Proposal

Options analysis Business process analysis

Business case

Project plan

Handover report

Completion report

Business requirements specification

Project name
Business process analysis (BPA)

Project Name Business Process Analysis (BPA)

Tips for completing templates

Every section of the template should be addressed. If the section is not relevant to the project, use not applicable to this project. This enables the project manager to tailor the documentation to the needs of the project, while ensuring the knowledge areas of project management have been addressed. While deleting the guidance box streamlines the appearance of the document it is also useful to save a version with all guidance intact. This allows you to review the guidance again if any changes are required to the document, following review by other parties. Information can be presented in table form. This document should be managed in accordance with the Department of Transport and Main Roads Recordkeeping Policy. Any appendices at the back of the document are tools to assist in documenting the relevant information. The appendices have generally been developed for major projects and may need to be tailored to the size and complexity of the project. It is important therefore to take the time to determine which ones are relevant to the project. In order for the approving officers to know that the appendices have been considered, use not applicable where appropriate, rather than just omitting or deleting an appendix. It could be useful to refer to a completed business process analysis document as an example of how to complete this document. Templates should be completed in a language that is: clear and easy to understand pleasant to read well-punctuated and grammatically correct.

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Document control sheet

Action statement
Date Name Position Action required
(Review/Endorse/Approve)

Due date

Version history
Version no. Date dd/mm/yyyy Changed by Nature of amendment Initial draft.

Prepared by: Title: Branch/District: Division/Region: Location: Version no: Version date: Status: DMS ref. no: File/Doc no:

Name Job title Branch/District Division/Region Floor, street, city 0.1 dd mmmm yyyy Initial Draft / Consultation Draft / Approved Document / Minor Revision / Major Revision DMS reference number File number/document number

Contact for enquiries and proposed changes

If you have any questions regarding this document or if you have a suggestion for improvements, please contact:

Project Manager: Insert Project Manager's name here Phone:

Insert phone number here

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Business process analysis approval The following officers have approved this document.
In signing this approval: I agree that the document meets the standard required for the business process analysis. I understand the financial and other impacts associated with approving this business process analysis.

Project customer (accountable for ensuring the stated benefit(s) of the project to the business have been measured and achieved). Name Position Signature Date

Project sponsor (accountable for representing the organisation(s) delivering the project). Name Position Signature Date

The following key stakeholders critical to the projects success have endorsed this document. Name Position Signature Add further names as required Date

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Contents
1 Introduction...............................................................................................................7 1.1 Purpose of this document........................................................................................7 1.2 References..............................................................................................................7 1.3 Definitions................................................................................................................8 2 Governance...............................................................................................................8 2.1 Project customer .....................................................................................................8 2.2 Project sponsor .......................................................................................................8 2.3 Project manager......................................................................................................8 3 Stakeholders.............................................................................................................9 4 Background...............................................................................................................9 5 Current situation.......................................................................................................9 6 Purpose or objectives of the project....................................................................10 6.1 Purpose or objective..............................................................................................10 6.2 Links with the departments objectives..................................................................10 7 Scope of project.....................................................................................................10 7.1 In scope.................................................................................................................10 7.2 Out of scope..........................................................................................................10 7.3 Related projects.....................................................................................................11 7.4 Constraints............................................................................................................11 7.5 Urgency.................................................................................................................11 7.6 Assumptions..........................................................................................................11 8 Impacts....................................................................................................................12 8.1 Internal...................................................................................................................12 8.2 External.................................................................................................................12 8.3 Maintenance and support .....................................................................................13 9 Method to date........................................................................................................13 10 Outstanding issues..............................................................................................13 11 Business processes.............................................................................................14 12 Process maps.......................................................................................................15 12.1 Current business process (as is).........................................................................15 12.2 Proposed business process (to be).....................................................................15
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13 Project performance measurement....................................................................15 14 Product benefits realisation................................................................................16

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1 Introduction
In completing this business process analysis document, please review the relevant sections from previous project documentation and revise the information where appropriate. To delete this guidance text box, double mouse click in the left margin and then press delete.

