Automating new hire process through BPM

Case Study: Seamless
Integration and Process
Management in a Complex
IT Environment
BB107SN
Business Service Optimization

Copyright © 2007 CA. All rights reserved. All trademarks, trade names, service marks and logos referenced herein belong to their respective companies.

Abstract
How do you meet the challenges of SOX
compliance in a business process that involves
people and systems across multiple divisions,
inside a company as well as outside of it? How
does a company meet the bigger challenge of
integrating with diverse systems ranging from
ERP to Content Management to Messaging?
Learn how one of the largest oil and gas
companies in North America used the simplicity
and elegance of Business Rules and Workflow
technology from CA to meet SOX compliance
and gain process efficiency, while creating a
state-of-the-art solution emphasizing the
principles of Service Oriented Architecture.


Biography
Bharath Lingam
Satyam Computer Services Ltd.
Bharath leads the BPM practice and manages
key alliances at Satyam Computer Services.
He is responsible for evolving solutions and
service offerings, offering best practice based
consulting and implementation services and
global pre-sales

Prior to Satyam he worked as the CTO for
multiple technology and services startups and
brings with him useful insights in strategy,
consulting and global delivery management.


Agenda

 Business Process Management
Overview
 Technology Background
 BPM
 Service Catalog
 Case Study
 New Hire Process Overview
 Solution Approach
 Engagement Methodology
 Summary


Business Process
Management
An Overview


What is BPM?
A methodology and technology enabling
processes to be automated, integrated,
reliable, flexible, consistent and
predictable to achieve short-term
profitability and long-term success.

 Proactively map business strategy,
tactics and operations to market
dynamics and anticipated customer
needs

 Achieve business agility


What is BPM?

 Drives towards being a real-time
enterprise

 BPM manages an enterprise using a
closed-loop model
Model
Optimize

Process, People and Systems Simulate

Report Execute


BPM Functionalities

 Workflow and rules automation
 System-to-system integration
 System-to-human integration
 Human-to-human integration
 Process initiation and optimization
 Work Item monitoring, archival and
access
 Measuring, tracking, reporting and
control


Case Study

New Hire Process


Company Background
One of the largest oil and gas companies
 Exploration, production and distribution of
oil and natural gas
 Operates internationally in both upstream
and downstream industry sectors
 Around 5000 employees world-wide
 Five core businesses
 North American natural gas
 East coast oil
 Oil Sands
 International exploration and production
 Refining and marketing


Business Scenario

 New Hire process
 Hiring and provisioning logistics for
contract employees
 End-to-end process
 Coordinated functioning of cross-
functional departments
 Semi-automated process
 Multiple disparate software applications
 Compliance with industry regulations
 Sarbanes-Oxley


Solution Requirements

 Automate process flows across
departments
 Integrate with existing disparate
applications for end-to-end solution
 Enable agility to cope with change
 Ensure compliance


Business Challenges
 Optimize processes by eliminating
redundant steps
 Enable concurrent functioning of diverse
departments
 IT, Service Desk, HR, Finance, etc.
 Seamlessly integrate multiple software
packages
 Italic, Documentum, Employee Registry, etc.
 Reduce process cycle time
 Enable a hassle-free first day for new hires
 Track and control processes for compliance


“As-Is”
New Hire Process
Overview


“As-Is” New Hire Process

ROLES
N
Identify Vacancy Budget Approval Complete NSR E
Requirement to NSP
Line W
SCM
Manager
H
I
R
Send Request to Selection Identify E
Approved Agency Process Candidate
HR
S
A Send Completed T
C Verify/Negotiate Send NSR Form NSR Requirement A
Work Order to Line Manager to OS & IT
T SCM R
O T
E
R Create IT Confirm to LM R
S Amenities
IT Service P
R
O
Create Other Confirm to LM C
Amenities E
Office S
Service S

Process Documentation

Inefficiencies in “As-Is”
Process
Pain Areas Implications
 Manual handoffs  Avoidable, error-prone
 Serial processing repeatable process
 Lack of centralized  Prolonged cycle time
work engine  Difficulty maintaining
 Movement/storage of and tracking records
excessive paper work  Inefficient leveraging
 Limited use of Web of IT infrastructure
based communication  Lack of audit trail
 Inefficient  Failure in Sox
documentation compliance
 Core activity time
eroded


Solution Approach

“To-Be”
New Hire Process


Redesigned “To-Be” Process

Line Manager Initiates Initiate
Workflow PeopleClick.com
New Hire Process

Automate Business Rule
Default Provisioning for
Decision Process Engine
Job Title and Department

Pre-start Office Service
Initiate Pre-provisioning
Independent Activity
Activity
Commercial Group,
Parallel Network Access
Start Provisioning Activity Processing of Management Group,
Associated IT Service
Activity
Start First Day Activity New Candidate

Document Process Data Base


“To-Be” Process Objectives

 Rationalize process by eliminating
redundant steps

 New Hire process automation with
powerful, intuitive business rules and
rapid graphic development tools

 Configurable and easy-to-use
interfaces for processing


“To-Be” Process Objectives

 Integrate with existing technology stack
 Italic, Documentum, Employee Registry,
etc.

