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The Use of Reference Models in
Business Process Renovation
Dejan Pajk
University of Ljubljana, Faculty of Economics,
Kardeljeva ploščad 17, 1000 Ljubljana, Slovenia
dejan.pajk@ef.uni-lj.si
Mojca Indihar Štemberger
University of Ljubljana, Faculty of Economics,
Kardeljeva ploščad 17, 1000 Ljubljana, Slovenia
mojca.stemberger@ef.uni-lj.si
Andrej Kovačič
University of Ljubljana, Faculty of Economics,
Kardeljeva ploščad 17, 1000 Ljubljana, Slovenia
andrej.kovacic@ef.uni-lj.si
Abstract
Enterprise resource planning (ERP) systems are often
used by companies to automate and enhance their busi-
ness processes. The capabilities of ERP systems can
be described by best-practice reference models. The
purpose of the article is to demonstrate the business
process renovation approach with the use of reference
models. Although the use of reference models brings
many positive effects for business, they are still rarely
used in Slovenian small and medium-sized compa-
nies. The reasons for this may be found in the reference
models themselves as well as in project implementation
methodologies. In the article a reference model based
on Microsoft Dynamics NAV is suggested. The reference
model is designed using upgraded BPMN notation with
additional business objects, which help to describe the
models in more detail.
Keywords: ERP solution, reference model, business
process renovation, Microsoft Dynamics NAV, BPMN
JEL Classification: M, M1, M15
1. Introduction
Companies and other organizations are using enterprise
resource planning (ERP) systems more and more exten-
sively. ERP systems support most of the key functions of
an enterprise such as logistics, sales, and financial man-
agement. These systems are generic and the functional-
ity they provide can serve a large variety of enterprises.
The implementation of an ERP system involves a pro-
cess of customizing the generic package and aligning it
with the specific needs of the enterprise (Soffer, Golany
& Dori, 2003).
It is very important to select an appropriate ERP sys-
tem. The decision concerning the purchase of individual
modules or their development can only be made on the
basis of good knowledge of business needs, which have
to be compared with the capabilities of an ERP system
(Kovačič & Bosilj Vukšić, 2005).
ERP system capabilities are best described by reference
models. Reference models are generic conceptual mod-
els that formalize recommended practices for a certain
domain (Rosemann & van der Aalst, 2007). It represents
one or more pre-engineered and integrated organiza-
tional views. The type of reference model could be a
business process reference model, or a description of
data flows (Enterprise Integration Inc., 2007).
The use of reference models has many positive effects
for business (Kirchmer, 2009; Fettke & Loos, 2007). De-
spite that, they are still rarely used in Slovenian small and
medium-sized companies. The reasons for this can be
found in the reference models as well as in implementa-
tion methodologies. For some ERP systems reference
models have not been developed yet. Developing mod-
els from scratch can be very time- and cost-consuming.
Therefore, it is reasonable to reuse existing reference
models as a starting point to develop specific concep-
tual models (Becker, Beverungen & Knackstedt, 2010).
The aim of this article is to present the business process
renovation approach with the use of reference models.
Our research goals are to:
review the reference models research area;•
suggest Microsoft Dynamics NAV reference models;•
upgrade BPMN (Business Process Modeling•
Notation) with additional information objects that
enable the design of reference models on a more
detailed level; and
present the use of reference models.•
The structure of the paper is as follows: the first sec-
tion introduces the business renovation concept and
identifies the role of ERP systems. Section two gener-
ally describes reference models. Section three suggests
the Dynamics NAV purchase reference model based on
BPMN. The last section shows how to use reference
models in business process renovation. First, an exist-
ing (as-is) business process is presented and then, with
the use of a reference model, a to-be process is sug-
gested.
2. Business Renovation and ERP systems
The rapid and constant changes that are very common in
today’s business environments affect not only business
The Use of Reference Models in Business Process Renovation - Pajk, D., Indihar Štemberger, M., Kovačič, A.
2010 - Vol.01, No.1-2, 1-50 - BUSINESS SYSTEMS RESEARCH30
Pajk, D., Indihar Štemberger, M., Kovačič, A. - The Use of Reference Models in Business Process Renovation
itself, but also its supporting business information sys-
tems (IS). As a result, IS require constant change, reno-
vation and adaptation to meet actual business needs.
Business renovation is presented as the highest level of
a strategy for managing change that usually cannot be
handled by continuous improvement and reengineering
methods or organizational restructuring (Kovacic, 2001).
Process renovation is a reengineering strategy that criti-
cally examines current business policies, practices and
procedures, rethinks them and then redesigns critical
products, processes and services (Prasad, 1999).
The implementation of large IS is impossible without
first altering business processes, while renovation is
essential in order to extract the maximum benefit from
IS products. In the past, companies first decided how
they wanted to do business and then selected the soft-
ware package that supported their business processes.
They made many modifications to ensure a tight fit. This
changed with the introduction of ERP systems that often
required business processes to be modified to fit the IS
(Davenport, 1998).
An ERP system is a business management system that
comprises integrated sets of comprehensive software
that can be used, when successfully implemented, to
manage and integrate all business processes and func-
tions within an organization. They usually include a set of
mature business applications and tools for financial and
cost accounting, sales and distribution, management of
materials, human resources, production planning and
computer integrated manufacturing, supply chain, and
customer information (Kovačič & Bosilj Vukšić, 2005).
