Car Rental Company's Current Vehicle Maintenance Process

Car Rental Companys Current Vehicle Maintenance Processfunctionassist

Car Rental Company’s current vehicle Maintenance Process FunctionAssistant MangerCustomer Rental Online complaint Function Ph as e Files online complaint Unreviewed complaint Prints customer complaints Unreviewed complaints Review complaints using manual Proceed? Needs manger’s review/ No End No Yes Manger review Report Grading Rubric for Assignment 2 – Activity Diagrams Max: 50 Points Criteria for grading Title Page and Format: Criteria Criteria Met Title Page 1. Course Number (i.e., BA. Course Name (i.e., Business Process Management) 3. Instructor Name (Gary Micheau) 4. Submission Date 5. Assignment # (i.e., Assignment # . Assignment Title (i.e., Activity Diagrams for Rental Vehicle Maintenance Process) 7. First and Last name of teammates spelled correctly and typed (not hand-written) 8. No answers must be included on title page 9. Reverse side of title page empty 10. Title page must not have page number. Other Formatting Issues (All pages of report) 1. Assignment stapled at the appropriate place, and pages in correct sequence 2. Provided at least half-inch margins 3. Inserted both figures as JPG files in MS Word document (At a later date, grader may require you to submit your MS Word document electronically to them). 4. Figure # included (e.g., Figure 1 or Figure . Figure Caption included (e.g., Figure 1: Rental vehicle’s current maintenance process; Figure 2: Rental vehicle’s improved maintenance process) 6. Cross reference the figures 1 and 2 in the introduction section of the report. 7. Spelling and grammatical errors corrected before submission 8. Page numbers included in the body of report, with first page after title page as page 1. Total See next page. Criteria for grading Figure 1: Criteria Criteria Met 1. Did not miss actors 2. Did not identify ‘non-actors’ as ‘actors’ 3. Used correct symbols 4. Used action verbs on process steps 5. Followed timeline on y-axis (no arrows going up in the diagram) 6. Did not miss major steps in process 7. Each step is placed in the correct column 8. Included introduction before inserting figure 1 and figure . Miscellaneous (e.g., figure is legible, sharp, and font size is good) 10. Completed current process and content is correct. Total Criteria for grading Figure 2: Criteria Criteria Met 1. Did not miss main actors 2. Did not identify ‘non-elements’ as ‘actors’ 3. Removed at least 2 actors (removed data entry staff and either Assistant Manager or Manager); do not delete Maintenance Manager 4. Revised the role of the “ROC†software actor (e.g., re-formatted complaints so that they can be used by FMS). 5. Maintenance Manager has a more active role 6. Mechanic is the only actor to use paper document. 7. Included use of electronic document ( Don’t e-mail documents to actors ). 8. Included automatic alerts from “IS†actor where necessary. 9. Used correct symbols. 10. Used action verbs on process steps. 11. Followed timeline on y-axis. (No arrows should go upwards). 12. Did not miss major steps in process. 13. Each step is placed in the correct column. 14. Had good process improvements. 15. Miscellaneous (e.g., figure is legible, sharp, and font size is good) 16. Included feedback to customer, process is completed, and content is correct. Total Please note that there are significant penalty points associated with some mistakes (e.g., did not include diagrams in MS Word as JPG files, did not make required or significant improvements to process, included hand-written notes on the report, had a late submission, did not staple, did not automatically insert page numbers, ended up assigning a page number to the title page, e-mailed documents to actors, had too many paper copies in early stages of the process, did not check grading rubric carefully, and did not follow assignment guidelines.). So, even if you had near perfect score, and you made mistakes like the ones mentioned in this paragraph, your score can drop below 85% (due to penalty points). Minimizing the risk of failing this assignment : If you do not meet any of the following criteria, then you are likely to fail the assignment. Please note that meeting all these below mentioned criteria does not guarantee a “pass†on the assignment. Criteria Criteria met 1. Followed instructions on cover page. 2. Listed actors on x-axis 3. Did not miss actors in the current process. 4. Completed the diagram for the current process. 5. Did not miss “main†actors (e.g., Customer, Mechanic, Maintenance Manager etc.) in the improved process. 6. Followed time-line on y-axis (No arrows going up in either diagram). 7. Did not hand draw diagram(s). Don’t hand-draw. 8. Did not hand-write anything on the assignment including page numbers. 9. Inserted page numbers automatically and correctly. No page number for title page. Body of report starts with page 1. Do not manually type page numbers. Insert them automatically using “Insert --> Page Number†feature in MS Word. 10. Inserted Visio diagrams as a JPEG in Word document. 11. Image sharpness is good and text is legible with large enough font size that makes the text legible. 12. Document has at least half-inch margins, is collated, and is stapled in the appropriate place, with pages in the correct order. 13. Used correct symbols. 14. Figures numbered, captioned or labeled, and cross-referenced. 15. Removed paper copy in improved process. 16. Do not send e-copy of documents to different actors in the scenario via e-mail. 17. Had three or less members in the team. These criteria do not put much emphasis on content. The grader will also review the content. If the content is weak or has many or significant errors, penalty points will be imposed. 