Benefits Of Process Mapping, Flowcharts, And Data Flow Diagrams In An Essay.

Requirements
• Create a process map for the sales process description provided on Moodle. Provide a reflection on the usefulness of this technique.
• Create a systems flowchart of the sales process description used for the Process Map. Provide a reflection on the usefulness of this technique.
• Create a context diagram of the proposed web store. Provide a reflection on the usefulness of this technique.
• Create a level 0 DFD diagram of the proposed web store. Provide a table showing the details of the data contained in each dataflow. Provide a reflection on the usefulness of this technique.
• Create a decision tree to calculate the postage for each package using the information below

What Are Process Maps?

A process map is a diagram developed to illustrate the process of business process mapping. Business process mapping can be identified as a subsidiary of business process management. Business process mapping is the process through which process maps showing visual representations are drawn. A process map is mainly used to show the relationships existing between inputs and the steps to come up with a product for example ordering of a product through an online e-commerce website and then order is processed by the packaging department and the delivery of the order is made by the delivery department. For the scenario stated above, a process map will show the steps that are involved in each section from the start to the end of the process. Business process mapping is mainly used when there is need for reengineering of the existing process for example change of the business process from a physical store to a on online store as it is the case for the proposed web store system.

A process map is very beneficial to a business. Some of the advantages of business process mapping include;

• Process maps provides visibility of business processes from start to end- A process map can be used in a business to show employees the steps involved in the business process. By understanding the business process each employee is able to understand their role and where it fits in the business process(Henderson, 2015). The process map also helps the employees of the business how their roles integrate into the whole business process which is aimed at serving the customer and generating profits for the business. This means that each employee is able to understand how their roles help the business and the consequences that the business might experience if the employee does not perform according to their roles.
• Evidence change- Process maps are very useful during process reengineering in a business. An as-is process map can be used to show evidence of why the change is needed by comparing it with the to-be process map which shows the process to be followed as a result of the reengineering in the business process.
• Training- Process maps can be a very great tool for training of new employees. A process map can be used an induction technique where the induction process involves taking the new employee through the process maps to help him or her to understand how the organizations works.
• Problem solving- Process maps can be reviewed once in a while to pin point some inefficiencies in the operation of the business. For example a process map might be used to identify some redundancy in a position involved in the business process or maybe a process map can be used to identify why an order takes too long from the time the customer makes an order to the point the order gets delivered to the customer. By identifying inefficiencies in the process map, the business can remodel the process map to improve its operations thus eliminating or reducing the inefficiencies.

A system flow chart is a visual representation of the business process. It shows different entities involved in the business process and the tasks that they are involved in at different stages of the business process. Flow charts depict the logical flow of a process by showing processes and decisions that are made during the entire process (Satya, 2018). A flow chart is very useful when developing an information system as it shows the logic that will be followed to come up with a working information system.

A flow chart is made up of symbols each of which depict a process, decision or a connector. A box is used to depict an activity in the business process (Mendonça, 2014). For example, the flow chart in figure 2 above shows different activities like opening the website, login, registration and processing payments. A decision is depicted by an inverted square where by a decision results to either yes or no and each option should be connected to an action or another decision. To show the flow, arrow connectors are used.

Flow charts are very useful in businesses. Some of the advantages of flowcharts are;

• Communication- Flow charts provide a very efficient and simple way to communicate the logic of a system.
• Problem solving- Flow charts can be used to analyze the logic of a system to pin point areas that can be improved.
• Documentation- Flow charts are a very a good way of documenting the system as it is easy to understand thus reviewing the documentation using a flow chart is made easy.
• Efficient coding- Flow charts are very useful during the actual implementation of a system as it helps the developers to know the logic of the system

Although flow charts provide a simple way to identify the logic of a system or process, sometimes complex logic can be very hard to model especially where there is a lot of activities and decisions involved. In this cases, the best way to implement a flow chart is divide in into sub flowcharts where each flow chart is used for a different subprocess.

Advantages of Business Process Mapping

A system context diagram is used to show the boundaries and the context of a system. It is used to show external entities and their interactions with the system being modelled. The interactions between the system and the external entities are the relationships that exist between the system and the entities. External entities can be a person interacting with the system or another system interacting with the system being modelled. The interaction between the system and the external entity shows the flow of data where by the data can be flowing from the system to external entity or entity to the system.

System context diagrams are very useful when modelling a system. Some of the advantages of system context diagrams are;

• A system context diagram shows and describes the boundaries of the system being modeled.
• A system context diagram can be used to communicate existing system or new systems.
• A system context diagram can be useful when reviewing the current system to identify interactions that need to be improved.
• A context diagram can be a good documentation technique for a system

A level 0 data flow diagram is used to show the flow of information between processes that make up a system. A DFD is made up of processes, process flows, data stores and external entities that trigger a process.  A data store is used to store data and most of the times a data store is a table in a database.

Data flow diagrams are an excellent choice when validation of the compatibility of the process and design of the system is needed. This is because for design of large applications, there is always need to show the flow of data between the processes and the data stores. The flow of data should also be consistent for example a process should store or retrieve data from a data store. Data flow diagrams are also useful for design of high level application architectures because understanding the architecture of a system makes it easy to understand the development constructs of the system ("5 Key Benefits of Business Process Modeling > Business Analyst Community & Resources | Modern Analyst", 2011).

Some of the advantages of level 0 DFD are;

• DFDs can be used to understand a system by showing the processes that are involved in the execution of a system.
• DFDs can be very useful in understanding the boundaries of the system. DFDs also show the logic flow of data between processes and data stores.

A decision tree is a very useful modelling technique as it can be used to help managers to evaluate different scenarios or choices. The decision tree depicts a visual representation of the possible rewards, outcomes and any follow up decisions. For each decision, the resulting choice is depicted on the tree thus the result of any decision is visible.

A decision table is usually used to provide systematic illustration of business rules that are complex to understand. Understanding the complex business rules helps developers to understand the system thus translate the complex business rules to specific system requirements. Decision tables are also useful during testing of a system as they can be used to perform testing against the business requirements and with a better understanding of the requirements the testing team is able to come up with tests based on the business requirements.

References

5 Key Benefits of Business Process Modeling > Business Analyst Community & Resources | Modern Analyst. (2011). Retrieved from https://www.modernanalyst.com/Resources/Articles/tabid/115/ID/1728/5-Key-Benefits-of-Business-Process-Modeling.aspx

Henderson, K. (2015). What Are the Benefits of Business Process Mapping?. Retrieved from https://smallbusiness.chron.com/benefits-business-process-mapping-3246.html

Henderson, K. (2015). What Are the Benefits of Business Process Mapping?. Retrieved from https://smallbusiness.chron.com/benefits-business-process-mapping-3246.html

Satya, J. (2018). Advantages and Disadvantages of Flowchart - Digitalample.com. Retrieved from https://digitalample.com/advantages-and-disadvantages-of-flowchart/