bcbsa requirements: final presentation

A presentation of the Blue Cross and Blue Shield Association. All rights reserved.

Final Presentation Loyola University Chicago

12/6/2013 ISOM 393: Requirements Analysis Communication

Geoffrey Boynton, Michael Georges, Seth Gray, and Guillermo Siman


Table of Contents •  Scope •  What BCBSA is Asking For •  Out of Scope •  Project Rationale (The “Why?”) •  Business Events During Meeting •  Business Events After Meeting •  Use Cases •  BCBSA Functional Requirements •  Identified Functional Requirements •  Non-Functional Requirements •  Conclusion


Scope • Develop a process for tracking, capturing, updating, and

reporting action items assigned during various meetings every day, while using

• Managers should be able to view the total action items

assigned to an individual, due dates and rescheduling that has occurred


What BCBSA is Asking For

BCBSA is looking to develop a process for capturing, tracking, and reporting on Action Items assigned during various meeting throughout the day. Utilizing our current process workflow tool Service Now individuals and managers should be able to view the total action items assigned to an individual, due date, and rescheduling that has occurred.


Out of Scope • Software other than

• Construction (no coding)

• Training for

• Organizational change work


Why? • No current, systematic way of capturing and tracking tasks

• No way of telling who has to do what, or who didn't do what

• Need for accountability • E-Mails are inefficient • Documentation


Business Events During Meeting • Meeting is scheduled

• Meeting occurs

• Task items are discussed

• Action items are assigned by the manager to group(s) or individual


• Action item is assigned a due date

• Action item priority is established

• Action item is imported into system (with tracking capability, as well as all its properties)

Business Events During Meeting Cont.


Business Events After Meeting • Each user receives relevant action item on their personal profile

• Manager checks/tracks status of an assigned action item

• User/Manager pushes back due date


Business Events After Meeting Cont.

• User completes action item/checks as completed in

• Manager receives notification


Use Cases

•  Pre-Condition: Assigner already on web browser.

•  i. Assigner logs on to Service Now

•  ii. Assigner clicks on Calendar Tab

•  iii. Assigner adds Meeting Event

•  iv. Assigner sets Date/Time

•  v. Assigner sends invite to meeting members

•  vi. Assigner logs off

#1 – MANGER/TASK ASSIGNER SCHEDULES MEETING


#2 -‐ MANAGER/TASK ASSIGNER IMPORTS TASK TO SERVICE NOW •  Pre-Condition: Meeting occurs, tasks are identified, assigned. Assigner already on web

browser.


•  ii. Assigner opens Task Manager Tab

•  iii. Assigner adds Action-Item, assigns name and description

•  iv. Assigner adds key people from recent meeting

•  v. Assigner sets task priority

•  vi. Assigner sets due date

•  vii. Assigner clicks “recurrent reminder” option

•  viii. Assigner sends action-item to everyone involved.

•  ix. Assigner logs off.


#3 -‐ USER/TASK RECEIVER COMPLETES TASK •  Pre-Condition: Task is completed. Receiver already on web browser

•  i. Receiver logs on to Service Now

•  ii. Receiver opens Task Manager Tab

•  iii. Receiver clicks relevant task

•  iv. Receiver “checks” task status as complete

•  v. Receiver logs off.


#4 -‐ MANAGER/TASK ASSIGNER TRACKS TASK •  Pre-Condition: Task has already been assigned, and is being worked on. Assigner is already

on web browser.



•  iii. Assigner clicks relevant task

•  iv. Assigner sees ‘Status Bar’ on relevant task page

•  v. If task is not complete, Assigner clicks “Send Reminder” button that notifies key people/receivers

•  vi. Assigner logs off.


#5 -‐ MANAGER/TASK ASSIGNER SETS BACK DUE DATE •  Pre-Condition: Task must be pushed back. Manager is already on web browser



•  iii. Assigner clicks relevant task

•  iv. Assigner clicks “Edit Task”

•  v. Assigner sets new Due Date (and changes description in the text box, if he must)

•  vi. Assigner clicks “Done”

•  vii. Assigner clicks “Send Reminder/Notification” button that notifies key people

•  viii. Assigner logs off


#6 -‐ USER/TRACK RECEIVER TRACKS HIS OWN TASKS •  Pre-Condition: Task receivers have already begun their task. Receiver is already on web

browser.

•  i. Receiver logs on to Service Now.



•  iv. Receiver sees status bar on action item page (including other key people’s status)

•  v. Receiver logs off


#7 -‐ USER/TASK RECEIVER REQUESTS TIME EXTENSION •  Pre-Condition: Task receivers need more time to complete the task, and must notify Assigner

so that he may push the due date back. Receiver is already on web browser.

•  i. Receiver logs on to Service Now



•  iv. Receiver clicks “Send Message” to Assigner, requesting time extension (specifying how much more time is needed)

•  v. Receiver waits for message from Assigner confirming approval

•  vi. After receiving approval, Receiver sees that the due date has been pushed back

•  vii. Receiver logs off


BCBSA FuncTonal Requirements •  On the ServiceNow Homepage a new section (tab) called “PlanConnexion” will

be added and a sub-topic choice will also be added called “PX Change Management Request”

•  Enhancement/Change request required fields;

•  Submitter must populate a title field

•  Must include Priority for the enhancement/change request

•  Critical, High, Medium or Low

•  Must include description field for: “Business Issue Being Addressed”

•  Calendar drop down that allows selection of target test dates


BCBSA FuncTonal Requirements Cont. •  These are not populated/available until approved by Approver

•  An automated email is sent to the customer notifying them of the target test dates.

•  Submitter can update/add comments to request

•  Submitter and BCBSA can add attachments to request

•  BCBSA staff can update customer visible notes

•  BCBSA staff can update internal visible notes

•  Watchers can be added to request


Identified Functional Requirements

• Ability to import tasks into

• Submitter must be able to send reminders to task receivers

• Submitter must be able to add individuals to tasks

• Submitter must be able to edit tasks imported to


Identified Functional Requirements Cont.

• Ability to change a due date, description, priority, etc.

• Submitter and receivers must be able to track tasks

• Ability to view status updates

• Ability to browse through archived tasks


Non-Functional Requirements • Operational

– System Integration: Interoperability (excel attachments, word files, .ppt files)

– System must be compatible with multiple browsers supported by different platforms (MacOs/Safari, Windows/Google Chrome


Non-Functional Requirements Cont.

• Performance – System must have enough capacity to handle entire BCBSA

workforce (server capabilities)

– System availability: System must operate 24/7



• Security – Access control: Only designated BCBSA personnel can

access some tasks

– Encryption and Authentication: Certain data must be encrypted and authentication should be necessary for access



• Cultural/Political – Legal requirement: System must protect confidential patient

information

– Multi-Lingual: System must operate in different languages to satisfy employee preference



• Look and feel, Usability – System must be aesthetically pleasing (good use of font,

whitespace, colors)

– System must be easy to learn/use


Conclusion •  The new and improved system to be implemented at BCBSA should help

to streamline productivity in the workplace and increase user accountability

•  The software must be just right to enhance an already established company like BCBSA

•  It takes effort from everyone to make this transition successful, as the users are the ones who will show the change for the better

•  Software has a great ability to improve overall performance and BCBSA will exhibit this

bcbsa requirements: final presentation

Data & Analytics

blue shield association

meeting meeting

meeting business events

reporting action items

total action items

action itemchecks

scheduled meeting

meeting event