Nowadays many organizations support their processes
by purchasing ERP systems. The rate of unsuccessful
projects is significantly high. The main reason for this is
the underestimation of the complexity of such a project
that requires several organizational changes and the
involvement of employees. The massive organizational
changes involved in ERP implementation result from the
shift in business design from a fragmented, functional-
based organizational structure to a process-based one
(Davenport, 1998).
It is very important to select an appropriate ERP system.
The selection process should be based on a comparison
of business needs and the capabilities of an ERP system
(Kovačič & Bosilj Vukšić, 2005). Business needs are best
described by organization’s strategy and desired busi-
ness processes. Processes inside an organization have
to be compared with the ERP system’s capabilities (Fig-
ure 1).
Based on the comparison a company can choose be-
tween three alternatives. The first is to adapt an ERP
system to their business processes. Most ERP systems
allow a certain degree of customizations and parameter-
ization. This alternative can cause high additional costs
along with problems in further maintenance and upgrade
projects.
The second alternative is the adaption of business pro-
cesses to an ERP system. Typically, the delivery of best
practice applies more usefully to large organizations and
especially where there is a required standard, or where
the process is a commodity like accounting processes.
This is because the procedure of capturing and report-
ing standardized or commodity content can be readily
codified within the ERP software, and then replicated
across multiple businesses with the same business re-
quirements.
The disadvantage of this alternative is that an organiza-
tion might lose the advantage of a unique and perhaps
a better business practice. Best-practice processes are
comparable to everyone else in the industry sector and
therefore erode competitive advantage. The third alterna-
tive is to combine the acquired ERP system, integrated
best-of-breed systems and engineered adapted or built
applications. This is the best possible alternative for the
majority of cases (Štemberger & Kovacic, 2008).
The comparison therefore requires clear business needs
on one side and recognized capabilities of ERP system
on the other side. ERP system capabilities can be pre-
sented by ERP consultants, user manuals, training ma-
terials etc. The best way to formalize the capabilities of
Source: A. Kovačič & M. Indihar Štemberger, The Role
of Business Process Modeling in ERP Implementation
Projects, 2008
Figure 1: The alternatives for selecting and implementing
an ERP system
BUSINESS SYSTEMS RESEARCH - 2010 - Vol.01, No.1-2, 1-50 31
an ERP system is by process reference models. They
can be used to describe the features of different ERP
packages. Based on such a description, it is possible to
compare and select an appropriate ERP package for an
enterprise.
3. Business Process Reference Models
Process design is a key phase in the renovation of a
business process. The resulting blueprint is the basis
for implementation and execution, as well as monitor-
ing and controlling processes. Ensuring such modeling
quality can be very time-consuming. The use of process
templates significantly increases the efficiency and effec-
tiveness of the process design phase. The process tem-
plates are generally called business process reference
models (Kirchmer, 2009).
A reference model encompasses one or more pre-en-
gineered and integrated organizational views. For ex-
ample, one type of reference model might be a business
process reference model, or a depiction of data flows
(Enterprise Integration Inc., 2007). It is an abstraction to
facilitate understanding of the relationships among vari-
ous objects, and for the development of consistent stan-
dards or specifications supporting an integrated environ-
ment. A reference model is based on a small number
of unifying concepts and may be used as a basis for
education and explaining standards to non-specialists
(AGIMO, 2007).
In the literature we can find several other definitions of
reference models. Rosemann (2003) defines reference
models as generic conceptual models that formalize rec-
ommended practices for a certain domain. Fettke and
Loos (2003) contended that a reference model repre-
sents a class of domains.
Reference models have the following characteristics
(Fettke & Loos, 2007; Fettke & Loos, 2003; Kirchmer,
1999; Scheer, 1998):
a representation of best practices (providing best•
practices for conducting business);
universal applicability (representing a class of do-•
mains, not a particular enterprise); and
reusability (they can be understood as blueprints for•
developing information systems, they can be structured
for easy adaptability to company-specific situations).
Reference models play an increasingly important role in
activities such as business engineering (Scheer, 2000),
information systems development (Winter, 1994) cus-
tomizing of ERP systems (Rosemann & van der Aalst,
2007) and training and research (Thomas, 2006). In or-
der to be able to use reference models, they must be
adapted to the requirements of a specific enterprise.
Reference models are also called universal models, ge-
neric models or model patterns.
Reference models represent the content of various do-
mains. The most important types are the following (Kirch-
mer, 2009; Fettke & Loos, 2003):
industry reference models (representing the best•
practices of a specific industry sector);
software reference models (these could be•
traditional applications such as ERP systems, or
a reference model representing the sub-process
supported by service-oriented architecture (SOA);
procedural reference models (e.g., a project•
management reference model); and
company reference models (representing best•
practices within a company or a company group).
Process reference models (Table 1) integrate the well-
known concepts of business process reengineering,
benchmarking, and process measurement into a cross-
functional framework (eKnowtion, 2009).
Certain types of software are designed and developed
once, and then replicated many times (e.g. Microsoft
Office). Certain software vendors (e.g. SAP, Oracle etc.)
have applied this same concept at the enterprise level.
