Process Modelling 1 Process Modelling

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PROCESS MODELLING 2 Assignment 1: Business Process and Functional Modeling Advanced Business Systems (ABS) is a consulting and staffing company providing specialized staffing and consulting services to clients in a variety of different industries. It has offices in major U.S. metro areas and has ongoing relationships with Fortune 500 companies. Its areas of services range from software development and network engineering to geo-information systems. It has 50 plus regional offices in U.S. and five (5) offices in Canada. It plans to expand to other countries in the future.

When an ABS client company determines that it will need a contractor or temporary professional, it issues a staffing request against the contract it had previously negotiated with ABS. The contract manager in ABS reviews the staff request and ensures that the request is valid with its current contract with its client from the database. If the request is not valid, the contract manager sends the staffing request back to the client and explains the reasons and asks for the need for starting a new contract. If the request is valid, the contract manager will start recruiting requests by putting the request into its staffing database. The staffing request is then sent to ABS placement department.

In the placement department, the placement specialists will check the job requirements and candidate’s qualifications. If there is a qualified candidate, the specialist will notify the candidate and put a note in the database. If a qualified candidate cannot be found or not immediately available, the specialist notifies contract managers and the recruiting department; the recruiting department starts searching outside immediately. The recruiting department normally has 30 days to find an outside candidate and send the qualified candidates to the placement department to review. If an internal qualified candidate is confirmed with his / her availability, the confirmation will be sent to the arrangement department.

In the arrangement department, the candidate works with the specialists to further confirm the placement details, such as starting date, location, compensation (e.g., per diem), and travel arrangement. The final confirmation will be sent to the client along with a billing schedule. If the client agrees with the arrangement, he/she acknowledges the arrangement with contract managers in the contract department. The contract manager then puts a memo into its database and closes the request. Create a use-case diagram to include at least three (3) actors for the system described in this case through the use of graphical tools in Microsoft Word or Visio, or an open source alternative such as Dia.

Note: The graphically depicted solution is not included in the required page length. Create an activity diagram for the business process described in this case through the use of graphical tools in Microsoft Word or Visio, or an open source alternative such as Dia. Note: The graphically depicted solution is not included in the required page length. Develop a use-case description for each major use case. Verify and validate the functional models for this case.

Create a high-level requirements document which captures the major functions of the system.

Paper For Above instruction

Introduction

Effective business process modeling is crucial for organizations like Advanced Business Systems (ABS) to streamline their staffing and recruitment services. This paper aims to develop comprehensive models—use-case diagrams, activity diagrams, and detailed use-case descriptions—representing the critical processes within ABS's operational framework. Additionally, a high-level requirements document will be crafted to encapsulate the system's essential functionalities, ensuring clarity and alignment with organizational goals.

Use-Case Diagram and System Actors

The primary actors involved in the ABS staffing system include the Contract Manager, Placement Specialist, and Client Company. The Contract Manager oversees the validation of staffing requests and maintains contractual data. The Placement Specialist manages candidate assessments, internal and external sourcing, and placement confirmations. The Client Company initiates staffing requests and approves final arrangements. Depending on the process flow, an HR Department or Recruiting Department could also serve as an actor, supporting candidate sourcing and validation processes.

The use-case diagram visually maps interactions: the Client submits a staffing request; the Contract Manager validates the request; the Placement Specialist searches internal or external candidates; the Candidate is selected and approved; the Placement Department confirms placement details; the client reviews and approves the arrangement; and finally, the Contract Manager closes the request. This diagram offers a clear visual of system responsibilities and actor interactions, streamlining communication and process understanding.

Activity Diagram Development

The activity diagram describes the workflow: the client submits a staffing request, which is then validated by the Contract Manager. Upon validation, the request enters the recruitment phase, where the Placement Specialist checks internal candidates. If a suitable candidate exists, the candidate is notified and the process advances to arrangement confirmation. If not, external recruitment begins, and after a 30-day review, external candidates are proposed. The candidate's details and agreement are finalized in the arrangement department, leading to client approval. Successful onboarding concludes the process, or, if rejected, the request may be reinitiated or canceled. This diagram captures operational flow and decision points, ensuring process clarity and efficiency.

Use-Case Descriptions

Use Case 1: Issue Staffing Request

Purpose: To enable clients to formally request staffing support from ABS.

Actors: Client Company, Contract Manager, Recruitment Department.

Preconditions: Contract exists; client is authorized to request staffing.

Basic Flow: The client submits a staffing request; the Contract Manager reviews for validity; if valid, the request is entered into the system; if invalid, the request is rejected with feedback.

Postconditions: Valid request is recorded and ready for recruitment processing.

Use Case 2: Validate Staffing Request

Purpose: To verify the staffing request against existing contracts and policies.

Actors: Contract Manager.

Preconditions: Request submitted.

Basic Flow: The Contract Manager reviews request details; confirms request validity; proceeds with recruitment if valid; otherwise returns request for clarification or resubmission.

Postconditions: Request approved or rejected.

Use Case 3: Candidate Search and Placement

Purpose: To locate suitable internal or external candidates for the staffing requirement.

Actors: Placement Specialist, External Recruiter.

Preconditions: Valid staffing request exists.

Basic Flow: Check internal database for matching candidate; if found, notify candidate; if not, initiate external search; review external candidates within 30 days; confirm suitable candidate for placement.

Postconditions: Candidate placement is confirmed and scheduled.

Verification and Validation

All models must be verified against actual business processes through walkthroughs with stakeholders. Validation involves testing the models for accuracy in representing real-world operations, ensuring completeness, and functional alignment with ABS's strategic goals. Stakeholder feedback will revolve around whether the models reflect current workflows and support process improvements.

High-Level Requirements Document

The proposed system must support the following functionalities:

  • User authentication using username, password, and token-based passcode for secure access.
  • Management of staffing requests, including validation, recording, and tracking.
  • Candidate sourcing: internal database search and external recruitment initiation.
  • Candidate assessment: qualifications matching and notification processes.
  • Placement management: confirmation of terms, scheduling, and documentation.
  • Client interaction: request submission, feedback, and approval workflows.
  • Reporting tools for tracking staffing requests, candidate statuses, and process metrics.
  • Data security and confidentiality compliant with organizational policies.
  • Potential extension functionalities such as payroll, employee promotion, and training management.

Conclusion

The development of detailed functional models and high-level requirements ensures a structured approach for the ABS staffing system. These models aid in understanding stakeholder roles, streamline processes, and guide the system's design and implementation to meet organizational needs effectively. Validating these models with real stakeholder input guarantees their accuracy, paving the way for a robust, efficient staffing management software that enhances operational efficiency and service quality.

References

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  • White, S. (2004). Business Process Modeling Notation (BPMN): Overview and Examples. IBM.

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