 Provide audit trail and ensure SOX
compliance

 Report status of various requests


Solution Approach

Challenge Solution Approach
Process Identify and eliminate
Optimization redundant steps during
consultation
Manual Workflow defines and
Handoff automates process
Process Cycle Critical path analysis isolates
Time independent activities for
parallel processing
Cross- Integrate diverse departments
Functional through common workflow
Departments supported by intuitive easy-to-
use Web interface


Solution Approach

Challenge Solution Approach
Compliance Business rules for process
compliance; Documentum
repository for key approval
documents
Process Audit trail and data
Control management facility
Leverage Integration with existing
Existing IT technology stack (e.g. Italic,
Employee Registry,
Documentum)
Reduce Cost 50% reduction in process time
and Time and reduced headcount in New
Hire process

Solution Architecture


Solution Architecture
NEW STARTER REQUEST - Integration

NSR Info
Subselect.me
PeopleClick.com Service Catalog
Hiring
Manager BPM
BRM
Aion Process Manager

SQL Server
Reports

Documentum
Repository ARP
PeoplePages Exchange Active
(Oracle)
Server Directory

Solution Architecture -
Technical Advantages
 Business rules abstract logic and
improve agility
 Leverage existing adapters built for
Documentum, Exchange Server,
Active Directory
 Built-in Identity Management in
Service Catalog
 Robust and proven workflow technology
 High performance capabilities of rule
and workflow engines
 Disparate database for flexible reporting
and database maintenance
 Distributed architecture for flexibility,
extensibility and easy maintenance


Business Challenges
Scalability
 Services provided by Embedded Apache Tomcat 5
container provide industry-leading JSP 2.0/Servlet
2.4 specification support

Extensibility
 Keeps interfaces and base class and domain models
flexible and generic

Reusability
 Exposes core components as Java components,
which are easily adapted and configured

Manageability
 Menu-driven or file replacement methods simplify
installation and maintenance


CA Process Manager – Value
Proposition
Complete Business Process Management solution
combining Workflow, Business Rules, Reports,
Business Activity Monitoring, Portal and Identity
Management technologies

Robust platform with hundreds of customers using
Workflow, Business Rules and Portal technologies

User-intuitive, easy-to-use product that is highly
flexible and very manageable

Out-of-box integration with companion CA products


Implementation
Methodology


Implementation Methodology

Ana Des Buil
Test Roll
lyze ign d
out
Activities
•Requirements •Integration •Coding •SIT •Roll out
•Process Spec •Module •UAT •Defect fixing
Optimization •Architecture Development •Support
•Process •Technical •Unit Testing
Design Design
•Rule
Harvesting

Business Artifacts and Output
•To-Be •TDD •Object model & •Acceptance •User
Process •TAD Rule sets Criteria Manuals
•Functional •Classes & •Test •Training
Spec Properties Reports •Post
•Rule •Forms, Interfaces Implementation
Document Support

Summary
Approach
 Automated process with powerful, intuitive business
rules and rapid, graphical development tools
 Process rationalization of Proposal Management for
New Hire process
 Configurable, easy-to-use interface for work,
management, and reporting
 Provided interoperability and ensured seamless and
automated integration with related support systems
through extensive use of Web services
 Removed multiple touch-points
 Multi-processing instead of serial-processing
 Executed an Onsite/Offshore model along with CA


Summary
End Results
 Reduce paperwork and manual handoffs via
enhanced Web-based communication
 Compliance with statutory regulations such as
Sarbanes-Oxley
 Workflow visibility; rules externalization and
management
 Ease in implementing rule and workflow
changes/adjustments in real-time
 Minimal interruption in service
 Ability to monitor business processes controlled by
workflow with standard and customizable reports
 Ease in enforcing SLAs and alerts for breach
 Ability to monitor business rule performance


Legal
This presentation was based on current information and
resource allocations as of April 21, 2007 and is subject to
change or withdrawal by CA at any time without notice.
Notwithstanding anything in this presentation to the contrary,
this presentation shall not serve to (i) affect the rights and/or
obligations of CA or its licensees under any existing or future
written license agreement or services agreement relating to
any CA software product; or (ii) amend any product
documentation or specifications for any CA software product.
The development, release and timing of any features or
functionality described in this presentation remain at CA’s
sole discretion. Notwithstanding anything in this presentation
to the contrary, upon the general availability of any future CA
product release referenced in this presentation, CA will make
such release available (i) for sale to new licensees of such
product; and (ii) to existing licensees of such product on a
when and if-available basis as part of CA maintenance and
support, and in the form of a regularly scheduled major
product release. Such releases may be made available to
current licensees of such product who are current subscribers
to CA maintenance and support on a when and if-available
basis. In the event of a conflict between the terms of this
paragraph and any other information contained in this
presentation, the terms of this paragraph shall govern.


Legal
Certain information in this presentation may outline
CA’s general product direction. All information in this
presentation is for your informational purposes only
and may not be incorporated into any contract. CA
assumes no responsibility for the accuracy or
completeness of the information. To the extent
permitted by applicable law, CA provides this document
“as is” without warranty of any kind, including without
limitation, any implied warranties or merchantability,
fitness for a particular purpose, or non-infringement. In
no event will CA be liable for any loss or damage, direct
or indirect, from the use of this document, including,
without limitation, lost profits, lost investment,
business interruption, goodwill, or lost data, even if CA
is expressly advised of the possibility of such damages.


Questions & Answers


Related Sessions

 BB108LN – 4/25 – Sands 201-202
 Hands-On Lab: Building and Using
Process Manager in Complex IT
Environments


Exhibition Center

Related CA Technology
CA
 Booth 233 – Process Management
Solutions
 Booth 339 – Unicenter Service
Catalog

Exhibition Center Tours
 Sign up at the CA TS Booth 439 or
the Information Desk in Booth 453


CA Technology Services™ and
CA Education
Hear how CA’s learning solutions can
help you meet your business objectives
 Visit CA Education in the Exhibition
Center in Booth 439, visit
ca.com/education or call us at 1800-
237-9273
Learn how CA Technology Services can
help your business
 Visit the CA Technology Services
stations in the exhibition center in
Booth 439 or on the web at
ca.com/services


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Support Offerings

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Green Books a.k.a Implementation
Guides


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Automating new hire process through BPM

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