Source: eKnowtion, Achieving Operations Excellence with SCOR, 2009
Business Process Reengi-
neering
Benchmarking Best Practices Analysis Process Reference Model
Capture the “as-is” state of a
process and derive the desired
“to-be” future state.
Capture the “as-is” state of a
process and derive the desired
“to-be” future state.
Quantify the operational perfor-
mance of similar companies and
establish internal targets based
on “best-in-class” results.
Quantify the operational perfor-
mance of similar companies and
establish internal targets based
on “best-in-class” results.
Characterize the management
practices and software
solutions that result in
“best-in-class” performance.
Characterize the management
practices and software solutions
that result in “best-in-class”
performance.
Table 1: The process reference model concept
The Use of Reference Models in Business Process Renovation - Pajk, D., Indihar Štemberger, M., Kovačič, A.
2010 - Vol.01, No.1-2, 1-50 - BUSINESS SYSTEMS RESEARCH32
Pajk, D., Indihar Štemberger, M., Kovačič, A. - The Use of Reference Models in Business Process Renovation
They have designed and developed modular standard
software solutions that enable business applications to
be deployed across the enterprise. The idea is to imple-
ment the software with minimum modifications in order
to avoid the associated costs and risks (Enterprise Inte-
gration Inc., 2007).
The use of reference modeling has different economic
effects on the modeling process (Hilt, 2007; Fettke &
Loos, 2007; Kirchmer, 2009):
a decrease in costs (reference models can be reused•
so the development costs of the reference model can
be saved);
a decrease in modeling time (the knowledge•
contained in the reference model reduces learning
and development time, allowing the identification of
and a direct focus on critical processes);
an increase in model quality (reference models are•
proven solutions and provide better model quality and
an awareness of own deficiencies); and
a decrease in modeling risk (the risk of failures•
during reference model usage can be reduced
because reference models are already validated).
Possible disadvantage of using reference models is that
an organization might lose some advantage of its unique
and perhaps better business practices. The best prac-
tice represented by reference models is more or less
widely used in the industry sector and therefore cannot
represent a source of competitive advantage.
4. Purchase reference model design
ERP-specific reference process models describe the
main ERP processes on different levels. Depending on
the underlying methodology these models include details
of the control flow, organizational units, input and output
data and business objects. Further, it is usually possible
to refer to the relevant part of the online documentation
and, at the lowest level, even to the corresponding ERP
transaction (Rosemann, 2000).
The reference model of the ERP solution Microsoft Dy-
namics NAV (Dynamics NAV) has not yet been published.
In this section I will therefore suggest a purchase refer-
ence model on two levels. The first level will present a
general overview of purchase processes. The second,
more detailed level explains purchase posting transac-
tions. The design of the general reference model is based
on ERP system educational materials on the purchase
area (Microsoft Corporation, 2008), while the design of
the purchase posting reference model is based on de-
velopment and consulting experiences in ERP solution
implementation projects.
4.1. Purchase reference model
The reference model (Figure 2) represents some ERP
system Dynamics NAV purchase processes. It can be
used by managers and business consultants to gain
a general overview of certain ERP system capabilities.
Figure 2: Purchase reference model (business view)
BUSINESS SYSTEMS RESEARCH - 2010 - Vol.01, No.1-2, 1-50 33
Practical usage of the reference model is expected at
lower levels of detail.
The structure of the reference model discussed in the fol-
lowing sections is as follows: purchase setup, purchase
order management and requisition management.
Purchase setup (1.1) processes elaborate on setup op-
tions that define the functionality of the purchase mod-
ule. Based on established practices, companies must
specify how they want the program to support them in
managing different aspects of their purchase transac-
tions. These are the general setup options applied to
all purchase transactions regardless of which item and
vendor are involved. Managing vendor (1.2) information
is an important part of managing the total purchases
and finances of a company. Basic information (such as
name, address and so on) and details (such as credit
limit, invoicing, discount and payment terms, currencies,
and a list of regularly supplied items) are recorded for
each vendor on a vendor card.
Posting setup (1.3) defines the connection between a
vendor and the accounts in the general ledger. This is
done by assigning a vendor to a posting group for bal-
ance sheet and income statement accounts. Companies
have the possibility to specify cost and discount informa-
tion (1.4) for each item on the item card, and are given
a functionality that facilitates the task of purchase price
management. The program automatically retrieves infor-
mation about the last direct cost stored on an item card
to copy it to the purchase order line for the item in ques-
tion.
The first step in a workflow involves making a blanket
order (2.1) or purchase quote (2.2). A blanket purchase
order represents a framework for an agreement be-
tween the company and a vendor. Blanket orders are
used when the company has committed to buying large
quantities of an item that are to be received in several
smaller shipments over a certain period of time. A quote
can be described as a draft order in which purchasing
agents can register the vendor’s offer specifying the
price, terms of sale, description of items etc. A blanket
order and quote can be converted into a purchase order
(2.3), which is a cornerstone of purchase management
functionality in Microsoft Dynamics NAV. Receipts and
invoices are posted from the purchase order.
The requisition management functionality (3.1, 3.2, and
3.3) helps automate the procurement process and en-
ables the purchasing agent to perform basic purchasing
activities more efficiently. The requisition worksheet cal-
culates a current and detailed purchase order proposal
plan, creates actual purchase orders from order proposal
lines, manually handles created purchase order proposal
lines, controls the flow of relevant information between
the departments concerned, and provides a practical
overview of the individual processes involved.
