1. Problem Definition
The IT department tasks have been increased majorly in the last years with slight increasing in the number of employees. With this situation the IT employees’ responsibilities assignment were random creating un-clear tasks and overlapping in day to day tasks.
IT manager has decided to use business process diagram responsibility (RASCI-BPMN) by mixing together RACSI with BPMN. In the previous post, W5, RACI matrix was used.
2. Identify the feasible alternatives
The RASCI-BPMN focuses only on one business process and this model insert RASCI information in BPMN semantic. Each step of the process will have different assigning patterns of roles. The patterns of roles which will be applied for each process are:
- Responsible Pattern: responsible Pattern consists of interpreting that the resource corresponding to the pool/lane in which an activity is placed is responsible for its execution
- Accountable Pattern: This pattern consists of an approval activity placed in the lane of the resource accountable for the activity in question.
- Support Pattern: Support to main activity, they are usually represented as sub-process
- Consulted Pattern: Consulted played in a sub-process inside responsible. No work is required
- Informed Pattern: Informed resource receives the information but the normal execution flow of the process can continue in parallel.
One of the department main processes is: Network accessibility
3. Development of the outcome for alternative
The steps of the process “Network accessibility” are:
- Raise request through the desk center (portal)
- Generate ticket
- Trigger email to confirm ticket receiving
- Generate IT Service team approval request
- If approved, IT engineer process the request:
- Create username & password
- Check any security issues
- Apply security policies
- Inform IT manager
- Give the requested access
- Close the request by requester
4. Selection Criteria
The RASCI patterns and RASCI-related BPMN activities provide support necessary to include RASCI information in PBMN model.
Figure 1 RASCI-related BPMN activities
5. Analysis and Comparison of the alternative
The analysis of the RASCI-BPMN will be performed based on the following:
- Change Management Issues: RASCI-BPMN overcome this issue (unlike RACI) as following:
- Changing the resource in charge of an activity. It implies moving the responsible task/sub-process to a different lane of the process model according to the new resource responsible for the activity.
- Changing the resource accountable for an activity. Like before, this change implies moving the approval sub-process to a different lane of the business process model according to the new accountable for the activity. If it is not a current participant in the process, the lane will be added.
- Changing the support of an activity. If any S is changed in the RASCI matrix, the support task(s) related to the activity for such resource must be moved to a different lane in the responsible sub-process. If it is not a current participant in the process, the lane will be added to such sub-process.
- Changing the consulted of an activity. Similarly to the previous case, this change implies moving the processing request task(s) to a different lane in the responsible sub-process. If it is not a current participant in the process, the lane will be added to such sub-process
- Changing the informed of an activity. This change implies moving the read inform task(s) to a different lane in the main business process model and/or inside the responsible sub-process, adding new lanes if necessary.
6. Selection of the Preferred Alternative
Applying BPMN to the RASCI:
Figure 2 – RASCI – BPMN
Figure 3 – sub-process for “Process request” step
7. Performance Monitoring and the Post Evaluation of Result
Responsibility assignment in business process is more appropriate for IT processes as it overcome the deficiencies of RACI and removes the ambiguity and confusion usually comes with RACI. More, it allows easily tracking the resources and monitoring them through the business process.
- Cabanillas, C., Resinas, M., & Ruiz-Cort´es, A. (2012). Automated Resource Assignment in BPMN Models Using RACI Matrices. Retrieved July 8, 2014, from http://www.isa.us.es/sites/default/files/CoopIS2012_cabanillas.pdf
- Cabanillas, C., Resinas, M., & Ruiz-Cort´es, A. (2011). Mixing RASCI Matrices and BPMN Together for Responsibility Management. Retrieved July 8, 2014, from http://www.isa.us.es/sites/default/files/paperJCIS11_cameraReady.pdf
- How to Generate a RACI Chart from a BPMN Business Process Diagram? (2013, August 13). Retrieved July 8, 2014, from http://www.visual-paradigm.com/tutorials/racichart.jsp