Command & Control Process of

Foreign Work Force In Shipyard

Destination:
Improved Performance
Process Efficiency
Reduce Process Length
Presented by:
Chowdhury Soofi Nur Ul Mowla
Chio Chee Leong, Edmaund
Lim Wei Tat
Venkateswarlu Vemulamda

Improved Performance
BPM Process Efficiency
 People

To Get You Where You Need to Be!

Technology Process

Improved Performance
BPM Process Efficiency
 What is BPM All About?

The achievement of an
organization’s objectives
through the improvement,
management, and control of
essential business processes.

Improved Performance
BPM Process Efficiency
 Why the Need for BPM?
Increasing competition, dynamic customer
requirements, chaotic business cycles and more
‘globalization’ has led to a worldwide phenomena. How
to achieve the ‘triple crown’ (reducing costs, improving
revenues and enhancing service) - Terry Schurter,
Bennu Group

In some areas, incremental improvements will not keep

up with growth at companies. Large step improvements
are needed, combining business process and technology.

Improved Performance
BPM Process Efficiency
 To Be Successful with BPM
 Understand company’s overall strategy and align BPM
with it

 Executive support is critical

 Focus on the customer (Successful Customer Outcomes)

 Place more emphasis on managing process vs managing

technology. Use technology as an enabler.

 Realize BPM is a journey

Improved Performance
BPM Process Efficiency
 Business Process Lifecycle

Improved Performance
BPM Process Efficiency
 Stops Along the Way
Business Process Life Cycle

Business Process Transition Process

Initiate Adoption
Modeling Management Simulation

•Organizational •Innovate •People •Implement •Realize Value

Strategy •Develop •Sustainable
•Process Performance
Architecture
•Understand

Improved Performance
BPM Process Efficiency
 Initiate Stop Initiate

• Obtain the business strategy from the sponsors and IT.

– Overall objectives, org strategy, business guidelines and models,
and vision.

• Do research about organization

– Gather all presentations, diagrams, mappings that are
available about the organization that have been completed in
the past.

Improved Performance
BPM Process Efficiency
 Understanding the Project Initiate

• Understand the outcomes of the projects for

BPM.
• Define project team members for BPM tasks.
• Understand the sponsors/stakeholders
expectations with the process.
– Make small improvements
– Start from scratch
– Reengineer pieces of the process

Improved Performance
BPM Process Efficiency
 Determining Approach Initiate

• Determine a creative approach to

accomplishing the process goal.
Things to think about...
– How are you going to get people
engaged and keep them motivated
– How are you going to get to your goal
in the quickest most efficient way
possible
– What approach is going to help sell
the new process and help
stakeholders see the need for change

Improved Performance
BPM Process Efficiency
 What’s in The Tool Kit?
• Have any of you used any of these tools
before?
• What has been the most effective?

Improved Performance
BPM Process Efficiency
 Initiate Stop Initiate

– Analysis of current as-is

processes: including current
metrics, scope of each
ownership, rules of
business.

Improved Performance
BPM Process Efficiency
 Affinity Mapping Initiate

A Process Charting Structured Approach

• Create a list of activities
– Team leader asks team to think about all activities in the
process between a certain start point and end point
– List activities in the process.
– Prepare a common area (e.g, customer activities all
together, IT activities, Sales activities)

Improved Performance
BPM Process Efficiency
 Affinity Mapping Initiate

A Process Charting Structured Approach

Collate and Rationalize

– Sort the activities in the following order,
involving one person at a time:
• Relate activities in sequential order
• Reorder when required as you collate
• Remove duplicate activities
– Stay focused
– Walk thru activities and add missing details

Improved Performance
BPM Process Efficiency
 Affinity Mapping Process:
Getting Foreign Workers in Singapore for
Shipyard.
START
Get Approved
Prepare Man Raise
Project man Prepare by
Power Plan requirement for
power for Overall Man Management
future projects. by Trade man power
Power Plan

Apply Work Recruit Foreign Allocate Issue Select

Permit for Worker Recruiting Recruiting Subcontractore
Worker Agent Authority

END

Obtain Work Worker Arrive As Is Model

Permit from in Singapore
MOM

Improved Performance
BPM Process Efficiency
 Analyzing the As-Is Process- Initiate

MOT, BP, BR
HOW?
– Use three different post-its to identify a
Moment of Truth, Breakpoint and
Business Rule.

Moment of Breakpoint Business

Truth Rule
Works
Works
Customer calls department
department must
to notify leaves a notify residents
there’s a voicemail for that street will
the scheduler be blocked
pothole

Improved Performance
BPM Process Efficiency
Moment

Moments of Truth Are...

of Truth Initiate

• Identified each time the company

interacts with the customer

– MOT-1: Overall Manpower Plan

Prepared.
– MOT-2: Man Power Requirement
by Trade Prepared
– MOT-3: Manpower Plan By Trade
Approved.
– MOT-4: Subcontractor Selected.

