Xamtrex Consulting EMS Benefits Whitepaper

8/3/2019 Xamtrex Consulting EMS Benefits Whitepaper

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XamtrexEnterprise Modelling System

(EMS)

Product Benefits DocumentVersion 4

Copyright 2011, Xamtrex Ltd. This document is protected by the United States copyright laws and is

proprietary to Xamtrex. Disclosure, copying, reproduction, or use of this document by anyone other

than authorized employees, authorized users, or licensees of Xamtrex Ltd, without the prior writtenconsent of Xamtrex Ltd, is prohibited.

Technology Consulting

http://www.xamtrex.com


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Document Name: EMS Product Benefits Document Page No: 2 Version: 4

1 Business Purpose for EMSEnterprise Modeling System (EMS) is a Web based computer application for enterprise users to use

on a day to day basis to collaborate effectively to achieve enterprise goals, strategy and mission. EMS

acts as a magnifying glass through which an enterprise can look closely into the Process, Organization,

Location, Data, Application, Business Rules, Requirements and Technology (Enterprise-Entities = Golden

Heptagon).

Any person in a company can see what are the Business Processes in the company, who works on those

Processes and at what roles, which are the Applications used in the processes and on which data they act

upon using which technologies following which Business rules and which new Business Requirements

would be impacting them. EMS forms the basis on which companies can view, analyze and improve all of

the above-mentioned areas of interest to achieve minimum cost of running an enterprise smoothly.

Figure.1 Enterprise-Entities Interaction Diagram


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2 EMS Business Benefits

Here is detailed list of the benefits Enterprise Strategy and Decision makers would get by using EMS.

2.1 Single True image of Enterprise

1. You develop a Blueprint of your enterprise which is a single true image of your enterprise2. People dont maintain different design documents for each solution. Instead they all work on single

image of the Enterprise; thanks to the linked nature of Enterprise Entities in EMS

3. No overlapping of work as no information is redundant information4. If anything changes in enterprise its updated at one place in the EMS and every one can see the

change instantly. You dont need to update information everywhere in the enterprise.

2.2 Reduce Costs

With Xamtrex Process Hierarchy and EPCs you know what non-value adding activities you are doing and

you can (with Xamtrex assistance) remove/reduce the non productive processes.

Using the EMS framework you can strategically design your enterprise so that you develop services

which have less TCO (Total Cost of Ownership).

An Example:

1. 1st step of Processes Optimization starts with aa. Company understanding what processes exist in enterpriseb. Documenting the as-is processes

2. 2nd step is for each of those processes measuring following:a. How much of human effort is involved in executing this processb. How much of money is required to support this processc. How much of automation is already done for this processd. How long the process is

3. 3rd step is questioning:a. Are you doing the right processes

i. Is any of our competitor who is doing better than usii. Are you solving a business problem in the right way

iii. Have you correctly identified the problem with this process?iv. Is the process correctly placed in the Organizational Process Hierarchy or

b. Are you doing the processes rightly? i.e.i. Are you spending minimum money and time on doing this work?ii. Are you obtaining maximum value out of the process?

iii. Are you putting in optimized number of people into the process to run it efficiently?iv. Do the people have sufficient experience or training to work on this process?v. Have you automated the most critical processes to achieve cost savings?

4. 4th question is then finding different alternatives of optimizing non productive processes5. Then documenting the to-be processes6. Identifying gaps between the to-be processes and the as-is process


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7. Developing project plan to realize the to-be processes. Conducting Projects to realize the changes.8. Deploying new processes. This may require Process, Application, People Changes9. Measure the effectiveness of new processes

a. Calculating the benefits of new processb. Identification of new Opportunities due to the process change

10.Doing next round of process enhancement by going to step 1 again.All of the above involve doing complex Process mathematics and EMS provides you the support to do

steps 1, 2, 5. Xamtrex Consultants along with Customers Business Experts can do rest of the steps.

2.3 Maximize ROI (Return on Investment) on existing assets

When you know the loading factor of each human and technical resources you know better how you can

optimally use the resource. Succession, Improvement and Capacity planning processes can be

standardized across the organization.

With company's strategy better under control you develop services that are used longer and give the

most optimized ROI.

An Example:

Once following Enterprise Entities and their relationships are documented in EMS

1. Application2. Database3. Hardware4. People5.

Location6. Processes

You clearly know how much each of these resources are occupied, how much do they cost and are they

really giving you desired level of profit?

Then you can develop strategies to retain most effective and business critical resources and

decommission less critical resources.

