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Symbio User Manual

1. Add Diagrams amp Objects Structure Processes Organization 4 Customer Ltd 4 Corporate Management r FT FF Y 5r xv F F F PLM Consulting Customer specific development Logistics Purchasing Service IT service HR Finance Controlling 4 QM and BPM management Process management 4 Ploetz Zeller GmbH k Standard development 4 IT project team P consultant P senior consultant Produktprozessdatenbank_1 Symbio al Preview E Expand Te Evaluation Export organ zatiorf _ documents Fi Details Export organization documents Gli Target folder File name pattern iprefixHname date time suffix Extended export options Apply stronger file name escaping Ab Only elements of type Organizational Unit will be exported Organizational Unit Organizational Unit Organizational Unit Organizational Unit Organizational Unit Organizational Unit Organizational Unit Organizational Unit 3 Organizational Unit Organizational Unit Organizational Unit Figure 38 Create a complete manual onal Unit x emm Company Visualize Symbio 4 3 46 5 Release Notes Symbio 4 3 e File storage format e Process types and hierarchy of processes See Building and managing the process architecture e Filtering process data See Symbio Architect features e BPMN methodology e Generating variants e SIPOC modelling e Grouping and sorting in the gl
2. Ver 2015 02 0 l Name Description Process describes the build up and implernentation of a process architecture in the Symbio architect Description Process information Illustrate management core and support processes of a company Purpose Status oO Reason for revision 12 31 9999 Responsibilities Risk rating Owner Oliver Zeller 0 Risk containing process Owner E Mail oliver zellen p und z de Risk level Manager Rainer Debusmann Risk category Manager E Mail ansgar mayen p und z de History M gt H 1 Process Information 2 Process Flow lt 3 Process Preview lt 3 ija Lu Ready ount E y Count 4 E LH 100 U Figure 22 Record process information The 1_process information worksheet is divided into various subject areas such as status person responsible or risk assessment Required fields are highlighted in yellow When you save and close the Symbio Modeling Client with one or more required fields not filled in a corresponding message displays Optional fields may be completed but are not mandatory These fields are highlighted in white Symbio 4 3 31 If you want to use an existing process model as the basis for a new process for example because the new process is just a modified version of the existing model you can generate variants 3 1 2 Create process variants A variant is a co
3. gt Inputs Outputs Systems O KPIs Figure 32 Navigate through the process web Symbio 4 3 41 Navigating the process web is a highly intuitive experience The left panel shows an overview of the various elements the middle section displays the graphical representation and to the right you find the relevant descriptions Clicking any structure forming object in the graphic will update the associated description on the right You can use the process web to display process graphics in different views Select graphic on the user interface to open the required view for example a process flow or a swimlane o S IBIO Home Print Favorites Link Zoom Graphic German 3 Search cop x ZHE 4 Implement process architecture d Implement process archite Process House gt Management Processes gt Eg Description 4 Process House Detailed 4 T Management Processes a 4 T Establish process architecture Z Implement process arc Process describes the build up and Deflect A process architecture in the Symbio strategies market E and Siaa efine core processes horizontal Swimlane vertical Process Informations Purpose lliustrate management c processes of a company Scope All departments of a compa T Develop adjust organizationa T Core Processes T Support Processes Status Tasks Responsible Processes Maintain Owner Oliver Zeller proc
4. 3 1 3 Define processes The second worksheet 2 process flow forms the core of the Modeling Client It is used to capture the processes which may be recorded at any time and anywhere online in the corporate network or intranet on the Internet or in the cloud as well as offline on a PC without a network connection x I dW I M Implement_process_architecture_2015 02 09_17 02 09 Microsoft Excel E EP Home Insert Page Layout Formulas Data Review View 9 o oe B4 d fe CL A Z IT zn um C vp E zz ABG pe EH EU eo V ia Insert Move Remove Autofilter Adjust Import Spell Check Create row row row on off row height glossary Variant v Selection Dialog t ore O eo 0o ri 0 doi Type Name ots ao RACI Input 1 Supplier Process Status Output 1 Customer Proces decessor E zu Jeflect strategies market requirements and define core 1 process 5 Process manager R link via 2 1 Task process Process manager R Strategy paper Process house a e 3 yo Process manager R Process house created Process portfolio 4 3 OR Process manager R 5 4 Condition Mendes Process manager R required Create new 6 E Process manager R Process profile approved New process 7 5 Intermedi New process Process manager R ate event created mem 8 4 Condition eee Process manager R process Create 9 Task subordinate Process manager R Process profile approved Subordinated process process 10 g Intermedi Subordinated Process manager R at
5. SYITIBIO Symbio User Manual Rev February 2015 2014 Ploetz Zeller GmbH Symbio 4 3 1 Working with Symbio 1 1 The Symbio philosophy 1 1 1 Simplicity 1 1 2 Integration 1 1 3 Involvement 1 1 4 The Ploetz Zeller BPM approach 1 1 5 Symbio USPs 12 The benefits of Symbio 2 Manage the business model 2 1 Getting started with Symbio 2 1 1 Homepage 2 1 2 Create a new database 2 1 3 Create a storage location 2 2 Build and manage the process architecture 2 2 1 Symbio Architect features 2 2 2 Export processes from the database 2 2 3 Import processes into the database 2 3 Build and manage the organisational architecture 2 3 1 Define and maintain organisational units 2 3 2 Define and maintain positions 2 4 Create and manage the glossary 2 4 1 Export and deploy the glossary 2 4 2 Store the glossary in a central location for all Symbio Modeling Clients 2 4 3 Export Import data 3 Define and maintain processes 3 1 Define and detail processes in the Modeling Client 3 1 1 Record general process information 3 1 2 Create process variants 3 1 3 Define processes 4 Publish the business model 4 1 Generate a html process web N O vv CO 11 12 12 13 14 15 17 20 21 23 23 23 24 25 25 26 28 30 30 31 31 39 40 Symbio 4 3 4 2 Create documents 4 2 1 Create process documents 4 2 2 Create organisational manuals 5 Release Notes Symbio 4 3 43 43 44 46
