5A J Becker

Decision Making in Public Administrations based on Analysable Process Models : 

Decision Making in Public Administrations based on Analysable Process Models 5th Eastern Europian e|Gov Days Prague 2007-04-13

Current Problems in Public Administrations : 

Current Problems in Public Administrations Increased service level demand from citizens/companies Decreasing tax revenue and reduced financial budget  Need for higher process efficiency (time/cost savings) Current activities for process improvement: Focus only on optimisation of single processes No over-all view on the process landscape Potential due to process similarities remains unexploited  Decision makers have no profound knowledge of their entire process landscape

Process modelling : 

Process modelling Traditional Modelling Approaches: Use of generally applicable modelling languages Not domain specific (harder to understand) High/varying level of detail (required?) High degree of freedom (difficult to analyse) Syntactically complex (requires expert knowledge) Time consuming

Process modelling : 

Process modelling Goals of the PICTURE-Approach: Caputering the entire process landscape of a public administration Destributed modelling / direct involvment of domain experts Domain specific language constructs Simple syntactically rules (easy to learn) Predefined level of detail Comparabillity of process models Uncomplicated access to process information for futher analysis

The PICTURE-Approach : 

The PICTURE-Approach Model – Use the Process Landscaping Module to capture your administrational processes including all necessary attribute values Analyse – Create information based by transforming attributes to figures, aggregated along process categories and make the figures accessible via reports

PICTURE language constructs : 

PICTURE language constructs 29 domain specific process buidling blocks (PBBs) Attributes to capture project specific information

PICTURE language constructs : 

PICTURE language constructs Process Sequence of activities to perform a certain service Example: issue passport, authorise building application Sub-Process Part of a process performed by a single orginisational unit Attributes e.g. number of cases per year Variant Alternative sequence of PBBs in a sub-process Frequency of different variants captured by percentage values

PICTURE language constructs : 

Process: Conduct a marriage PICTURE language constructs Sub-Process: Verifying marriage (number of cases: 100/year) Orga-Unit 23 Variant 2 (20%): Marriage: German/Other Nationality Variant 1 (80%): Marriage: German/German Teilprozess: Antrag auf Hilfskrafteinstellung bearbeiten Fachbereich Variante 1 (80%): Finanzierung aus eigenem Etat prüfen Sub-Process: Prepare marriage (number of cases: 100/year) Orga-Unit 63 Variane 1 (100%): Standard Variant Sub-process: Conduct marriage ceremony (number of cases: 100/Jahr) Orga-Unit 23 Variant 1 (100%): Standard Variant

Modelling view : 

Modelling view

The PICTURE-Approach : 

The PICTURE-Approach Model – Use the Process Landscaping Module to capture your administrational processes including all necessary attribute values Analyse – Create information based by transforming attributes to figures, aggregated along process categories and make the figures accessible via reports

Elements of PICTURE Analysis : 

Elements of PICTURE Analysis Public administrations have large number of processes (> 1000) Mechanism needed to organise and retrieve process landscape PICTURE allows for abitrary categorisation criteria Possible categorisation criterias are: Product catalogue Organisational structure Customer group Type of service …

Elements of PICTURE Analysis : 

Elements of PICTURE Analysis Attributes are connected to figuers Figures are aggregated along variants, sub-process , processes and all defined categories Decision makers can make use of the figures in: Ad-Hoc Queries Search information base on given criterias Aggregation level, figure, relational operator and compare value Reports Contain one ore more figures to support a certain decision situation Decision makers can navigate through diffrent aggregation levels Graphical representation of figures

Case Study – City of Münster : 

Case Study – City of Münster Located in North Rhine-Westphalia, Germany About 270.000 citizens Goals of the PICTURE project: Identification of processes for using document managment systems Idenfication of reorganisation potentials (e.g. ping-pong processes) 172 processes modelled in 6 departments 38 paper based and later transfered to the Tool (2.5h/process) 134 directly modelled using the Tool (1.5h/process) 29 of those modelled by the officals on their own 20 reports were designed

Example: Ad-hoc Query : 

Example: Ad-hoc Query

Example: Report : 

Example: Report

Futher aspects : 

Futher aspects Evaluation of the PICTURE-Approach/-Tool Increase efficiency of the PICTURE-Approach(e.g. by adopting refernce-models) Using the PICTURE-Approach to develop a process catalogue across differnt public administrations Extend the analyses possiblities (e.g. to identify monetary impact of reorganisation measures)

Questions : 

Questions

Contact : 

Contact Dr. Lars Algermissen algermissen@ercis.uni-muenster.de 0251-83 3 80 80 Dipl.-Wirt.-Inf. Daniel Pfeifferpfeiffer@ercis.uni-muenster.de 0251-83 3 80 79 MScIS Micheal Räckersraekcers@ercis.uni-muenster.de 0251-83 3 80 75

BACKUP : 

BACKUP

Deduction of Process Building Blocks : 

Deduction of Process Building Blocks

Process Definition : 

Process Definition

Variant : 

Variant