1.1 Purpose of this document

To record and obtain agreement on the new or changed business processes requiring introduction or changes resulting from the implementation of the project.
To record and obtain agreement on the business processes requiring introduction or change as a result of the project. The business process analysis is one component of the departments standard approach to project management. For many projects, two business process analyses may be necessary and this template is meant to service both those documents. Initially, a preliminary business process analysis (PBPA) suitable for input into the options analysis and business case processes may be required and subsequently a final business process analysis (FBPA) will be required to be prepared after the business case and preceding the preparation of the business requirements specification. The PBPA would have a higher level of detail than the FBPA which will be prepared at a later stage of the project and will focus on a lower level of detail pertinent to the selected option as outlined in the options analysis and business case. The PBPA describes what functions are required by the business but not necessarily how. The FBPA addresses not only the what but the how of the projects implementation. The two business process analysis documents should be reviewed as distinctly separate documents and the cover sheet should be amended to describe whether the document is a PBPA or a FBPA.

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Type here

1.2 References
This item lists any documents to which this document refers and could include reports on any previous investigations carried out. Include all previous documents prepared as part of this project. To delete this guidance text box, double mouse click in the left margin and then press delete.

Type here

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1.3 Definitions
In the table below, define any term the audience may not understand, including specific terms, abbreviations and acronyms. To delete this guidance text box, double mouse click in the left margin and then press delete.

Terms, abbreviations and acronyms

Meaning

2 Governance
2.1 Project customer
Accountable for ensuring the stated benefit(s) of the project to the business have been measured and achieved. Enter the name of the project customer.

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Insert name

2.2 Project sponsor

Accountable for representing the organisation that is delivering the project. Enter the name of the project sponsor.

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Insert name

2.3 Project manager

Appointed by the project sponsor to manage the project (and responsible for preparing this document). Enter the name of the project manager.

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Insert name

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3 Stakeholders
This section should illustrate the consultation undertaken with stakeholders in developing this document and the key findings of that consultation. List all stakeholders with an interest in this document including internal stakeholders (from regions/districts/divisions/branches with the department) and external stakeholders. Stakeholders may be listed in tabular form (as below) if considered appropriate. Stakeholders may be categorised (internal, external and so on) if appropriate.

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Stakeholder area

Stakeholder representative

Responsibility

Interest or context

4 Background
Provide a brief history to bring the reader up to date on the subject matter and associated business issues. Provide a brief history of the project including details of: who initiated the project and how it was initiated describe the products or services describe any other initiatives carried out previously to address related issues. To delete this guidance text box, double mouse click in the left margin and then press delete.

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5 Current situation
Describe here the current situation and the problems, needs or opportunities along with their associated impacts on internal and external stakeholders. To delete this guidance text box, double mouse click in the left margin and then press delete.

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6 Purpose or objectives of the project

6.1 Purpose or objective
A statement of what the project is expected to achieve including potential benefits based upon the current state of knowledge and understanding. To delete this guidance text box, double mouse click in the left margin and then press delete.

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6.2 Links with the departments objectives

Describe how the project links to departmental objectives. If the project has not originated from departmental objectives, then the need or justification for the project should be stated, together with some demonstration that this project is the right one to satisfy the need or to solve the problem.

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7 Scope of project
7.1 In scope
This defines the project boundaries to facilitate effective management of deliverables on time and to agreed or approved cost. The scope outlined in any previous document should be confirmed here or updated as necessary. List all items that are included in the scope of this project. To delete this guidance text box, double mouse click in the left margin and then press delete.

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7.2 Out of scope

List identified items that will not be delivered as part of this project. This is most important as it specifies items which will not be undertaken as part of this project. This assists in managing or avoiding scope creep. The importance of individual out of scope items should be mentioned. Such items may pose significant risks to the project if they are not done at all by others. This may create risks for the project which need to be recognised and managed. To delete this guidance text box, double mouse click in the left margin and then press delete.