Improved Performance
BPM Process Efficiency
 Breakpoints Are...
Breakpoint Initiate

• Points within a process when activities may fail

– BP-1: Overall Manpower Plan Preparation

– BP-2: Preparation of Plan for Individual
Trade.
– BP-3: SM Monitor if Man Power Required.
– BP-4: Subcontractors Selection.

Improved Performance
BPM Process Efficiency
 Breakpoints Are...
Breakpoint Initiate

– BP-5: Verification of Compliance with

Requirement.
– BP-6: Allocation of Recruiting Agent for
Recruitment.
– BP-7: Application for Work Permit.
– BP-8: Bring Manpower to Singapore.

• BREAKPOINTS SHOULD BE MINIMIZED AS MUCH AS

POSSIBLE

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BPM Process Efficiency
Business

Business Rules Are...

Rule Initiate

• A business rule is a statement that defines or

constrains some aspect of the business.

– BR-1: Applies to “Overall Manpower Plan

Preparation”.

– BR-2: Applies to “Preparation of Plan for Individual

Trade”.

– BR-3: Applies to “Manpower Plan by Trade

Approval”.

Improved Performance
BPM Process Efficiency
Business

Business Rules Are...

Rule Initiate

– BR-4: Applies to “Subcontractors Selection”.

– BR-5: Applies to “Verification of Compliance with

Requirement”.

– BR-6: Applies to “Allocation of Recruiting Agent

for Recruitment”.

Improved Performance
BPM Process Efficiency
 MOT, BP, BR – Initiate

Pothole Example...
Pothole
in front
of my
house

Works
Department
Citizen Scheduler

City Hall Voicemail

Reception

Improved Performance
BPM Process Efficiency
 MOT, BP, BR – Initiate

Pothole Example...

Scheduling
Foreman City Hall

Records
Workmen
Clerks of Works
Work Dept
Citizen

Improved Performance
BPM Process Efficiency
 MOT, BP, BR – Initiate

Pothole Example...
6-8 weeks | 20-32 people | 15-82 steps | $45,000 avg cost
I am so
frustrated?
7-10 moments of truth| 40 Breakpoints | 24 Rules

MOT BP

MOT BP MOT BP
MOT

MOT BP MOT BR
MOT BP
BP BP
BP
BR
BR BP BP BR
BP BR
BP BR
BR
BR BR
BP
BP BP BP BP BP
BR
BP
BR
BP

BR BP BP

Improved Performance
BPM Process Efficiency
 Process Modeling Business Process
Modeling

Stop
Project Team Reviewed The Process In Three
Areas
Complexity
Reduction • Clear Requirements:
 Ensuring A plan for 2 years man
power requirement (for Foreign
Workers) is developed.
Clear Waste  Ensure Man-power is available in
Requirements Removal time.
• Complexity Reduction:
 Analyze MOTs, BPs and BRs to
identify complexity and simplify the
process.

 Combining functions where possible.

Improved
Performance  Reduce process bottleneck
(To be Model • Waste Removal:
)
 Eliminate unnecessary steps.

Improved Performance
BPM Process Efficiency
 Process Modeling Business Process

Stop
Modeling

– Determine future metrics

– Create the future process models -

changes to current models, and
additional processes for new
functionality

– Determine feasibility and validate

business processes compared to
solutions capabilities

Improved Performance
BPM Process Efficiency
 Transition Management Transition
Management
Stop
– Communication to users through overview sessions
occurs detailing how changes to the business processes
affect their every day job, and expectations of changes

Improved Performance
BPM Process Efficiency
 Transition Management Transition

Stop Management

– Ensure that new roles, responsibilities, and org chart are

created and distributed

Work group

Role redesign Role redesign

and definition and definition

Activity Activity Activity Activity

Definition Definition Definition Definition

Individual Tasks Individual Tasks Individual Tasks Individual Tasks

PROCESS PROCESS PROCESS PROCESS

Improved Performance
BPM Process Efficiency
 Process Simulation Process
Simulation

Stop
– Develop rollout, back out, and contingency plan.

– Performing a dry run for the IT solution.

– Monitor and Adjust

– Validate/Test front to back business process execution

Improved Performance
BPM Process Efficiency
 Adoption Stop Adoption

• Create the following:

– Benefits summary
• 2 yrs plan prepares Do
shipyard to coup

Plan
up.
– Performance
• Time for receiving
man power reduced

Check
by 45 days on
average.
– Feedback loops
– Rewards systems Act

Improved Performance
BPM Process Efficiency
 Adoption Stop Adoption

– Old processes are turned off so users can’t refer back to

them
– Group uses benchmarking to ensure that new processes
hold up against other competitors
– Customer satisfaction of product determined and
analyzed multiple times

Improved Performance
BPM Process Efficiency
 Turbulence We May Run Into If
Not Considered!
• This is not one size fits all

• Cost

• Needs to be defined at the Global level

• No need for a dedicated BPM resource team

Improved Performance
BPM Process Efficiency
 Q and A

Improved Performance
BPM Process Efficiency