BizTalk 2006 POC

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Version 0.2 | 05-May-2006
Copyright Information 1

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Revision History
Please keep the latest version on top

Ver Change Description Sections Date Author Reviewer

Prince Manuel,
0.1 Initial Version All 03-May-06 Nirmal Kumar
Aravinda

Changes in Functional Functional require-

Prince Manuel,
0.2 Requirements and pro- ments, Birds Eye 05-May-06 Nirmal Kumar
Aravinda
cess flow. view of process.

References
Reader should read the this document in conjunction with the following documents

No Document Name Ver Location

1.

2.

1
Table of Contents

Copyright Information ............................................................................................ ........................2

Copyright Information ............................................................................................ ........................2
Revision History........................................................................................................ .....................2
Revision History........................................................................................................ .....................2
References............................................................................................................ ........................2
References............................................................................................................ ........................2
Purpose of this document............................................................................................. ..................4
Purpose of this document............................................................................................. ..................4
Scope of this document............................................................................................... ...................4
Scope of this document............................................................................................... ...................4
Definitions, Abbreviation and Acronyms...................................................................................... .....4
Definitions, Abbreviation and Acronyms...................................................................................... .....4
1 Introduction............................................................................................................... ...................5
2 Background.............................................................................................................................. ....5
2.1 Overview of the system............................................................................................... ......5
2.2 Users.................................................................................................... ............................5
2.3 Assumptions.................................................................................................................... ..6
3 Current Network Architecture...................................................................................... ..................6
4 Birds Eye view of Process............................................................................................................. 6
4.1 Existing Process Overview.............................................................................................. ..6
4.2 Proposed Process Overview..................................................................................... ........7
5 Functional Requirements.................................................................................................. ............9
5.1 Current Work Flow.......................................................................................... ..................9
5.2 Recommended Work Flow....................................................................................... .........9
5.3 Order flow for Orders via Email....................................................................... ................11
5.4 Order flow for Orders via Web Application................................................. .....................12
5.5 Order flow for Orders via Web Service......................................................................... ...12
Purpose of this document
This document defines the Business requirement for the BizTalk 2006 POC project.

Scope of this document

This document gives an overview of the current system and the recommended system using BizTalk
for the spare parts order process in a car manufacturing concern.

Definitions, Abbreviation and Acronyms

The terms in use in the document are explained below

Acronym Description

SPM Spare Parts Manager

IM Inventory Manager

FTP File Transfer Protocol

BizTalk 2006 POC
Business Requirement Specification

1Introduction
This document analyses the current process of spare parts ordering process within a car
manufacturing company. In addition it recommends an EAI process using BizTalk for reducing
the limitations faced in the existing process.

2Background

2.1Overview of the system

This project is for one of the largest car manufacturing company in India. The company man-
ages their internal supply chain process with diversified legacy applications and process. The
following are some applications used enterprise wide,
1. Spare parts Ordering System – Web application
2. Mail Robo – MS Exchange Application
3. Finance System – Oracle Application
4. Spare parts Manager – VB and SQL
5. Inventory Manager– UNIX and ORACLE
6. FTP – (Orders sent via File Transfer Protocol)
The following were the limitation in their current order processing architecture,
1. Manual interventions involved for data transfer from one application to another
2. Order Tracking and consolidated view of order across the application was difficult.
So the IT division has decided in implementing an Enterprise Application Integration (EAI)
solution with the objective of integrating and improving existing business processes in the or-
ganization. The key areas of improvement expected from this initiative are the following:
1. Process ownership and better management of the individual processes
2. Management by exception through alerts and notifications
3. Status tracking at key decision points of a process

2.2Users
The main users of this application will be the System admin and the Order Tracking execut-
ives, Agencies.
2.3Assumptions
The audience is aware of basic concepts of order processing.

3Current Network Architecture

Current N/W Architecture

Spare Parts Inventory
Manager Manager

F
i Oracle
r SQL
e DB
w
HTTP/S a
SMTP l Company's
l Internal Network
FTP
Spare parts
Ordering
System
Web
Application Oracle
Internet Finance
Server
Mail Robo System

Exchange
Server

Business Partners

4Birds Eye view of Process

4.1Existing Process Overview

 The existing process handles orders coming via three main systems,
1. Spare parts Ordering system (Web Application)
2. Mail Robo (Email Orders)
3. FTP
Indiscriminate orders coming from different systems are getting into Spare parts Manager;
this handles the order there after

EMail Orders

FTP
Spare parts
Ordering System
Web Application

Spare parts
Manager

$ $
Inventory
Manager
Finance System

4.2Proposed Process Overview

 EMail Orders

FTP

Spare parts Web Service

Ordering System
Web Application

BizTalk

$ $
Inventory
Manager
Finance System
Spare parts
Manager

Note: A Web Service application is also added in the proposed system for sending the order.
5Functional Requirements