4.2. Purchase posting reference model
This section introduces a more technical view of ERP
system dynamics NAV. The purchase posting transac-
tion is presented with corresponding business objects
which enable particular activity. In order to design such
a reference model, we have upgraded the BPMN with
additional ERP system objects (Table 2).
The business object adds additional information to the
model. This could be very useful information for ERP
system analysts and developers especially in the design
and development phases of ERP system implementa-
tion. The reference model therefore can represent the
basis for technical documentation (Figure 3).
5. Use of the purchase reference model
in process renovation
This section shows how to use reference models in a
business process renovation. First an existing requisition
business process (Figure 4) in a trading and manufac-
Table 2: ERP solution Dynamics NAV business objects
The Use of Reference Models in Business Process Renovation - Pajk, D., Indihar Štemberger, M., Kovačič, A.
2010 - Vol.01, No.1-2, 1-50 - BUSINESS SYSTEMS RESEARCH34
Pajk, D., Indihar Štemberger, M., Kovačič, A. - The Use of Reference Models in Business Process Renovation
turing company is presented. The main activities of the
selected company are the wholesale of textile goods,
products and household services. The sales are focused
on the Slovenian market.
With the use of the purchase reference model presented
in the previous section, the existing requisition process
is renovated and a new to-be process (Figure 5) is sug-
gested. The to-be process is supported by ERP system
Dynamics NAV.
5.1. Purchase requisitions process modeling
The purchase requisitions process (Figure 4) explains
events that can trigger the requisition of a specific prod-
uct or service. These events can be:
external, e.g. a paper list from a warehouse or a•
confirmation or invoice from a supplier;
a released sales order in the case of a direct•
delivery where received goods are delivered directly
to the customer;
Figure 3: Purchase posting reference model (technical view)
a confirmed requisition; or•
a requisition plan which has information regarding the•
optimal inventory level, requisition time periods etc.
Regardless of the source, currently in all cases the
purchase order is manually entered into the system by
purchasing clerks. The owner of the requisition plan is
purchasing manager. The plan is supported by Microsoft
Excel.
The presented process involves a lot of manual work,
especially with the entering of purchase orders and up-
dating of the purchase plan.
5.2. Purchase requisitions process renovation
Process renovation is achieved based on a comparison
between the purchase reference model of an ERP sys-
tem Dynamics NAV, presented in section 4.1 and the
purchase requisitions process (Figure 4). The activities of
BUSINESS SYSTEMS RESEARCH - 2010 - Vol.01, No.1-2, 1-50 35
the new to-be process (Figure 5) have a corresponding
number of reference model sub-processes. This repre-
sents a link and explains which component of an ERP
system supports the specific activity of the company’s
process. The result of the comparison shows the degree
of fit and how many modifications would be needed on
the ERP system side.
A reduction of manual work and many other advantages
are achieved with the next process improvements:
sales order lines, in the case of direct delivery, are•
now directly transferred to purchase orders (the
purchasing clerk does not have to manually enter
them again);
the confirmed requisition is already entered in the•
system as a purchase quote (a blanket order is
converted into a purchase order automatically); and
a requisition plan based on predefined parameters•
suggests the necessary requisitions and also
automatically creates purchase orders.
6. Conclusion
The redesign of business processes and implementation
of an IS can represent the best way to face the challeng-
es of today’s changing business environment. Informa-
tion systems require constant change, renovation and
adaptation to meet actual business needs.
Conceptual models play an increasingly important role
Figure 4: Purchase requisitions process (as-is)
in all phases of the information systems life cycle. For
instance, they are used for business engineering, infor-
mation systems development and the customizing of
ERP systems. The design of such models is often cost-
and time-consuming. The concept of reference model-
ing has been introduced to overcome these failures and
improve the development of enterprise-specific models.
Reference models are generic conceptual models which
formalize recommended practices for a special domain.
They deliver best practice information that can be used
many times.
In the paper we presented alternative possibilities for the
selection and implementation of an ERP system. In sec-
ond section we introduced the reference model concept.
In the third section we suggested the Dynamics NAV
purchase reference model based on BPMN. We also up-
graded the BPMN with additional ERP system objects,
which bring additional information to the model.
In the last section we presented how to use reference
models in business process renovation. First, an existing
requisition business process in a trading and manufac-
turing company was presented. Based on the compari-
son between the suggested reference model and the as-
is process we designed the to-be process and explained
the modifications. We presented many positive effects
that reference models have on business. In the future we
should devote more attention to this area, especially in
practice.
The Use of Reference Models in Business Process Renovation - Pajk, D., Indihar Štemberger, M., Kovačič, A.
2010 - Vol.01, No.1-2, 1-50 - BUSINESS SYSTEMS RESEARCH36
Pajk, D., Indihar Štemberger, M., Kovačič, A. - The Use of Reference Models in Business Process Renovation
Figure 5: Purchase requisitions process (to-be)
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Dejan Pajk, MSc is a young researcher at the Faculty of Economics,
University of Ljubljana, Slovenia. His research interests include IS sup-
port, business process renovation and their impact on organizational
performance. He works on consulting projects in the area of business
process renovation. He has also worked as a consultant and developer
in many ERP systems implementation projects.