People: At enterprise level you will know very well which resource is critical to which business process;

you can then compensate him accordingly. You can also develop risk mitigation plans to handle a

situation in case this critical resource leaves the company.

Application: You know which applications cost how much of money to maintain and how much of

business value they add so you can take decisions accordingly to identify

Strategic Applications: promote them To be decommissioned applications To be modified applications


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2.4 Drive Technology Strategy, Principles and Standards

With single view of the organization you can manage the Enterprise-Entities portfolio as a single entity

hence reducing the headache of managing each of them separately.

Business and Technology work in unison to drive business and technology strategy.

When you know the level and variety of technology penetration in your enterprise you can optimize

technology usage to reduce redundant technologies

An Example:

Once all Enterprise-Entities are documented you know what is the diversity of Technology Used in your

company. For example how many systems use J2EE platform versus .Net. Any time you can take decisions

as to which platform to choose as strategic and which one to decommission. Choosing a preferred

platform is going to reduce the complexity of integrating new applications into existing topology.

You can prescribe standard interface protocols to be used throughout the organization. During newproduct assessments you can follow the EMS to select or reject based on companys technology

preference.

2.5 Reduce Complexity

EMS provides high level and low level views of an Enterprise Processes Organization, Location, Data,

Application and Technology.

It also shows how these elements interact by using a limited set of diagrams.

With the full enterprise in front of you, Xamtrex can help reduce the number of interactions and

significantly improve your enterprise from a holistic perspective thus making it easy to comprehend.

You don't develop any stove-piped artifacts but artifacts that continually improve the complete

Enterprise-Entities view.

With EMS all interactions in the company is up to date and kept at a single place. No two copies of same

information is retained anywhere. Information once updated in EMS is immediately accessible to all. No

more design-documents, product-documents maintained in unrelated MS word documents. The

Blueprint is the place where all changes are done by all in a collaborative way.

An Example:

Process: Once you document all your business processes you know can find out if any process is done

redundantly. If so then you can cut down the non productive process.

Applications: Same thing you can do with Applications, if two of them are doing the same job.

Interfaces: If there are more than the minimum no of interfaces between entities then you can look

forward to reducing the number of interfaces.

In fact Xamtrex will itself provide you feedback to improve and develop agile and lean Enterprise Entities.


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2.6 Enable Flexibility

When the capabilities are organized well, you can manage them easily. You can play around with

capabilities using new technologies like SOA and develop new services in lesser time.

You know what services exist in each corner of enterprise and don't need to rely on experts to assess

impact of new initiatives on Enterprise-Entities by doing lot of information digging work.

An Example:

When you have the structure of your applications, services and technology used, you can easily assess

the transformability (or adaptability) of your enterprise to adopt new technologies like SOA, Cloud

Computing, BPM. Today companies put in time consuming effort to do this kind of analysis because this

information is not available to at your finger tips.

2.7 Faster Response to Change, Increased Adaptability and Agility.

Getting full picture of the organization will greatly assist you in smoother business transformation. EMS

shows you the as-is Business Processes, Application interactions, Databases, Technology Usage and the

R&R of Organization-units.

This reduces 80% of your effort in business transformations as you dont need to spend time in re-

engineering systems to understand what changes to be done to it. The remaining work of documenting

to-be processes can be easily done in EMS. Then a gap analysis will reveal the projects that need to be

conducted.

2.8 Synergy Reduction of Duplication

EMS clearly shows you which operations are repeated in organization. Future revisions of Enterprise

Architecture can optimize redundant Processes, Organization-Units, Systems, Technology.

Once your enterprise Blueprint is ready Xamtrex consultants can help you identify the roadmap for your

enterprise.

2.9 Enable Compliance with Legal & Regulatory Requirements

EMS supports Business Rules. You can design these rules and attach them to all Enterprise-Entities. You

then know how rules and regulations and impacting the system. With new Government an International

laws and regulations coming-up you know how to implement them and where to implement them

quickly. Today Legal and Regulatory compliance is forcing companies to execute unprofitable, costly and

non-value-adding programs just to make external governing bodies happy.

An Example:


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Suppose Government has come up with a new type of Risk Management Regulation. And they want your

company to be compliant with this regulation. You can quickly take Governments rule book and model

the Business Rules in EMS and with EMS Blueprint in your hand you can quickly map those rules to your

Enterprise-Entities. After those rules applies to Processes, if the rules are to be executed manually thenwhen the person executing the process reads the process in EMS he will come to know about how to

follow the rule in doing this process. He will always follow the rule. After your have mapped the

Regulation into the EMS you dont need to train and inform people about new rule. They all will come to

know about it whenever they read the process next time. This will save you executing a new Program to

be compliant with new regulation and save you lots money and your valuable resources time. You can

then focus your employees energy on more profitable programs.