1 BA 270 - Assignment # 2 – Max: 50 Points Due Date: April 17th. Note : · This assignment is expected to be about 10% of the course grade . · Answers can be submitted as a group (max of 3 students in a group – no exceptions please). · There is a 20% penalty for each day of late submission . · See the grading rubric for this assignment. Objective : Apply Activity Diagram modeling to the car-rental scenario described in assignment 1, with the goal of illustrating the current vehicle maintenance process, and then improving the current process. Deliverables : Submit hard copy of a MS Word document that includes the following: 1. A title page with no page number (See page 2 for additional guidelines on title page). 2. A brief introduction that reads: “This assignment report includes two activity diagrams. Figure 1 outlines the current vehicle maintenance process for the car rental scenario. Figure 2 illustrates the improved vehicle maintenance processâ€. (Remove the quotes). 3. Use Microsoft Visio to model the current process described in the car rental scenario as an activity diagram. Label this diagram as : “Figure 1 – Current Vehicle Maintenance Process†(without the quotes). Insert this diagram as a .JPG file into page 1 (body of your MS Word assignment 2 report) below the brief introduction mentioned in deliverable # 2. Try to fit the introduction and figure 1 on the same page. Assume that the Management team at the car rental place wishes to improve the current process. The team wants to remove the Data Entry Staff and either the Assistant Manager or the Manager from the process. They want to ensure that the Maintenance Manager is more actively involved in the process. Since the data entry staff is eliminated from the improved process, the Management team wants to ensure that the customer complaints filed using the ‘Rental Online Complaints’ (ROC) software is re-formatted before it enters the FMS. The team also wants to reduce the use of paper documents (without compromising on process quality) . 4. Use Microsoft Visio to create an activity diagram that illustrates an improved vehicle maintenance process that reflects the improvements suggested in the previous paragraph. Label this diagram as : “Figure 2 – Improved Vehicle Maintenance Process†(without the quotes). Insert this diagram as a .JPG file into page 2 (body of your MS Word assignment report). Note that reports usually do not end in a diagram. We are making an exception here since the focus is on creating activity diagrams using Visio . Instruction for using Visio (for creating activity diagrams), and comments on downloading Visio software for home use are provided. An e-copy of these instructions are available in the ‘Process Analysis and Modeling’ folder under ‘Course Documents’ on Canvas. Please review page 2 for some comments related to group work and academic honesty. Closing remarks are on Page 3 of this document. Guidelines : Some comments regarding Title (Cover) Page : Include a separate title page that includes: · Course number (i.e., BA302), Course name (i.e., Business Process Management), Instructor name (i.e., Gary Micheau), and Submission date. · Assignment # and Title (i.e., “Assignment 2: Activity Diagramsâ€) · The first and last names of all team members (with correct spellings). Names must not be hand-written, and cannot be added after submission is made to the instructor. · The title page must NOT contain any answers. · The title page must NOT have a page number. (First page with introduction and activity diagram of current vehicle maintenance process is page 1). · The reverse side of the title page must be empty so that grader can write their comments. · The assignment must be stapled before submission. ( Please do not expect that a stapler will be available in class at the time of submission ). · Staple your assignment answers in the correct page sequence, with the title page on top. Some comments regarding ‘Group Work and Academic Honesty’ : · You can work in a group (Maximum of three members – no exceptions please). · Provide sufficient lead time for your team members to review final submission. Ensure that all your group members have reviewed the answers before final submission. · If you work in a group, then you must ensure that you submit your answers as a group , and NOT as an individual. · Do not assume that your partner(s) would have included your name on the cover sheet. Each team member must check if the cover sheet has their names on the title sheet before assignment submission . · If you use someone’s help, acknowledge them, and specify what help you received. · Note that your answers must be the original work of your group and not copied from some other individual or group. If a member is repeating the class , a replica of their work from a previous term is not allowed . · Every group member must retain an e-copy of their group’s assignment submission for their reference and records until one week after grades are posted after finals week. If there is any dispute about the grades, or if the grader misses your assignment, each group member must have their own e-copy of the assignment submission to be eligible for a re-submission. Other Comments : There should be no hand-written text or hand drawing in your report. The typed text inside the diagrams must be legible to the grader. Note that Visio uses 8 font size as default. This font size will have to be enlarged to make the text legible to the grader. Use at least half-inch margins for your 3-page MS Word report. The picture quality must be sharp and easy to read. Closing Remarks : · The grader expects to see a 3-page report (including the title page), with the reverse side of the title page left blank. · The grader may require considerable lead time (at least one week) to post assignment scores on Canvas. · If you submit original work and fail the assignment, you will get one more chance to re-do the assignment. The maximum score you can receive after first re-submission is 90%. · Note that there will be significant penalty points for not following instructions or for incorrect submissions. Check out the detailed grading rubric for this assignment before your final submission.