Mojca Indihar-Štemberger is an Associate Professor of informa-
tion management at the Faculty of Economics, University of Ljubljana,
Slovenia. Her research interests encompass business process man-
agement, e-business and decision support systems. She received her
Master in Computer and Information Science degree in 1996, and her
PhD in Information Science in 2000 from the University of Ljubljana. Dr
Indihar Štemberger has published several scientific and professional
papers. She has been a consultant for business process change on
several projects in the public and private sectors. Since 2001 she has
been president of the Slovenian information management conference
and she was conference chair of the InSITE 2007 conference.
Dr. Andrej Kovačič is a Full Professor of information management
at the Faculty of Economics, University of Ljubljana, Slovenia. He has
published several scientific and professional papers and been engaged
as a consultant and project manager in several Business Process Re-
engineering and Information System development projects. He is an
expert on Management Consulting and IT, a Management Consultant
(PHARE-Cegos Certificate) and an EDP (Information Systems) auditor.
He is chair of the Slovenian Business Process Management confer-
ence and a member of the editorial board of the Slovenian journal for
business informatics, Uporabna informatika.
The Use of Reference Models in Business Process Renovation - Pajk, D., Indihar Štemberger, M., Kovačič, A.
2010 - Vol.01, No.1-2, 1-50 - BUSINESS SYSTEMS RESEARCH38

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The use of_reference_models_in_business_process_renovation

  • 1. The Use of Reference Models in Business Process Renovation Dejan Pajk University of Ljubljana, Faculty of Economics, Kardeljeva ploščad 17, 1000 Ljubljana, Slovenia dejan.pajk@ef.uni-lj.si Mojca Indihar Štemberger University of Ljubljana, Faculty of Economics, Kardeljeva ploščad 17, 1000 Ljubljana, Slovenia mojca.stemberger@ef.uni-lj.si Andrej Kovačič University of Ljubljana, Faculty of Economics, Kardeljeva ploščad 17, 1000 Ljubljana, Slovenia andrej.kovacic@ef.uni-lj.si Abstract Enterprise resource planning (ERP) systems are often used by companies to automate and enhance their busi- ness processes. The capabilities of ERP systems can be described by best-practice reference models. The purpose of the article is to demonstrate the business process renovation approach with the use of reference models. Although the use of reference models brings many positive effects for business, they are still rarely used in Slovenian small and medium-sized compa- nies. The reasons for this may be found in the reference models themselves as well as in project implementation methodologies. In the article a reference model based on Microsoft Dynamics NAV is suggested. The reference model is designed using upgraded BPMN notation with additional business objects, which help to describe the models in more detail. Keywords: ERP solution, reference model, business process renovation, Microsoft Dynamics NAV, BPMN JEL Classification: M, M1, M15 1. Introduction Companies and other organizations are using enterprise resource planning (ERP) systems more and more exten- sively. ERP systems support most of the key functions of an enterprise such as logistics, sales, and financial man- agement. These systems are generic and the functional- ity they provide can serve a large variety of enterprises. The implementation of an ERP system involves a pro- cess of customizing the generic package and aligning it with the specific needs of the enterprise (Soffer, Golany & Dori, 2003). It is very important to select an appropriate ERP sys- tem. The decision concerning the purchase of individual modules or their development can only be made on the basis of good knowledge of business needs, which have to be compared with the capabilities of an ERP system (Kovačič & Bosilj Vukšić, 2005). ERP system capabilities are best described by reference models. Reference models are generic conceptual mod- els that formalize recommended practices for a certain domain (Rosemann & van der Aalst, 2007). It represents one or more pre-engineered and integrated organiza- tional views. The type of reference model could be a business process reference model, or a description of data flows (Enterprise Integration Inc., 2007). The use of reference models has many positive effects for business (Kirchmer, 2009; Fettke & Loos, 2007). De- spite that, they are still rarely used in Slovenian small and medium-sized companies. The reasons for this can be found in the reference models as well as in implementa- tion methodologies. For some ERP systems reference models have not been developed yet. Developing mod- els from scratch can be very time- and cost-consuming. Therefore, it is reasonable to reuse existing reference models as a starting point to develop specific concep- tual models (Becker, Beverungen & Knackstedt, 2010). The aim of this article is to present the business process renovation approach with the use of reference models. Our research goals are to: review the reference models research area;• suggest Microsoft Dynamics NAV reference models;• upgrade BPMN (Business Process Modeling• Notation) with additional information objects that enable the design of reference models on a more detailed level; and present the use of reference models.• The structure of the paper is as follows: the first sec- tion introduces the business renovation concept and identifies the role of ERP systems. Section two gener- ally describes reference models. Section three suggests the Dynamics NAV purchase reference model based on BPMN. The last section shows how to use reference models in business process renovation. First, an exist- ing (as-is) business process is presented and then, with the use of a reference model, a to-be process is sug- gested. 2. Business Renovation and ERP systems The rapid and constant changes that are very common in today’s business environments affect not only business The Use of Reference Models in Business Process Renovation - Pajk, D., Indihar Štemberger, M., Kovačič, A. 2010 - Vol.01, No.1-2, 1-50 - BUSINESS SYSTEMS RESEARCH30
