Business Process Requirement

Understanding Template

Contents
License............................................................................................................................................................. 3
Terms and Conditions ..................................................................................................................................... 4
Executive Summary ......................................................................................................................................... 5
Introduction .................................................................................................................................................... 6
What is this process about .......................................................................................................................... 6
Current Process ........................................................................................................................................... 6
What do you achieve from this process ..................................................................................................... 6
How does this Process Start ........................................................................................................................ 6
How does this process end ......................................................................................................................... 6
Stakeholders.................................................................................................................................................... 7
Performers ...................................................................................................................................................... 8
In Scope ........................................................................................................................................................... 8
Out of Scope.................................................................................................................................................... 8
Constraints ...................................................................................................................................................... 8
Process Diagram As IS .................................................................................................................................. 9
Process Diagram To Be ................................................................................................................................. 9
Implementation Details ................................................................................................................................ 10
Process Details .............................................................................................................................................. 11
Exceptions ..................................................................................................................................................... 11
Integrations ................................................................................................................................................... 11
Process Timelines .......................................................................................................................................... 12
Reporting Requirements ............................................................................................................................... 12
User Training Requirements ......................................................................................................................... 12

License
Copyright 2011: BPMGeek.com
Licensed under the Apache License, Version 2.0 (the "License");
you may not use this file except in compliance with the License.
You may obtain a copy of the License at
http://www.apache.org/licenses/LICENSE-2.0
Unless required by applicable law or agreed to in writing, software
distributed under the License is distributed on an "AS IS" BASIS,
WITHOUT WARRANTIES OR CONDITIONS OF ANY KIND, either express or implied.
See the License for the specific language governing permissions and
limitations under the License.

Terms and Conditions

Executive Summary
(This will be probably be the last thing to fill. You should provide an overview in 2-3 paragraphs about
whatever is there in this document. Include description about the process, what does it do, performers,
timelines etc)

Introduction
(Give an introduction of your process here. Include the overall vision of the organization and where does
this process fit into it. If this is a highly specialized process interacting with some ERP function (or
sometimes driven by it) include the details of that system here

What is this process about

(Include stuff like This process takes care of managing the leave approval for the organization. Current
organizational landscape has leaves managed manually because of various regional policies. This systems
aims to address the entire system automatically. It is expected to update Organization ERP at the end of
the approval

Current Process
(Absolutely essential to provide the current process, how things are managed. Quite often you will
encounter situations where there is already a process with handoffs and data moving. This is a good place
to document it. Include diagrams, flowcharts etc here)

What do you achieve from this process

(Outcomes and business impact of providing this automation. Try to elaborate on the basis of these items

Cost Reduction
Compliance
Internal Control
Automation
Speed
Audit ability
Ease of Use
Standardization

How does this Process Start

(This is again very important. If you do not know how the process starts you could end up giving wrong
estimates. Always make sure you identify if its going to be a simple start or not. Another important aspect
could be to understand if the start itself has some complexities like multiple instance kickoff or data
lookup from somewhere else and so on ...)

How does this process end

(Again very important. Some processes end hitting the ERP/SAP. Some send notification mails ... some end
by itself. Very important as it decides whether the process has achieved what it was meant for)

Stakeholders
(Important people for the project. Include their name, role etc in here. It will be good to have a table like
....)

Name
Abhishek Mishra
Abha Pandey

Role
Project Manager
Signing Authority
Project Kickoff
Finance
Client Project manager
Client Business Person
Requirement Signoff
Production Support
Rollout Signoff
Documentation Signoff
QA and Testing

Email
[email protected]

(This list is indicative, add as many as you feel important for your project)

Number
+91-9999999999

Performers
(People who are going to perform the various activities in this process)
Role

Responsibility

Requestor

Request Initiation

Reviewer

Review the Request and

Approve Reject

How to Identify This

Performer
Any User of Purchase
Department

Users Immediate
Manager

Comments
Purchase department
members can be found
from the ERP module
PO Release
Picked up from the
group mappings in Firm
wide LDAP

In Scope
(Mention what is in scope for this implementation. Things you can add here are Process Design,
Integration, Emailing, Warranty etc

Out of Scope
(Very important. This will save you when things go out of hand. Be very comprehensive while writing this
section. Things like task completion by email reply, cell phone integration, Data migration, User Training
etc could kill you)

Constraints
(Mention any time, budget, resource or technology constraints here. This will drive the timelines, budget,
resource requirement as well as prioratization)

Process Diagram As IS
(Draw the current implementation diagram here. It could be a simple flowchart from power point, visio

Request for Leave

Approval using the
Approval Sheet avaiable
on front Desk

Manager approves the

request based on the
project workload by
siigning the document

HR Updates the leave

details in Register and
ERP

Employee gets signed

leave approval form

HR Reviews the request

and crooss referefences
with old applied leaves,
calendar and employee
behaviour

etc)

Process Diagram To Be
(Draw the wanted implementation diagram here. It could be a simple flowchart from power point, visio
etc)

Implementation Details
(Provide details about the solution you are planning to build. Do not be technical, just in terms of basic
business and usability. Be functional)

Process Details
(This will be the dirty part. Include the details about each step as follows for each workstep
Workstep Name
Brief Description
Business Impact
Performer
Fields

Data Lookups
Validations
Timelines
Associated SLAs
Any Other Information

Name
Requestor

Type
Readonly

Trade Date
Settlement
Date

Date
Date

Details
Picked up from
logged in User
User Enters
Calculated
automatically
T+1 day

Constraints/Validations

Manager lookup from Active Directory

Trading Account Lookup from Mainframe
Business Level validations. You can include field level validations in the Field
Section
When this happens ... Typically useful for start steps

Exceptions
(Mention any exceptional conditions like New Joinee or a Contract Employee. How would this process
change in case of exceptions. Which all exceptions wil be handled and which will not be)

Integrations
(Which systems are we integrating with)
System

Mainframe System

What would this integration do

This will tell us details about an existing Account so

that It can be used to open the new account as a
template

Business Impact

This will make sure that account opening process is

fast and homogeneous

Input or Output

Input. Existing Account Data will come in

Stage
Request submission screen
System Details

Mainframe interfaced with a front end database.

Since direct integration is difficult, the system will

restrict to accessing the wrapper database

Authorization and Security
Contact Person/Group
Any Changes required on the Other System
Additional Comments

Will use Kerberos Authentication. Will need to get

System ID Setup for this
Piyush Kumar
None
Will need to check the index relationships so that
our lookup does not crash this system

Process Timelines
(Mention what are the timelines for implementing as well as running this process. You can have Gnatt
Chart also)

Reporting Requirements
(What reports are required for this application)

Service Level Adherance

Workload Analysis
System Inputs and Outputs

User Training Requirements

(What would be our role in training the users. Would we do train the trainer or train everyone)