Paper For Above instruction

The purpose of this assignment is to model the current and improved vehicle maintenance processes within a car rental company using activity diagrams in Microsoft Visio. This involves a comprehensive analysis of the existing procedures and proposing enhancements to make the process more efficient and less paper-dependent, aligning with organizational goals for operational excellence and digital transformation.

Introduction

This report presents two activity diagrams: the first illustrates the current vehicle maintenance process, and the second depicts the improved process based on managerial input. The diagrams serve as visual representations that clarify workflow, actor roles, decision points, and process improvements to optimize maintenance operations within the car rental organization.

Modeling the Current Vehicle Maintenance Process (Figure 1)

The first step in this assignment entails modeling the existing vehicle maintenance workflow. The process begins when a vehicle issue is identified, either through customer complaints or routine inspections. The process involves multiple actors, including frontline staff, maintenance personnel, and managers, operating through a manual review system.

Using Microsoft Visio, a detailed activity diagram is created to reflect this process accurately. The diagram should include all necessary steps, actors, decision points, and communication channels, adhering to proper UML activity diagram conventions. The diagram must be labeled as “Figure 1 – Current Vehicle Maintenance Process” and inserted into the report's first page, with the introduction fitting alongside it. Critical, missing, or misrepresented elements like actors, symbols, or process steps will result in deduction of points based on the grading rubric.

Modeling the Improved Vehicle Maintenance Process (Figure 2)

Next, the process is reviewed to suggest improvements that address inefficiencies. The management aims to eliminate Data Entry Staff and either the Assistant Manager or the Manager, thus streamlining approval and verification stages. The Maintenance Manager is assigned a more active role to oversee and expedite the workflow. Additionally, complaint handling is modified to reformulate complaints through software before they enter the system, reducing manual data entry and paper use.

The second activity diagram demonstrates these enhancements. It incorporates the revised actor roles, minimizes paper documents, and introduces automatic alerts from the information system. The diagram should be labeled as “Figure 2 – Improved Vehicle Maintenance Process” and inserted into the second page of the report.

Technical and Formatting Guidelines

All diagrams must be created in Microsoft Visio and exported as JPG files before insertion into the Word document. The report must be formatted with at least half-inch margins, a cover page without page numbers, and page numbers starting from the introduction page. The diagrams should be legible with clear labels and symbols. Each figure must be cross-referenced in the introduction. The team members must ensure the report is free from handwriting, grammatical errors, and mislabeling.

Submission and Group Work

The assignment can be completed collaboratively by groups of up to three students. All group members should review and approve the submission before finalizing. The answer must be the original work of the group, acknowledging external help if applicable. The final document must be stapled and submitted as a hard copy, with all pages in correct sequence. Late submissions incur penalties, and strict adherence to instructions impacts the overall grading, especially regarding diagram accuracy, process clarity, and formatting.

Conclusion

This activity diagram modeling exercise aims to enhance understanding of business process modeling and to visualize the benefits of process improvement within a vehicle maintenance context at a car rental company. The strategic elimination of roles, automation of complaint processing, and reduction of paper usage exemplify best practices for operational efficiency and digital transformation.

References

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