  • 2. Pajk, D., Indihar Štemberger, M., Kovačič, A. - The Use of Reference Models in Business Process Renovation itself, but also its supporting business information sys- tems (IS). As a result, IS require constant change, reno- vation and adaptation to meet actual business needs. Business renovation is presented as the highest level of a strategy for managing change that usually cannot be handled by continuous improvement and reengineering methods or organizational restructuring (Kovacic, 2001). Process renovation is a reengineering strategy that criti- cally examines current business policies, practices and procedures, rethinks them and then redesigns critical products, processes and services (Prasad, 1999). The implementation of large IS is impossible without first altering business processes, while renovation is essential in order to extract the maximum benefit from IS products. In the past, companies first decided how they wanted to do business and then selected the soft- ware package that supported their business processes. They made many modifications to ensure a tight fit. This changed with the introduction of ERP systems that often required business processes to be modified to fit the IS (Davenport, 1998). An ERP system is a business management system that comprises integrated sets of comprehensive software that can be used, when successfully implemented, to manage and integrate all business processes and func- tions within an organization. They usually include a set of mature business applications and tools for financial and cost accounting, sales and distribution, management of materials, human resources, production planning and computer integrated manufacturing, supply chain, and customer information (Kovačič & Bosilj Vukšić, 2005). Nowadays many organizations support their processes by purchasing ERP systems. The rate of unsuccessful projects is significantly high. The main reason for this is the underestimation of the complexity of such a project that requires several organizational changes and the involvement of employees. The massive organizational changes involved in ERP implementation result from the shift in business design from a fragmented, functional- based organizational structure to a process-based one (Davenport, 1998). It is very important to select an appropriate ERP system. The selection process should be based on a comparison of business needs and the capabilities of an ERP system (Kovačič & Bosilj Vukšić, 2005). Business needs are best described by organization’s strategy and desired busi- ness processes. Processes inside an organization have to be compared with the ERP system’s capabilities (Fig- ure 1). Based on the comparison a company can choose be- tween three alternatives. The first is to adapt an ERP system to their business processes. Most ERP systems allow a certain degree of customizations and parameter- ization. This alternative can cause high additional costs along with problems in further maintenance and upgrade projects. The second alternative is the adaption of business pro- cesses to an ERP system. Typically, the delivery of best practice applies more usefully to large organizations and especially where there is a required standard, or where the process is a commodity like accounting processes. This is because the procedure of capturing and report- ing standardized or commodity content can be readily codified within the ERP software, and then replicated across multiple businesses with the same business re- quirements. The disadvantage of this alternative is that an organiza- tion might lose the advantage of a unique and perhaps a better business practice. Best-practice processes are comparable to everyone else in the industry sector and therefore erode competitive advantage. The third alterna- tive is to combine the acquired ERP system, integrated best-of-breed systems and engineered adapted or built applications. This is the best possible alternative for the majority of cases (Štemberger & Kovacic, 2008). The comparison therefore requires clear business needs on one side and recognized capabilities of ERP system on the other side. ERP system capabilities can be pre- sented by ERP consultants, user manuals, training ma- terials etc. The best way to formalize the capabilities of Source: A. Kovačič & M. Indihar Štemberger, The Role of Business Process Modeling in ERP Implementation Projects, 2008 Figure 1: The alternatives for selecting and implementing an ERP system BUSINESS SYSTEMS RESEARCH - 2010 - Vol.01, No.1-2, 1-50 31
  • 3. an ERP system is by process reference models. They can be used to describe the features of different ERP packages. Based on such a description, it is possible to compare and select an appropriate ERP package for an enterprise. 3. Business Process Reference Models Process design is a key phase in the renovation of a business process. The resulting blueprint is the basis for implementation and execution, as well as monitor- ing and controlling processes. Ensuring such modeling quality can be very time-consuming. The use of process templates significantly increases the efficiency and effec- tiveness of the process design phase. The process tem- plates are generally called business process reference models (Kirchmer, 2009). A reference model encompasses one or more pre-en- gineered and integrated organizational views. For ex- ample, one type of reference model might be a business process reference model, or a depiction of data flows (Enterprise Integration Inc., 2007). It is an abstraction to facilitate understanding of the relationships among vari- ous objects, and for the development of consistent stan- dards or specifications supporting an integrated environ- ment. A reference model is based on a small number of unifying concepts and may be used as a basis for education and explaining standards to non-specialists (AGIMO, 2007). In the literature we can find several other definitions of reference models. Rosemann (2003) defines reference models as generic conceptual models that formalize rec- ommended practices for a certain domain. Fettke and Loos (2003) contended that a reference model repre- sents a class of domains. Reference models have the following characteristics (Fettke & Loos, 2007; Fettke & Loos, 2003; Kirchmer, 1999; Scheer, 1998): a representation of best practices (providing best• practices for conducting business); universal applicability (representing a class of do-• mains, not a particular enterprise); and reusability (they can be understood as blueprints for• developing information systems, they can be structured for easy adaptability to company-specific situations). Reference models play an increasingly important role in activities such as business engineering (Scheer, 2000), information systems development (Winter, 1994) cus- tomizing of ERP systems (Rosemann & van der Aalst, 2007) and training and research (Thomas, 2006). In or- der to be able to use reference models, they must be adapted to the requirements of a specific enterprise. Reference models are also called universal models, ge- neric models or model patterns. Reference models represent the content of various do- mains. The most important types are the following (Kirch- mer, 2009; Fettke & Loos, 2003): industry reference models (representing the best• practices of a specific industry sector); software reference models (these could be• traditional applications such as ERP systems, or a reference model representing the sub-process supported by service-oriented architecture (SOA); procedural reference models (e.g., a project• management reference model); and company reference models (representing best• practices within a company or a company group). Process reference models (Table 1) integrate the well- known concepts of business process reengineering, benchmarking, and process measurement into a cross- functional framework (eKnowtion, 2009). Certain types of software are designed and developed once, and then replicated many times (e.g. Microsoft Office). Certain software vendors (e.g. SAP, Oracle etc.) have applied this same concept at the enterprise level. Source: eKnowtion, Achieving Operations Excellence with SCOR, 2009 Business Process Reengi- neering Benchmarking Best Practices Analysis Process Reference Model Capture the “as-is” state of a process and derive the desired “to-be” future state. Capture the “as-is” state of a process and derive the desired “to-be” future state. Quantify the operational perfor- mance of similar companies and establish internal targets based on “best-in-class” results. Quantify the operational perfor- mance of similar companies and establish internal targets based on “best-in-class” results. Characterize the management practices and software solutions that result in “best-in-class” performance. Characterize the management practices and software solutions that result in “best-in-class” performance. Table 1: The process reference model concept The Use of Reference Models in Business Process Renovation - Pajk, D., Indihar Štemberger, M., Kovačič, A. 2010 - Vol.01, No.1-2, 1-50 - BUSINESS SYSTEMS RESEARCH32
  • 4. Pajk, D., Indihar Štemberger, M., Kovačič, A. - The Use of Reference Models in Business Process Renovation They have designed and developed modular standard software solutions that enable business applications to be deployed across the enterprise. The idea is to imple- ment the software with minimum modifications in order to avoid the associated costs and risks (Enterprise Inte- gration Inc., 2007). The use of reference modeling has different economic effects on the modeling process (Hilt, 2007; Fettke & Loos, 2007; Kirchmer, 2009): a decrease in costs (reference models can be reused• so the development costs of the reference model can be saved); a decrease in modeling time (the knowledge• contained in the reference model reduces learning and development time, allowing the identification of and a direct focus on critical processes); an increase in model quality (reference models are• proven solutions and provide better model quality and an awareness of own deficiencies); and a decrease in modeling risk (the risk of failures• during reference model usage can be reduced because reference models are already validated). Possible disadvantage of using reference models is that an organization might lose some advantage of its unique and perhaps better business practices. The best prac- tice represented by reference models is more or less widely used in the industry sector and therefore cannot represent a source of competitive advantage. 4. Purchase reference model design ERP-specific reference process models describe the main ERP processes on different levels. Depending on the underlying methodology these models include details of the control flow, organizational units, input and output data and business objects. Further, it is usually possible to refer to the relevant part of the online documentation and, at the lowest level, even to the corresponding ERP transaction (Rosemann, 2000). The reference model of the ERP solution Microsoft Dy- namics NAV (Dynamics NAV) has not yet been published. In this section I will therefore suggest a purchase refer- ence model on two levels. The first level will present a general overview of purchase processes. The second, more detailed level explains purchase posting transac- tions. The design of the general reference model is based on ERP system educational materials on the purchase area (Microsoft Corporation, 2008), while the design of the purchase posting reference model is based on de- velopment and consulting experiences in ERP solution implementation projects. 4.1. Purchase reference model The reference model (Figure 2) represents some ERP system Dynamics NAV purchase processes. It can be used by managers and business consultants to gain a general overview of certain ERP system capabilities. Figure 2: Purchase reference model (business view) BUSINESS SYSTEMS RESEARCH - 2010 - Vol.01, No.1-2, 1-50 33
  • 5. Practical usage of the reference model is expected at lower levels of detail. The structure of the reference model discussed in the fol- lowing sections is as follows: purchase setup, purchase order management and requisition management. Purchase setup (1.1) processes elaborate on setup op- tions that define the functionality of the purchase mod- ule. Based on established practices, companies must specify how they want the program to support them in managing different aspects of their purchase transac- tions. These are the general setup options applied to all purchase transactions regardless of which item and vendor are involved. Managing vendor (1.2) information is an important part of managing the total purchases and finances of a company. Basic information (such as name, address and so on) and details (such as credit limit, invoicing, discount and payment terms, currencies, and a list of regularly supplied items) are recorded for each vendor on a vendor card. Posting setup (1.3) defines the connection between a vendor and the accounts in the general ledger. This is done by assigning a vendor to a posting group for bal- ance sheet and income statement accounts. Companies have the possibility to specify cost and discount informa- tion (1.4) for each item on the item card, and are given a functionality that facilitates the task of purchase price management. The program automatically retrieves infor- mation about the last direct cost stored on an item card to copy it to the purchase order line for the item in ques- tion. The first step in a workflow involves making a blanket order (2.1) or purchase quote (2.2). A blanket purchase order represents a framework for an agreement be- tween the company and a vendor. Blanket orders are used when the company has committed to buying large quantities of an item that are to be received in several smaller shipments over a certain period of time. A quote can be described as a draft order in which purchasing agents can register the vendor’s offer specifying the price, terms of sale, description of items etc. A blanket order and quote can be converted into a purchase order (2.3), which is a cornerstone of purchase management functionality in Microsoft Dynamics NAV. Receipts and invoices are posted from the purchase order. The requisition management functionality (3.1, 3.2, and 3.3) helps automate the procurement process and en- ables the purchasing agent to perform basic purchasing activities more efficiently. The requisition worksheet cal- culates a current and detailed purchase order proposal plan, creates actual purchase orders from order proposal lines, manually handles created purchase order proposal lines, controls the flow of relevant information between the departments concerned, and provides a practical overview of the individual processes involved. 