Understand the Existing Process
'The main activities of the fourth phase ,are:
. Understand why the current steps are being performece
. Model the current process
. Understand how technology is currently used a Understand how information is currently used
. Understand the current organizational structure . Compare current process with the new objectives
Now that we know which process to reengineer, need to take a look at why we currently perform the proces the way it is done. 'Understand' is a key word here. We may not need to scrutinize every detail of how we are performing the process - this effort has the potential to go on indefinitely, sometimes referred to as analysis paralysis, which can weaken the momentum needed to carry the project all the way to implementation. What we need to do is understand the underlying reasons why the existing process is carried out the way it is, so that we can question those assumptions during our reengineering sessions later on. Once we have the new process objectives clearly defined (in Phase 3), we can measure the existing process in terms of the new objectives to see where we are and how far we have to go.
Modeling the current process is an important part of this phase. It not only helps to better understand the existing process, but also helps with planning the migration from the old to the new process and executing the physical transformation of personnel, organizational structures, information requirements, as well as to understand 'how technology is used. Information that should be included in the models ,are process inputs (such as data outputs, cost, throughput, cycle time, botijenecks, etc.).
Understanding how and r~hy the current processes use
important. Answering these questions will be helpful: .
. Do staff members have access to essential information?
. Are some processes wasting time and effort by creating duplicate information
when the information can be shared across organizational boundaries?
. Why is technology used to support some tasks and not others?
. How effective are the current interfaces?
. Are they easy to use, or are they counter intuitive and thus inhibit the
effectiveness of current tasks?
In what way does the existing process take advantage of technology and in what way has technology imposed artificial restrictions?
We need to end up with an estimate of the current cost, robustness and functional value of each technology and information system that is currently being used.