2.10 Increase Customer Satisfaction, Improved Services to Customers

Your customers get focused service because you know your services better. A Business customer can beshown how organized are your internally. Their complaints are never drained down the drain; and they

keep seeing continual improvements

2.11 Increase Revenue

Current picture of your enterprise will help you to find out which services make the most money and

whether enterprise is making full money out of these services/processes.

2.12 Simplify Vendor Management, Improved Procurement Process

Your vendors and customers know very well how your enterprise runs and hence they provide you betterfocused services. Process transparency not only leads your employees to become efficient. It also helps

your customers to understand your business model. This in turn helps you win their trust and results in

increased Business.

An Example:

Let us say you have shared your companys processes with your trusted vendors. Your vendors can then

easily find out your areas of concern in detail. They will then be prompted to provide you improvement

suggestions/proposals. So you get improvement suggestions free of cost. You can either implement

these suggestions or keep them for later references.

If you have strategic vendors/partners then you can provide EMS-Manager access to them so that they

can themselves paint their view of your future enterprise. Their estimations will then be more accurate

and hence you will get better quality of their service.

You can emphasize the importance of governance etc in the touch points for your vendor easily and

clearly. This will lead you to Vendors appreciating the importance of what you suggested to them and

they will follow your suggested principles and practices seriously.

New vendors can understand your processes faster and quickly leading to you out of Vendor Lock-in.


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2.13 Align IT Solutions with Business Goals

The EPC diagram shows how Applications automate the business processes. Xamtrex can plan the future

of applications so that changes can be done with agility.

Requirements Management is inherent in the EMS so you instantly save money while doing

requirements management

An Example:

You dont need to hire very experienced and costly Business Analysts to document detailed

requirements. EMS already has all details of each Enterprise-Entity. Your BA just needs to define new

Enterprise Entities and run a Gap Analysis. The result of the Gap analysis becomes your requirement

documents.

Even the Technical and Risk impact assessment takes very less time and hence you execute projects

faster.

2.14 Reduction of Risk

When enterprise can see the real time status of Enterprise-Entities they have less unknowns and hence

less risk.

2.15 Common Understanding, Common Language, Common View

With EMS all participants now see the same picture of enterprise. Ontology takes care of keeping all

definitions in a single place.

This information is captured by your people (acting as neurons) and becomes the central repository for

your company (like human brain).

People have Create, Update and Delete permissions to a limited area within EMS so others know very

well what is does and where hes up to. This way all are in consensus.

There is only one place in enterprise where all Terms are defined and explained so when anyone says the

acronym SCM, people understand well what it means.

2.16 Shared VisionThe CIO can direct organization towards a shared vision by showing them the roadmap for Enterprise-Entities using EMS.

Sharing vision is faster as a CIO tweet, blog pointing to the EMS will inform all about latest happenings.

EMS is like the big movie hoarding that people see all over the city to understand what the movie is all

about.


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2.17 Better Strategic Decision Making

You can see which capabilities are directly impacting your business positively and which are not and

hence you can leverage your strengths and offset weaknesses.

Xamtrex will also provide you information on the techno-economic weather to plan the strategy.

2.18 Consolidated View of Business & Technology Landscape

With same picture available to both Business and Technical Communities they empathize each others

views hence their thought get more aligned

2.19 Foundation for Mergers & Acquisitions

Your enterprise is managed well and in a standard way. When you do M&A with any organization that

also uses EMS then integration becomes easier. All have the same view of each organization and hence

mergers are easier.

2.20 Technological Radar Scanning and its fitment into the organization

When you know what is the Technology Maturity of your organization you are in better position to

assess which new technology can fit your portfolio better than others and go for it. You will not need

costly consultants to advise you on which move to make

2.21 TCO Management

Enterprise-Entities is in front of you so you manage their lifecycle better

An Example:

When purchasing new Applications: Customer needs to understand what business process the new Ap-

plication must support. Let us say Customer Retention Process.

1. Customer can document the as-is processes in EMS . They can also document other Enterprise Enti-ties related to this process, who are involved in those processes, which apps currently automate this

process, how the process flow works, which databases/information this process uses, which of cus-

tomers customers are involved in this process. How much of money it costs to execute the process.

