If you are following this post series, you know that we are trying to show a tried path for “improvement of Business information system”.

In this post I will try to explain the steps we should take to manage an improvement project.

1. The First rule for an information system architect is to always keep your Up-Down Glance.
   In the other word at every situation, project, task, activity you are in; always ask yourself:

• “Why should I do this?”
• “Why should I choose this method of improvement?”
• “What are the results of this method of improvement?”
• Even “is my defined problem really exists?”

1. Following the previous rule, Most of system engineers think the problem is “what they see” or “What Others Say”, and make horrible mistakes by choosing wrong methods at wrong time…
2. Commitment of the top level management is another driving force for every change process. Try to get reliance of management so you will need to provide enough documents to proof your Methods and plans.
3. Before Starting any improvement project please read all planning documents to ensure you are in the right way.

Totally the improvement project contains four phases:

Ok, now I’m going to describe how to model “as is” situation in a simple way.

In a view, modeling an organization contains these four parts:

1-Strategic Planning:

As I mentioned before having an upstream document about company’s plans is vital to keep you on the right path.

This is vital to step along the rout of organization’s main plan.

Even if your organization does not have such this script, try to write one.

In these post series I will describe how to prepare a strategic plan for your organization.

2-Organization Modeling

The most common trap that system engineers fall in is: “They don’t model Organization’s “AS IS” situation”

When we are talking about modeling organization, we don’t mean to map processes, but Organization.

In other word we have to ask simple questions about current jobs, tasks, duties and any action we are doing in the organization in this simple way:

1. “What” actions are we doing in the organization”?
2. “Why” are we doing this action, in the organization?
3. “Who” does this action in the organization?
4. “How” they do this action in the organization?
5. “When” we do this action in the organization?
6. “Where” are we doing this action?

Answering these simple questions about any action you observe in the organization may help you to model organization in much accurate way.

Modeling the organization in above pattern can be done by “Zachman Enterprise Architecture Framework” or any other organization architecture framework.

For more information about zachman architecture please refer to zachman international website.

In near future I will share my experiences about modeling whole organization by this method in these post series.

3-Process Modeling

These days many of process engineers use BPMN method as only tool for process mapping; unfortunately this method does not cover all needs in process mapping.

In my opinion process mapping documents at least includes:

1. Process Flow Diagram
2. Process Actors
3. Related Forms
4. Expected Results of Process
5. Process issues
6. Process Performance indicator measures
7. Process Assessments
8. Process Goals

After modeling processes in this template, you’ll realize many problems exist in organization.

4-ICT Modeling

When we talk about ICT, first thing comes to our mind is network, cable, communication, etc. but this limited look prevents modeling all ICT potentials.

I believe “information system” and “information technology” both form ICT platform.

Regarding this point documenting all IT properties (including tangible and intangible assets) is important in this part.

You may want to document all properties including:

1. Network infrastructure
2. Server computers
3. Client computers
4. Owned softwares
5. Annually Rented softwares / licenses
6. Website memberships
7. Intranet / Internet connections
8. Any other ICT properties.

After documenting this section you will be able to better recognize organization’s potential to improve information system.

Ok, I wish I’ve had successfully expressed what I was meant to…

Please follow my posts and give me feedback to improve this weblog.

Good luck

Hamed