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7.3 Related projects

List any related projects or proposals affecting this project (whether past, current or planned) and their relationship to this project. The impact of these on your project should be described. Such projects may pose significant risks to the project if they are not done at all by others or not completed in time. This may create risks for the project which need to be recognised and managed. To delete this guidance text box, double mouse click in the left margin and then press delete.

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7.4 Constraints
Restrictions which will limit the way the objective is to be achieved (describe anything that might impact on the successful development or implementation of the project). This may include restrictions on budget of funding, political issues, limited resources to work on the project, timing constraints or constraints on the implementation of the outcomes of the project. To delete this guidance text box, double mouse click in the left margin and then press delete.

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7.5 Urgency
Identify the urgency of the project stating reasons. To delete this guidance text box, double mouse click in the left margin and then press delete.

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7.6 Assumptions
List all assumptions made in producing this document. To delete this guidance text box, double mouse click in the left margin and then press delete.

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8 Impacts
This can be completed in narrative or table format. Identify areas of potential impact, the nature of impact and who will be impacted (internal and external). Include both the impacts envisaged during the life of the project (that is, costs, disruptions, temporary arrangements, and so on) and ongoing impacts resulting from the projects product or deliverables.

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8.1 Internal
This item describes when, where and how the project will impact on areas within the department and should include an outline of both positive and negative influences. Consider here the culture change and change management aspects that will be needed to introduce the proposed changes the project will bring. Impacts on staff and likely staff attitudes need to be considered as well as the impacts on the business. To delete this guidance text box, double mouse click in the left margin and then press delete.

Type here Area within the department Nature of impact

8.2 External
This item describes the impact that the project will have outside the department and includes both positive and negative impacts on external stakeholders. To delete this guidance text box, double mouse click in the left margin and then press delete.

Type here Area external to the department Nature of impact

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8.3 Maintenance and support

Outline any maintenance arrangements that have been established. Confirm that maintenance agreements and contracts are documented. Outline any other support arrangements that have been established for project outputs.

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9 Method to date
In this section describe the steps taken in developing this document. Describe any investigations carried out, research methodology used and consultation carried out to date. To delete this guidance text box, double mouse click in the left margin and then press delete.

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10

Outstanding issues
List here any requirements that have been broadly identified but are as yet unresolved at the appropriate level of detail. To delete this guidance text box, double mouse click in the left margin and then press delete.

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11

Business processes
In this section, document all of the existing business processes that this project will affect. Identify the areas that are impacted by these changes. Also, list any new processes required to support this project. Indicate the areas affected by these new processes. This information may best be illustrated in tabular form similar to that shown below. To delete this guidance text box, double mouse click in the left margin and then press delete.

Type here Item no. Business process Impact area Reference

Item number a sequential numbering series suitable to the project. Impact areas the business areas upon which the impact of change will take place (for example, Customer Service Centres and Call Centres). Reference record points of reference such as sections of legislation, regulations, minutes, briefing notes, internal policy or other documentation relevant to the particular business process and rules.

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12

Process maps
The following process maps show the business processes affected by the project.
These maps will be at a high level for the PBPA document but refined to a detail level in the FBPA document since the selected option is then known and the level of detailed information will be further advanced. To delete this guidance text box, double mouse click in the left margin and then press delete.

Type here

12.1 Current business process (as is)

Show the process map for the current business process (as is). To delete this guidance text box, double mouse click in the left margin and then press delete.

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12.2 Proposed business process (to be)

Show the process map for the proposed business process (to be). To delete this guidance text box, double mouse click in the left margin and then press delete.

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13

Project performance measurement

Detail how the performance of the project will be measured during the projects life. An example table format is shown below. To delete this guidance text box, double mouse click in the left margin and then press delete.

Type here

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14

Product benefits realisation

Detail how the benefits of the project will be measured. This may or may not be during the life of the project. Consider business outcomes such as triple bottom line here. An example table format is shown below. To delete this guidance text box, double mouse click in the left margin and then press delete.

Type here Success criteria Responsibility Measurement method KPI Target

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