4.2. Purchase posting reference model This section introduces a more technical view of ERP system dynamics NAV. The purchase posting transac- tion is presented with corresponding business objects which enable particular activity. In order to design such a reference model, we have upgraded the BPMN with additional ERP system objects (Table 2). The business object adds additional information to the model. This could be very useful information for ERP system analysts and developers especially in the design and development phases of ERP system implementa- tion. The reference model therefore can represent the basis for technical documentation (Figure 3). 5. Use of the purchase reference model in process renovation This section shows how to use reference models in a business process renovation. First an existing requisition business process (Figure 4) in a trading and manufac- Table 2: ERP solution Dynamics NAV business objects The Use of Reference Models in Business Process Renovation - Pajk, D., Indihar Štemberger, M., Kovačič, A. 2010 - Vol.01, No.1-2, 1-50 - BUSINESS SYSTEMS RESEARCH34
  • 6. Pajk, D., Indihar Štemberger, M., Kovačič, A. - The Use of Reference Models in Business Process Renovation turing company is presented. The main activities of the selected company are the wholesale of textile goods, products and household services. The sales are focused on the Slovenian market. With the use of the purchase reference model presented in the previous section, the existing requisition process is renovated and a new to-be process (Figure 5) is sug- gested. The to-be process is supported by ERP system Dynamics NAV. 5.1. Purchase requisitions process modeling The purchase requisitions process (Figure 4) explains events that can trigger the requisition of a specific prod- uct or service. These events can be: external, e.g. a paper list from a warehouse or a• confirmation or invoice from a supplier; a released sales order in the case of a direct• delivery where received goods are delivered directly to the customer; Figure 3: Purchase posting reference model (technical view) a confirmed requisition; or• a requisition plan which has information regarding the• optimal inventory level, requisition time periods etc. Regardless of the source, currently in all cases the purchase order is manually entered into the system by purchasing clerks. The owner of the requisition plan is purchasing manager. The plan is supported by Microsoft Excel. The presented process involves a lot of manual work, especially with the entering of purchase orders and up- dating of the purchase plan. 5.2. Purchase requisitions process renovation Process renovation is achieved based on a comparison between the purchase reference model of an ERP sys- tem Dynamics NAV, presented in section 4.1 and the purchase requisitions process (Figure 4). The activities of BUSINESS SYSTEMS RESEARCH - 2010 - Vol.01, No.1-2, 1-50 35
  • 7. the new to-be process (Figure 5) have a corresponding number of reference model sub-processes. This repre- sents a link and explains which component of an ERP system supports the specific activity of the company’s process. The result of the comparison shows the degree of fit and how many modifications would be needed on the ERP system side. A reduction of manual work and many other advantages are achieved with the next process improvements: sales order lines, in the case of direct delivery, are• now directly transferred to purchase orders (the purchasing clerk does not have to manually enter them again); the confirmed requisition is already entered in the• system as a purchase quote (a blanket order is converted into a purchase order automatically); and a requisition plan based on predefined parameters• suggests the necessary requisitions and also automatically creates purchase orders. 6. Conclusion The redesign of business processes and implementation of an IS can represent the best way to face the challeng- es of today’s changing business environment. Informa- tion systems require constant change, renovation and adaptation to meet actual business needs. Conceptual models play an increasingly important role Figure 4: Purchase requisitions process (as-is) in all phases of the information systems life cycle. For instance, they are used for business engineering, infor- mation systems development and the customizing of ERP systems. The design of such models is often cost- and time-consuming. The concept of reference model- ing has been introduced to overcome these failures and improve the development of enterprise-specific models. Reference models are generic conceptual models which formalize recommended practices for a special domain. They deliver best practice information that can be used many times. In the paper we presented alternative possibilities for the selection and implementation of an ERP system. In sec- ond section we introduced the reference model concept. In the third section we suggested the Dynamics NAV purchase reference model based on BPMN. We also up- graded the BPMN with additional ERP system objects, which bring additional information to the model. In the last section we presented how to use reference models in business process renovation. First, an existing requisition business process in a trading and manufac- turing company was presented. Based on the compari- son between the suggested reference model and the as- is process we designed the to-be process and explained the modifications. We presented many positive effects that reference models have on business. In the future we should devote more attention to this area, especially in practice. The Use of Reference Models in Business Process Renovation - Pajk, D., Indihar Štemberger, M., Kovačič, A. 2010 - Vol.01, No.1-2, 1-50 - BUSINESS SYSTEMS RESEARCH36
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