Know Thy Company

Q: My company is considering deploying SAP's R/3 ERP (enterprise resource planning) software. But with our large and sprawling departments, we're having a hard time deciding how to deploy it - or even if we should - without unnecessary expense and wasted effort. Are there any packages that can help us?

A:Yes. In recent years, several software tools have been developed for faster and better implementation of software packages such as SAP's R/3. For example, IDS Prof. Scheer produces the ARIS (Architecture for Integrated Information System) Toolset, which helps businesses map out their business processes to (1) find ways to streamline the way in which business processes work, (2) determine the most efficient way to deploy company-wide software packages, such as SAP's R/3, and consequently (3) reduce risk, cost, and time in the implementation.

       To use the ARIS Toolset, staff members of the concerned departments first have to document their business processes. Basic questions such as "What functions are contained in the business processes?" and "Which organizational units are performing these functions?" have to be answered. This work can take some time, but the resulting process model will be the basis for evaluating your organization so as to streamline processes and deploy software packages effectively.

       Unless you have training in data modeling, you may need a day or two to learn the methodology. IDS will work with clients to teach them about process modeling, if needed, and help choose the most appropriate methodology to match your company's structure and goals from a library of methodologies.

       Next, you actually map out your business process using the ARIS Toolset, which has powerful functions for creating a process specification, but is also easy to use. You simply place flowchart blocks and draw connections indicating the relationships between the blocks. The resultant chart shows the different steps, decisions, interdependencies between elements, and inputs and outputs of each business process.

       Once the modeling is completed, ARIS Reference Models may be applied to your company model for developing alternative scenarios. You can think of these reference models as templates of a sort. The accumulated knowledge from projects performed by IDS have led to these reference models, which fall into three categories.

       · Industry-specific reference models let you compare your processes to sample models of processes, assess your position in your industry, or help you select software or solutions for your industry. Also, the required documents about your business processes, for ISO 9000 certification for example, can be easily generated by this category of reference models.

       · Procedural reference models provide models of project procedures that show the steps in the project, the data required, and what staff training will be needed for the project.

       ·The software reference models, which serve as a basis for introducing and customizing standard software, will show typical procedures, data structures, and organizational prerequisites for using a standard software package.

       All reference models can be viewed from a control view, data view, or function view to get the precise information you need. An add-on module, ARIS Promt, provides further analyses of your business processes from a cost accounting and cost management point of view.

       The ARIS methodology has a particularly close relationship with SAP's R/3 software, since IDS has worked closely with SAP to create a common interface: ARIS LINK for R/3. With this link, users of ARIS Toolset and R/3 may link via their network (or the Internet) to SAP's R/3 repository and download copies of R/3 models to use for their project work.

       A tool that works in conjunction with ARIS Toolset is ARIS Easy Design. Whereas ARIS Toolset provides a macro view of a business, ARIS Easy Design helps the general end user fine-tune the business process at a departmental level. It uses the same methodology as ARIS Toolset but has an even easier interface based on the familiar Windows 95 and MS Explorer. "Wizards" will guide the user through the business-process mapping work by asking questions to create the necessary model. A Japanese version of ARIS Easy Design is available. The current version of ARIS Toolset is not available in Japanese, but version 4.0 - to be released in December - will be in Japanese and have the same architecture as ARIS Easy Design.

       The models created with ARIS Toolset and ARIS Easy Design can be reused for "continuous process improvement." That is, since you have documented your business processes, later on you will be able to look back and see where you were, where you are, and where you want to go in the future.

       It is sometimes said that "the Japanese do business differently from the rest of the world." Founder of IDS, Professor A.-W. Scheer, has said, "I think there are some differences, but it is more in the way people do some projects. Do they work more in a group or a team, or do they work more in a hierarchy? It will not affect our tool itself. It could affect the way they use it, but not the methodology itself."