How much of value (INR value) is generated by this process.

2. Then they can do the to-be process documentation using the Proposed Application (say ApplicationA).

3. They can then do a gap-analysis of which parts of the process are not supported by the new applica-tion. This will help customer identify risks involved in selecting this application.

4. Steps a-c can be performed for all other Applications under consideration, so customers gets toknow the level of risk and complexity involved in choosing one solution over other

5. They can then make better informed decisions while choosing an application

2.22 IT Documentation

Xamtrex will document your IT so you are not dependent any more on people for information


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2.23 Reduction in Changes

Because you can manage your business easily with EMS you are in better control of it. The changes you

do are long term focused and hence you do bigger better changes.

2.24 Miscellaneous Benefits

1. No Manager ever lets a resource un-occupied in the enterprise. Managers know in advance whensome resource is getting free and then schedule work for him otherwise. EMS gives them the list of

most likely work as per users preference.

2. When people dont have a projected related work then they will be selected to work on the backlogof internal low urgency but strategically important work outside their domain of core focus.

3. People get clear instructions on what is expected from them from a task and what should beoutcome. Though people dont know the bigger picture they still complete their tasks and the biggerpicture takes care of itself.

No more disconnected enterprise that relies on word documents, emails and project plans to do

business transformation. Now you do requirements, design, project planning all online and connected

with each other and with the as-is and to-be blue-print of enterprise.

2.25 Removing Single Point of Failure (SPOF) on People

1. Let us say customer has a team that is managing a Process. And they have been supporting thisprocess for many days. If 50% of the most important team members leave the team then customer isleft with no option than

o If there is still time, do Knowledge Transfer to lesser experienced team memberso If the people have already left then there is no way to re-generate their knowledge

2. With EMS you can document all the work they do on a continual basis. People document theinformation in a single Blueprint of the company and all information is linked to each other. This way

fresh information in peoples mind is captured and kept in the system fresh always.

3. If peoples understanding about Enterprise Changes then they can edit the existing EEdocumentation to reflect the as-is state.

4. Business Users, Customers can see the relevant EEs and be sure of how the e2e process works andalso how everything in the Enterprise fits together.


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3 Prerequisites for using EMSFor EMS to succeed enterprises should adhere to following tenets:

1. Xamtrex BPS Team (Blueprinting Professional Services Team) will train customers people and assistthem for at least 3 months to learn to use the EMS to build Enterprise Blueprint.

2. Xamtrex will manage the EMS repository in beginning till Customer teams understand how to workwith EMS Blueprint.

3. CXOs, Strategy teams, Enterprise Architects should use EMS to identify existing Business-capabilities(As-is) and design future Business-Capabilities (To-Be) and then inform Program Execution teams to

develop (To-be) Capabilities.

4. Program Planning and Mgmt. team should use EMS to identify Gaps during annual Program planningmeeting and then rollout Program, project Plans

5. Business Architects/Analysts, Solution/Enterprise Architects/Designers must build the Enterprise-Entities Models in EMS to show the high level changes happening under the business transformation

6. People should choose EMS Workflow Manager over emails to allocate and keep track of anywork/Project to coordinate/collaborate with others

7. People should update EMS Workflow Manager with the latest progress of their work so accuratemetrics are captured and the person next in the chain gets indication of what work he is required to

do

8. People should update their skills in EMS Organisation Unit Mgmt. module so the person allocatingwork allocator could get people the projects they desire.

9. Whenever people learn/find something new they should update EMS with it to link the info toEnterprises Neural Network (aka Enterprise Blueprint)

10. If people disagree with some info published on the EMS then they should flag it so the CentralDesign Team can review and correct it so the current understanding of enterprise is with all


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Figure.2 Xamtrex approach to Enterprise-Entities enhancement

Diagram Notes : the above diagram shows how the enterprise enhancement will be done in steps. AfterStep 8 is completed next iteration of change starts with Step-1 again.


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Near Habibganj Station,

Bhopal, Madhya Pradesh, India

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Email : [email protected]

Phone : +91 755 406 4182

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Address : 27 Birchen Lee

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Phone : +44 1908 340 105

Business Process Improvement

IT Strategy Consulting

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Customer Delight is our top priority. All processes work that you

do for you will pave the way for your organisation to be able to

deploy well known BPM Systems (BPMS) and orient your organisa-

tion to benefit from the benefits of SOA & Cloud Services to be-

come a truly agile Enterprise

Xamtrex Consulting EMS Benefits Whitepaper

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