• Cause of consultation

Process and System Analysis

Based on a detailed analysis of the IT infrastructure, software landscape and business processes, recommendations are made for improvements and system updates or the implementation of new technologies.

Procedure for analysing Processes and Systems

1. Identification of Processes and Systems

Processes and systems are identified on the basis of KPIs, customer feedback, employee feedback or strategic objectives that are to be analysed and optimised.

2. Process and System Modelling

The selected systems and processes are represented by process diagrams, flowcharts or system diagrams.

3. Analysis and Evaluation

The selected processes and systems are analyzed for weaknesses, bottlenecks or sources of error in order to evaluate efficiency, effectiveness and quality. The analysis is carried out on the basis of data collection, data analysis and benchmarking.

4. Identification of Opportunities for Improvement

Opportunities for improvement are identified on the basis of the analysis.
Examples of this are

  • Reduction of process steps
  • Automation of tasks
  • Integration of systems
  • Improvement of data quality

5. Development of Optimization Plans

The detailed plan for implementing the identified improvements is drawn up. This planning includes

  • Clear objectives
  • Measures
  • Responsibilities
  • Time estimates
  • Resource requirements

6. Implementation of the Optimization Plans

This includes making changes to processes, adapting or implementing systems, training employees and changing guidelines.

7. Review and Control

The processes and systems are regularly reviewed and monitored to ensure that the improvements deliver the desired results.

Here you will find a detailed description of the individual process steps:

The first step is to identify the relevant processes and systems.

This identification is based on various criteria. For example, it can be done by analyzing key performance indicators (KPIs), which provide information on which areas require special attention. KPIs can highlight where inefficient processes exist or where systems may not be delivering the expected benefits.

Customer feedback is another important source of information that helps to identify where there is potential for optimization. Customers are often the end users of products or services, so their feedback can provide important information about potential weaknesses in processes and systems.

Last but not least, feedback from employees also plays a crucial role. They are the ones who use the processes and systems on a daily basis and therefore know their strengths and weaknesses best. Their input can provide valuable pointers for improvements.

Modeling provides a detailed, visual representation of selected systems and processes. These representations can take the form of process diagrams, flowcharts or system diagrams. Each of these forms of modeling has specific strengths and can illustrate certain aspects of processes or systems particularly well.

Process diagrams, for example, illustrate the steps that are carried out in a process. They show the sequence of actions, decisions and events that take place from the beginning to the end of a process. This helps to understand the entire process flow and identify areas that can be improved or optimized.

Flowcharts are another effective tool for process and system modeling. They visualize the path or “flow” of information or materials through a system. They can help identify bottlenecks or inefficient steps that slow down or impede the flow of information or materials.

System diagrams, on the other hand, provide a detailed view of the interactions and relationships between the different components of a system. They can help to understand the complexity of a system and visualize how changes in one part of the system can affect other parts.

Process and system modeling plays a crucial role in process and system analysis and optimization. By visualizing processes and systems, decision makers can better understand how they work and make informed decisions about potential improvements or optimizations.

This process is designed to identify weaknesses, bottlenecks or sources of error in the selected processes and systems. The aim is to evaluate their efficiency, effectiveness and quality and to identify areas where improvements or optimizations are possible.

The analysis is usually based on a combination of data collection, data analysis and benchmarking. Data collection involves the systematic gathering of data on the performance of the selected processes and systems. This data can come from various sources, such as internal performance reports, customer surveys or feedback sessions with employees.

Once the data has been collected, data analysis follows. This involves systematically evaluating the collected data to identify patterns, trends or deviations that could indicate potential weaknesses, bottlenecks or sources of error.

Benchmarking is another important part of the analysis and evaluation. This involves comparing the performance data of the selected processes and systems with industry standards or with data from competitors. This makes it possible to assess the relative performance of the company’s own processes and systems and identify potential areas for improvement.

Overall, the analysis and evaluation serves to gain a clear understanding of the performance of the selected processes and systems. This forms the basis for the decision on optimization measures aimed at improving the efficiency, effectiveness and quality of the processes and systems.