5.1Current Work Flow

Email FTP Web App

Orders via various Sources

Step 1
Spare parts
Manager

Step 2 Create Order

Finance
Yes If Tot Price > $1000
System

Approved Yes Step 3

No Inventory
Manager
Send Email to Customer
with the reason for order
Rejection
If Stock Exist Yes

No

Send Email to Customer

Send ack to SPM On Rejection
Send for
Shipment
Send Email to Customer
Send ack to SPM On Approval

Send Order & Shipment

details to Finance
Spare parts Finance
System
Manager System

Steps Activity
Orders from various sources are received by SPM. SPM creates order (Generates order
Step 1 id) for every order received. If Total Price is greater that $1000 the order is taken to Fin-
ance system for approval, Else the Order is passed to Inventory Manager.
Step 2 Finance Email’s the customer if the Order is rejected. Else Order is passed to IM.
IM Rejects the order & Email’s the customer if the Stock level is insufficient. Else the order
Step 3 is sent for shipment and the details are given to Finance. For both cases an acknowledge-
ment is sent to SPM.

5.2Recommended Work Flow

 Web
Email FTP Web App
Service

Step 1
B IzTal k
Orders via various Sources
Step 2

Send to SPM

Spare parts Manager

Create Order

Receive Order
Step 3

Finance
Yes If Tot Price > $1000
System

Step 4

Approved Yes
Step 5
No Send to IM

Send Email to
Customer with Inventory
the reason for Manager
order Rejection Step 6

Send Email to Customer

No If Stock Exist
On Rejection

Send ack to SPM

Yes

Send Email to Customer Send for

Step 7 On Approval Shipment

Send ack to SPM

Spare parts
Manager

Step 8
Send Order &
Shipment details to
Finance System

Finance
System

Steps Activity
Step 1 Orders from various sources are received by BizTalk and it is sent to SPM.
Step 2 SPM creates order (Generates order id) for every order received.
BizTalk checks for Total Price, if it is greater that $1000 the order is taken to Finance sys-
Step 3
tem for approval, Else the Order is passed to Inventory Manager.
If the Order is Disapproved by the Finance System an Email is sent to the customer with
Step 4
the reason for Order Rejection.
 The IM creates an Order Status for every order it receives, If the Stock exists the order is
Step 5
sent for shipment, Else the Order is Rejected due to lack of stock.
An Email is sent to customer mentioning the Order Rejection due to lack of stock, also an
Step 6
acknowledgement is sent to SPM.
An Email is sent to customer mentioning the Order Delivery with the shipment date; also
Step 7
an acknowledgement is sent to SPM.
Step 8 Order and Shipment details are sent to Finance System for raising the Invoice.
General Any Errors identified in the system is intimated to the Sys admin via an Email through
step BizTalk.

5.3Order flow for Orders via Email

BizTalk

P1 Attachment
Receive Order
Validation
Email
P2

Data
Validation

P3

Recommended
BizTalk
WorkFlow

Process Action
P1 1. An order received via Email Attachment is detached and the attachment is
validated for the correct file format.
2. If the format is incorrect an Email is sent to the admin mentioning the
‘from address’ and the ‘date’ on which the Email was received.
P2 1. The Order file is parsed and data format is validated.
2. Valid flat file data format is shown in Exhibit-A
P3 1. The workflow continuous as mentioned in the Recommended Workflow

Exhibit-A : Flat file format for Email Order

Header
Cust_ID,CustCategory,Order_RefNo,
Ref_Date,Tot_No.of_Parts,Tot_Qty_Ordered,Order_Type, Tot_Price, EmailId
Details
SNo,Part_No,Qty
 SNo,Part_No,Qty
SNo,Part_No,Qty
SNo,Part_No,Qty

Exhibit-B : Flat file format for acknowledgement from IM to SPM

Header
OrderId, StatusCode, OrderAccepted

5.4Order flow for Orders via Web Application

BizTalk

Recommended
P1 P2 BizTalk
Web UI Validation WorkFlow
Application

Process Action
P1 1. The Order is captured via a web application.

P2 1. The Order and part details are validated using the UI Validation.
2. The Order data is validated.
3. The workflow continuous as mentioned in the Recommended
Workflow

5.5Order flow for Orders via Web Service

 BizTalk

Recommended
WEB SERVICE P1 P2 BizTalk
XML Validation WorkFlow

Process Action
P1 1. The Order is via a web service in a XML format.
P2 1. The spare part details in the XML are validated.
2. The Order data is validated.
3. The workflow continuous as mentioned in the Recommended
Workflow