IT solution change process/Routine activity, Review meeting, Accumulate opinions of each section, Termination indication



This process helps you to discuss the IT solution that your organization has and how to improve IT service of your company regularly. When you use this system, you need to accumulate opinions and agreements from all over your company.

Summary

 * 1) System upgrade staffs are selected in system administration section. (hereinafter called people in charge) They hold review meeting on the second Monday every month.
 * 2) What you are discussed in the meeting are recorded as conference notes.
 * 3) The conference notes are checked and adopted in each section.
 * 4) People in charge check whether the conference notes are adopted or not. If they are not adopted, people in charge hold review meeting again.
 * 5) You are able to determine how to upgrade the system only after the conference notes are adopted in every section.

Participant

 * Information system section (informationSystem@company.com)
 * Director (informationSystem-leader@company.com)
 * A person in charge (informationSystem-person@company.com)
 * Sale department person in charge (sales-person@company.com)
 * Marketing department person in charge (marketing-person@company.com)
 * General affairs department person in charge (generalAffairs-person@company.com)
 * Accounting department person in charge (generalAccounting-person@company.com)
 * Corporate development person in charge (businessDevelopment-person@company.com)

People in charge are selected in each section and they attend the meeting and accumulate opinions of their sections.

Feature

 * Termination indication of this process by information system director.
 * It is often difficult to gather opinions of each section because in this process, consensus among all the sections is considered to be the top priority. Information system director sometimes stops this process for the time being, assuming that the meeting would be restarted from the beginning. People in charge with information system director sometimes adjust the schedule to each section and they restart the routine meeting.

Process owner
Information system director (informationSystem-leader@company.com)

Information system director is able to adjust the contents of this process to each section and determine the way of agreement.

Process diagram
digraph obtain_estimate { compound=true; graph [size="10,15",rankdir=LR]; node [shape=box, style=rounded]; edge [color="#444444", labelfloat=true]; //label text float OFF(=true) subgraph clusters{ labeljust=l; label="informationSystem@company.com(Information system section)"; subgraph clustersp{ labeljust=l; label="informationSystem-person@company.com\n(A person in charge)"; SPT [label="", shape=circle, width="0.3"]; SPE [label="", shape=circle, width="0.3", style=bold]; SP1 [label="SP1:Routine meeting",style=dotted]; SP2 [label="SP2:editing\nthe conference note"]; SP3 [label="SP3:Checking\nthe accumulating R results"]; SP4 [label="SP4:Review meeting to\ndiscuss the suggestions",style=dotted]; SP5 [label="SP5:Checking\nthe termination indication"]; SPT -> SP1 [style=dotted]; SP1 -> SP2 [weight=10,style=dotted] ; SP2 -> SP3 [style=invis,weight=10]; SP3 -> SP4 [arrowtail=odiamond,label="Any suggestions",style=dotted]; SP4 -> SP2 [style=dotted,weight=10]; SP3 -> SPE [arrowtail=rcrowlvee,label="No suggestion",weight=10]; SP2 -> SP4 [style=invis,weight=10]; SP5 -> SPE ; {rank=same;SP3,SP4,SP5}; {rank=same;SP1,SP2}; } subgraph clusterl{ labeljust=l; label="informationSystem-leader@company.com\n(Director)\n\n"; L1 [label="L1:Adopting\nthe conference note"]; } SP2 -> L1 [tailport=se]; L1 -> SP1 [arrowtail=odiamond,headlabel="Rejection",tailport=w,headport=s]; SP1 -> L1 [dir=back,style=invis]; L1 -> SP5 [arrowtail=odiamond,taillabel="Termination indication"]; } subgraph clusterm{ labeljust=l; label="marketing-person@company.com\n(Marketing department person in charge)"; M1 [label="M1:the conference note R\nin this section"]; } subgraph clustera{ labeljust=l; label="generalAffairs-person@company.com\n(General affairs department person in charge)"; A1 [label="A1:the conference note R\nin this section"]; } subgraph clusterg{ labeljust=l; label="generalAcounting-person@company.com\n(Accounting department person in charge)"; G1 [label="G1:the conference note R\nin this section"]; } subgraph clusterb{ labeljust=l; label="businessDevelopment-person@company.com\n(Corporate development person in charge)"; B1 [label="B1:the conference note R\nin this section"]; } {M1,A1,G1,B1} -> L1 [dir=back,arrowhead=odiamond,headlabel="Approval",headport=s,color=blue]; {M1,A1,G1,B1} -> SP3 [headport=w,tailport=n,color=green]; }
 * (note) "R" in diagram represents review.
 * (note) The persons in charge in each section should attend SP1 and SP2 meeting.
 * (note) BPMS do not put SP1 task started by timer event into practice. On BPMS, editing the conference note editing task in SP2 is executed and induced in timer event. In description of process diagram "SP4" is similar to this task.