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BPR Home
BPR Phase I Training
Building
BPR Bridges that Span the Four Campuses of MSU
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Phase I is called the “Discovery Phase.” In the
discovery phase our objective is to build sponsorship, lay the foundation for
change, identify and prioritize opportunities to improve the institution’s
administrative processes, and create the business case for change.
To accomplish this, a series of documents and templates have been created to
ensure commonality amongst the process changes. Please visit the Documents and Templates page for the list of
documents and templates available.
Phase I
The goal of Phase I is to build sponsorship and select the processes to be redesigned based on specific, quantifiable criteria. During Phase I, BPR Teams are mobilized and an initial assessment is performed. More specifically, following activities need to be performed:
- Inventory and define all Core Processes
- Align processes to a hierarchical organization§
- Assess current technological support to the processes
- Obtain Constituent/customer feedback
- Prioritize Processes to§ be redesigned
- Document the need for change
- Quantify the goals for the BPR teams
- Executive Approval
Phase I Tasks & Tools
To accomplish the goals of Phase I, the following tasks and tools are used by the BPR Team.
- Process Definition Agreement § (PDA): A template is designed to record important information about each process. For Example, who is reviewing which process, what is the process description, purpose and outcomes, beginning and end of a process, milestones and timeframes etc.
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Quick Look Assessment (QLA): At this stage, sufficient high-level data (on costs, quality, customers and technology) is collected to make an informed and data-driven choice of which process to redesign in Phase II. This stage also involves understanding the current internal and external environments. These data are collected using the following tools:
MSU BPR Teams applies these tools with a high-level view of the process in conjunction with other data collection techniques such as
- Brainstorming
- Corporate Knowledge
- Focus Groups
- Customer/Stakeholder Surveys
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Recommendations & Prioritization: On completion of the above steps, this step demands critical thinking and decision making . Using the qualitative and quantitative data gathered during QLA , BPR Teams then identify which processes are the best candidates for BPR . The criteria are as follows
- Significant Opportunity for Improvement
- Number of Transactions per year
- High cost of delivery in terms of staff time and costs
- High customer importance
- Low customer satisfaction
- Banner enhancement
- Visible impact on the University community
- High opportunity for Banner enhancement
- Measurability of process and results
- High positive impact on culture
- High cross-functional interaction
- Reasonable time to reengineer
- High probability of success
The selection process then results the following category of processes
- Redesign: The process needs to be redesigned completely using technology to radically improve the performance of the process.
- Modify: The existing process is sound but needs some improvement via minor modifications
- No Change: The process does not require any change.
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