After analyzing and evaluating the processes and systems comes the next step: identifying opportunities for improvement. In this phase, the knowledge gained from the previous analysis is used to identify specific opportunities to improve the efficiency, effectiveness and quality of the analyzed processes and systems.

One possibility for optimization is the reduction of process steps. By eliminating unnecessary or redundant steps in a process, efficiency can be improved and time spent reduced. This not only leads to cost savings, but can also improve the quality of the end product or service by reducing the opportunity for errors.

Another common improvement measure is the automation of tasks. Many repetitive or routine tasks can be automated through technology, which can increase efficiency and minimize human error. Furthermore, by automating these tasks, employees can be freed up to focus their time and skills on more complex and value-adding activities.

The integration of systems is also an effective strategy for optimization. By linking and coordinating different systems, the flow of data and communication can be improved, which in turn increases the efficiency and effectiveness of processes.

Finally, improving data quality is an important opportunity for improvement. High data quality is essential for informed decision making and efficient operations. By ensuring that data is accurate, complete and up-to-date, companies can improve their performance and achieve better results.

Once the opportunities for improvement have been identified, the next step is to develop concrete plans for implementing these optimizations. Creating optimization plans is a careful and detailed process that covers various aspects.

First, it is important to set clear and specific goals for the optimization. These objectives should be both quantitative and qualitative and should outline the expected benefits of the proposed improvements. For example, it could be to reduce process time by a certain percentage or to reduce the number of errors in a system to a certain level.

Next, the specific actions to be taken to achieve these goals should be defined. This could include, for example, automating certain tasks, integrating systems or improving data quality.

Assigning responsibilities is another important part of the optimization plan. Each step of the plan should be assigned to a specific person or group who is responsible for ensuring that it is implemented correctly and on time.

Time estimation is also an essential part of planning. A realistic estimate of the time required should be made for each action. This helps in planning resources and provides a framework for the progress and completion of the project.

Finally, the plan should also take into account resource requirements. This includes both human resources – i.e. the number of employees required and their skills – and material resources, such as the technology or equipment needed.

In this phase, the measures defined in the plans are put into practice in order to realize the identified opportunities for improvement.

Initially, this involves making changes to the processes. This may include the reduction of process steps, automation of tasks or other specific changes aimed at improving the efficiency and effectiveness of processes.

The implementation of the plans may also include the adaptation or implementation of systems. For example, this could be the integration of different systems to improve data flow or the implementation of new technologies to automate tasks.

Another important part of the implementation phase is staff training. When new systems are introduced or existing processes are changed, it is crucial that employees receive the necessary training to be able to use them effectively. This can include formal training, workshops or on-the-job training.

Finally, the implementation of optimization plans may also require a change in policy. For example, if new technologies are introduced or processes are changed, the relevant policies and procedures may also need to be updated.

Once the optimization plans have been implemented, the final but crucial step in process and system analysis and optimization is review and control. This continuous process ensures that the implemented improvements deliver the expected results and that the performance of the processes and systems is effectively improved.

Regular reviews are necessary to evaluate the performance of the optimized processes and systems and to verify whether the set goals are being achieved. This could be done by evaluating performance data, customer feedback or other relevant metrics. If the improvements do not deliver the expected results, the causes must be identified and additional adjustments may need to be made.

Control is equally important and is used to monitor processes and systems on an ongoing basis. It helps to identify potential problems at an early stage and rectify them before they lead to major difficulties. It can also help to identify new opportunities for improvement that can be incorporated into future optimization plans.

Regular review and monitoring are key components of an effective process and system optimization programme. They ensure that the improvements implemented are sustainable and deliver real benefits for the company. In other words, they close the loop of the optimization process and at the same time form the basis for future improvement initiatives.

Further Information

THE MAK’ED TEAM has a wealth of experience in the successful implementation of digitalisation projects. Below you will find further information on the approach to digitalisation in the various areas of the company, project examples, case studies and more:

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