automating new hire process through bpm

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Case Study: Seamless Integration and Process

Management in a Complex IT Environment

BB107SN Business Service Optimization

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Abstract

How do you meet the challenges of SOX compliance in a business process that involves people and systems across multiple divisions, inside a company as well as outside of it? How does a company meet the bigger challenge of integrating with diverse systems ranging from ERP to Content Management to Messaging? Learn how one of the largest oil and gas companies in North America used the simplicity and elegance of Business Rules and Workflow technology from CA to meet SOX compliance and gain process efficiency, while creating a state-of-the-art solution emphasizing the principles of Service Oriented Architecture.


Biography

Bharath Lingam Satyam Computer Services Ltd. Bharath leads the BPM practice and manages key alliances at Satyam Computer Services. He is responsible for evolving solutions and service offerings, offering best practice based consulting and implementation services and global pre-sales

Prior to Satyam he worked as the CTO for multiple technology and services startups and brings with him useful insights in strategy, consulting and global delivery management.


Agenda

Business Process Management Overview

Technology Background

BPM

Service Catalog

Case Study

New Hire Process Overview

Solution Approach

Engagement Methodology

Summary


Business Process Management

An Overview


What is BPM?

A methodology and technology enabling processes to be automated, integrated, reliable, flexible, consistent and predictable to achieve short-term profitability and long-term success.

Proactively map business strategy, tactics and operations to market dynamics and anticipated customer needs

Achieve business agility


What is BPM?

Drives towards being a real-time enterprise

BPM manages an enterprise using a closed-loop model

Execute

Simulate

Model

Optimize

Report

Process, People and Systems


BPM Functionalities

Workflow and rules automation

System-to-system integration

System-to-human integration

Human-to-human integration

Process initiation and optimization

Work Item monitoring, archival and access

Measuring, tracking, reporting and control


Case Study

New Hire Process


Company Background

One of the largest oil and gas companies

Exploration, production and distribution of oil and natural gas

Operates internationally in both upstream and downstream industry sectors

Around 5000 employees world-wide

Five core businesses

North American natural gas

East coast oil

Oil Sands

International exploration and production

Refining and marketing


Business Scenario

New Hire process

Hiring and provisioning logistics for contract employees

End-to-end process

Coordinated functioning of cross- functional departments

Semi-automated process

Multiple disparate software applications

Compliance with industry regulations

Sarbanes-Oxley


Solution Requirements

Automate process flows across departments

Integrate with existing disparate applications for end-to-end solution

Enable agility to cope with change

Ensure compliance


Business Challenges

Optimize processes by eliminating redundant steps

Enable concurrent functioning of diverse departments

IT, Service Desk, HR, Finance, etc.

Seamlessly integrate multiple software packages

Italic, Documentum, Employee Registry, etc.

Reduce process cycle time

Enable a hassle-free first day for new hires

Track and control processes for compliance


“As-Is” New Hire Process

Overview


“As-Is” New Hire Process

A C T O R S

ROLES

Line Manager HR SCM IT Service Office Service

Identify Vacancy Budget Approval

Send Request to Approved Agency

Selection Process

Identify Candidate

Send NSR Form to Line Manager

Send Completed NSR Requirement to OS & IT

Create IT Amenities

Create Other Amenities

Confirm to LM

Confirm to LM

NSP

Process Documentation

N E W

H I R E

S T A R T E R

P R O C E S S

Verify/Negotiate Work Order

Complete NSR Requirement to SCM


Manual handoffs

Serial processing

Lack of centralized work engine

Movement/storage of excessive paper work

Limited use of Web based communication

Inefficient documentation

Core activity time eroded

Avoidable, error-prone repeatable process

Prolonged cycle time

Difficulty maintaining and tracking records

Inefficient leveraging of IT infrastructure

Lack of audit trail

Failure in Sox compliance

Implications Pain Areas

Inefficiencies in “As-Is” Process


Solution Approach

“To-Be” New Hire Process


Redesigned “To-Be” Process

Line Manager Initiates New Hire Process

Start First Day Activity

Start Provisioning Activity

Initiate Pre-provisioning Activity

Default Provisioning for Job Title and Department

Document Process Data Base

New Candidate

Commercial Group, Network Access

Management Group, IT Service

Office Service

Business Rule Engine

PeopleClick.com Initiate

Workflow

Automate Decision Process

Pre-start Independent Activity

Parallel Processing of

Associated Activity


“To-Be” Process Objectives

Rationalize process by eliminating redundant steps

New Hire process automation with powerful, intuitive business rules and rapid graphic development tools

Configurable and easy-to-use interfaces for processing


“To-Be” Process Objectives

Integrate with existing technology stack

Italic, Documentum, Employee Registry, etc.

