business processes to rules and legislations established by both the firm and the government, execution of business processes consistently by documentation of processes; hence eliminating the risk of loss of information if processes were to be memorized by the employees instead, and formulation of beneficial decisions since business people can use documented guidelines other than use of uncertified theories.
Increase operational efficiency
Business Process Modelling helps organizations come up with ways and methodology to maximize on business efficiency through proper utilization of available resources (Rosemann and Vom 2015, pp. 105-122). Business Process Modelling involves simulation of processes and their respective analysis to detect required upgrades on processes, increase the productivity of business processes such that little resources yield great returns, facilitate experimentation of business processes without involving risks from which ideas to improve the business are derived, and to detect possible gaps in the business where more improvement can be implemented.
Alignment of new business strategies with operations
Implementation of a new strategy designed to improve the performance of a company frequently requires a change in the structure of the business; which is faced by a lot of resistance most times. Employees among other parties might feel threatened by change. However, Business Process Modelling provides guidelines of implementation of the change. This is facilitated through implementation of Business Process Reengineering, maintenance of consistency of processes, and ensuring compatibility between the firm’s strategies and the tasks.
Benefits of an as-is model and a to-be process
Client system Ordering system Stock database Dispatch " Logistics
(Website)
Figure 1. BPM for UMP company
An as-is model helps the General manager get a better comprehension of the operation of processes in the various business units and departments in the firm. The manager is able to detect the business units that may not be performing and those that are performing, but whose improvement will still benefit the firm positively. As it is clearly evident from the above as-in model, the manager can easily detect the unit that might have failed the client in case a complaint is lodged.
The manager is also able to understand the current state of how employees are executing their duties at work. The model outlines the duties of the ordering department, store room, and the dispatch and logistics department. Through understanding how the staff conduct their work, the manager is able to identify the existing gaps and project the future of the firm based on its current employee state.
To-be processes on the other hand are great tools for firms to work on their current states to achieve set objectives and acquire the exact outlook desired by the firm in future. To-be processes are crucial to a manager because they help them identify the gaps between the current state of jobs and that of the future in cooperation with the as-in model. The manager also benefits from the processes by a being able to define the to-be operations of the business without using software, and definition of KPIs to enable improvement of the company’s performance. These KPIs give a projection on various aspects of the business.
Importance of information in organizations such as UMP
Different types of information are essential for any organization and its growth strategy. A firm need to have information on its strengths, weaknesses, threats, and opportunities, customer base and their demands, suppliers, and competitors. Regardless of the type of information, it is crucial for the decision making process, and the problem solving process of the organization. A SWOT analysis outlines the current state of the company based on its strengths and weaknesses, and available threats and opportunities. This kind of information is important for the firm because from the SWOT, competition strategies can be formulated, investment decisions and plans made, and risk mitigation strategies formulated based on the threats faced.
Customer base information is crucial for the organization’s understanding of the market it operates in; the demands of the customers, the preferences and tastes, and the impact of price change on the general purchase behaviour of consumers. Therefore, using this kind of information, an organization is able to provide the exact products needed in the market at prices that are both friendly to customers and profitable to them.
Information about suppliers, their trends in production, and ability to maintain consistent supply of products is of great import to a firm. An organization can properly plan for unexpected situations of surplus in the market and shortage. Through understanding it suppliers, a firm can control and manage inventory properly during surplus so as to maintain consistency in business during shortage.
Additionally, information about competitors is one aspect that cannot be ignored. Matters pertaining to competitors’ pricing strategies, product promotion, and business growth strategies should be well known to a company in rivalry. Information of this calibre will help the organization position itself strategically in the industry and market for maximum returns, business growth, and efficient cost control.
The use of Facebook to attract customers and gather information
Facebook is a social media platform which is part of Information and Technology and plays a great role in attracting customers and collecting information for the business. Facebook has various platforms and features that enable business advertising and product promotions. A company can create a Facebook page from where the products are posted and advertised. Given the huge number of people using social media, a wide base of consumers is reached. These pages have features that promote creativity during posting and uploading of photos. Live video sessions can also be used for interactive sessions with customers to gather information on customer satisfaction and needs.
Recommendations on modernization of UMP
Modernization of UMP will require major improvements on networks and development of cloud services. Improvement on networks should involve developing a new customer interface for ordering and promotion of new products, providing a complaint logging system, providing a stock control system to monitor available products and expiry details, establishing a Stock control system which needs to integrated into the ordering system, establishing a portable delivery driver system to enable electronic sign off and e-receipts on delivery of products, establishing a portable delivery driver system which provides most efficient route based on best available data. Cloud services will enhance the security of data by the company. Data stored in the cloud cannot be accessed by any other party; hence the integrity and security of data is highly maintained.
Mobile Webpage app
A mobile webpage app will be very beneficial to the UMP company. Use of mobile linked technology given the increasing use of smartphone mobiles will reach a huge population of UMP customers. Many people are embracing the smartphone technology and use of online platforms to do their shopping both in the United States and other parts of the world. Therefore, information about UMP’s products can easily be availed on the mobile apps to reach a wide consumer base; hence increasing sales and the market share. Mobile app technology is also very fast and less costly to use. Customers will choose a system which does not deprive them of time to do other activities, and also does not involve unnecessary transport costs. The mobile webpage app will completely meet the needs of the customers while promoting business growth for UMP.
Mobile app manipulation is much easier compared to use of the normal web pages on the internet browsers. Applications contain guidelines which lead to access of information by a click. Additionally, minimal usage of internet by apps over websites and web pages on the internet will market the app among the customers well. People would prefer a system that saves their time, and money and thus being the most convenient.
References
Rosemann, M. and vom Brocke, J., 2015. The six core elements of business process management. In Handbook on business process management 1 (pp. 105-122). Springer Berlin Heidelberg.