Provide audit trail and ensure SOX compliance

Report status of various requests


Solution Approach

Challenge

Solution Approach

Process Optimization

Identify and eliminate redundant steps during consultation

Manual Handoff

Workflow defines and automates process

Process Cycle Time

Critical path analysis isolates independent activities for parallel processing

Cross- Functional Departments

Integrate diverse departments through common workflow supported by intuitive easy-to-use Web interface


Solution Approach

Challenge

Solution Approach

Compliance Business rules for process compliance; Documentum repository for key approval documents

Process Control

Audit trail and data management facility

Leverage Existing IT

Integration with existing technology stack (e.g. Italic, Employee Registry, Documentum)

Reduce Cost and Time

50% reduction in process time and reduced headcount in New Hire process


Solution Architecture


Solution Architecture

ARP ( Oracle )

NSR Info

BPM

SQL Server

BRM

Service Catalog Hiring

Manager

Reports

NEW STARTER REQUEST - Integration

Subselect.me

Documentum Repository

Active Directory

PeopleClick.com

Exchange Server

PeoplePages

Aion Process Manager


Solution Architecture -Technical Advantages

Business rules abstract logic and improve agility

Leverage existing adapters built for Documentum, Exchange Server, Active Directory

Built-in Identity Management in Service Catalog

Robust and proven workflow technology

High performance capabilities of rule and workflow engines

Disparate database for flexible reporting and database maintenance

Distributed architecture for flexibility, extensibility and easy maintenance


Business Challenges

Scalability

Services provided by Embedded Apache Tomcat 5 container provide industry-leading JSP 2.0/Servlet 2.4 specification support

Extensibility

Keeps interfaces and base class and domain models flexible and generic

Reusability

Exposes core components as Java components, which are easily adapted and configured

Manageability

Menu-driven or file replacement methods simplify installation and maintenance


User-intuitive, easy-to-use product that is highly

flexible and very manageable

Complete Business Process Management solution

combining Workflow, Business Rules, Reports,

Business Activity Monitoring, Portal and Identity

Management technologies

Robust platform with hundreds of customers using

Workflow, Business Rules and Portal technologies

Out-of-box integration with companion CA products

CA Process Manager – Value Proposition


Implementation Methodology


Implementation Methodology

Analyze

Design

Build

Test

Roll out

Activities

Business Artifacts and Output

•Requirements •Process Optimization

•Process Design

•Rule Harvesting

•Integration Spec

•Architecture •Technical Design

•Coding •Module Development

•Unit Testing

•SIT •UAT

•Roll out •Defect fixing •Support

•To-Be Process •Functional Spec •Rule Document

•TDD •TAD

•Object model & Rule sets •Classes & Properties •Forms, Interfaces

•Acceptance Criteria •Test Reports

•User Manuals •Training •Post Implementation Support


Summary

Approach Automated process with powerful, intuitive business

rules and rapid, graphical development tools

Process rationalization of Proposal Management for New Hire process

Configurable, easy-to-use interface for work, management, and reporting

Provided interoperability and ensured seamless and automated integration with related support systems through extensive use of Web services

Removed multiple touch-points

Multi-processing instead of serial-processing

Executed an Onsite/Offshore model along with CA


Summary

End Results Reduce paperwork and manual handoffs via

enhanced Web-based communication

Compliance with statutory regulations such as Sarbanes-Oxley

Workflow visibility; rules externalization and management

Ease in implementing rule and workflow changes/adjustments in real-time

Minimal interruption in service

Ability to monitor business processes controlled by workflow with standard and customizable reports

Ease in enforcing SLAs and alerts for breach

Ability to monitor business rule performance


Legal

This presentation was based on current information and resource allocations as of April 21, 2007 and is subject to change or withdrawal by CA at any time without notice. Notwithstanding anything in this presentation to the contrary, this presentation shall not serve to (i) affect the rights and/or obligations of CA or its licensees under any existing or future written license agreement or services agreement relating to any CA software product; or (ii) amend any product documentation or specifications for any CA software product. The development, release and timing of any features or functionality described in this presentation remain at CA’s sole discretion. Notwithstanding anything in this presentation to the contrary, upon the general availability of any future CA product release referenced in this presentation, CA will make such release available (i) for sale to new licensees of such product; and (ii) to existing licensees of such product on a when and if-available basis as part of CA maintenance and support, and in the form of a regularly scheduled major product release. Such releases may be made available to current licensees of such product who are current subscribers to CA maintenance and support on a when and if-available basis. In the event of a conflict between the terms of this paragraph and any other information contained in this presentation, the terms of this paragraph shall govern.


Legal

Certain information in this presentation may outline CA’s general product direction. All information in this presentation is for your informational purposes only and may not be incorporated into any contract. CA assumes no responsibility for the accuracy or completeness of the information. To the extent permitted by applicable law, CA provides this document “as is” without warranty of any kind, including without limitation, any implied warranties or merchantability, fitness for a particular purpose, or non-infringement. In no event will CA be liable for any loss or damage, direct or indirect, from the use of this document, including, without limitation, lost profits, lost investment, business interruption, goodwill, or lost data, even if CA is expressly advised of the possibility of such damages.


Questions & Answers


Related Sessions

BB108LN – 4/25 – Sands 201-202

Hands-On Lab: Building and Using Process Manager in Complex IT Environments


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