6. Symbio 4 3 List of figures Figure 01 The Symbio process cycle Figure 02 Symbio homepage Figure 03 Manage databases Figure 04 Create a new database Figure 05 Create a storage location Figure 06 Delete a storage location Figure 07 Create and manage a process house Figure 08 Add a category Figure 09 Filter Group Figure 10 Unassigned processes Figure 11 Export process flows Figure 12 Import a Modeling Client Figure 13 Build an organisational architecture Figure 14 Create a glossary Figure 15 Select glossary items by type Figure 16 Export the glossary Figure 17 Link the Modeling Client with a glossary Figure 18 Export data Figure 19 Import data Figure 20 Example of sub processes Figure 21 Example of a sub process Figure 22 Record process information Figure 23 Generate variants Figure 24 Define process flows Figure 25 Select a process flow element Figure 26 SIPOC Figure 27 Input selection dialog box Figure 28 Link documents to objects Figure 29 Graphic representation of the process flow Figure 30 Web publishing Figure 31 Generate a process web Figure 32 Navigate through the process web Figure 33 Select different views Figure 34 A role based model Figure 35 Generate documents Figure 36 Creating complete SIPOC manuals Figure 37 Creating a job specific manual Symbio 4 3 Figure 38 Creating a comp
7. as is the old number of the next object Autofilter on off The autofilter is applied only to the Object type column It is useful when you want to display only certain types of objects e g events You cannot edit the table delete or remove rows etc while a filter is active Adjust row height You can change the row height by entering an appropriate value for the row height of the selected rows If you specify 0 the row height is automatically adjusted to the contents of the selected cells Import glossary You can import glossary items Click this button to display a dialog box for selecting the desired glossary file Spell check You can check at any time if the text you enter contains spelling mistakes The Excel spell checker is activated and where necessary a dialog box will appear indicating any errors and making suggestions for corrections Table 6 Process flow buttons Symbio 4 3 34 When you define a process flow you always select the process type first by selecting a row in the Define the process flow Type column and choosing the relevant process type from the drop down list In EPCs the following structure forming object types are available process steps events the AND OR and EITHER OR connectors and interfaces Enter the row number of the predecessor object into the Predecessor column x i 7 Implement_process_architecture_2015 02 09_17 02 09 Microsoft Excel Home Insert Pag
8. onal 4 Organization Extended export options 4 Customer Ltd Apply stronger file name escaping 4 Corporate Management k PLM OK Cancel k Consulting FONTE UESTRUM UE Au Only elements of type Position will be exported k Logistics k Purchasing Organizational Unit 3 b Service Organizational Unit 3 b IT service Organizational Unit 3 k HR rganizational Unit 3 k Finance Organizational Unit 3 k Controlling rganizational Unit 3 k QMand BPM management Organizational Unit 2 4 Ploetz Zeller GmbH Organizational Unit 1 Company k Standard development Organizational Unit 2 4 IT project team rganizational Unit 2 P consultant Position 3 3 P Z management consultant Position 3 P Z project manager Position 3 Figure 37 Create job specific manuals The principle of creating a manual for an organisational unit is the same First you select the OU for exporting and then you click the Export organisational documents button The manual includes overviews of the OU in table and graphical formats an overview of all assigned positions and roles and an overview of the training courses for each organisational unit An organisational manual is generated by selecting the name of the entire organisation The organisational manual also contains an overview of all organisational units in table and graphical formats acomprehensive list of roles all employees a training overview and more Symbio 4 3 45 5 H FILE GENERAL ARCHITECT
9. Main processes are suitable for modelling at low detail levels Sub processes are designed to represent processes at the activity level Business processes are captured defined and maintained with the help of the Symbio Modeling Client Different templates are used for the modelling of processes depending on the model type A Modeling Client for a main process contains only modelling elements which can be child elements to a main process Model type Elements Main process BPMN Main process Sub process Main process EPC Main process Sub process Table 4 Elements in main processes The Modeling Client for sub processes provides the following elements Model type Elements Sub process BPMN Task Sub process AND OR EITHER OR connectors Start event End event Intermediate event Condition Sub process EPC Process step Sub process Event AND OR EITHER OR connectors Interface Table 5 Elements in sub processes Main or sub processes are displayed in rows and multiple relationships between processes a process with multiple predecessors or successors are represented by direct links Symbio 4 3 Maintain existing organizational architecture Communicate new Request adjustment of organizational organizational architecture architecture Figure 20 Example of sub processes Tasks or process steps events rules etc can be displayed line by line and drilled down Multiple rela
10. Prozesse verstehen und auswerten TM 5 Training einleiten Prozesse pr fen amp 100 v Larger process graphics are cut off in the print preview and when printing in Internet Explorer because they are displayed on one page Internet Explorer is unable to distribute larger graphics over several pages The only solution is to decrease the scale in the print preview of Internet Explorer and or use page orientation Symbio 4 3 43 4 2 Create documents Use Export process documents in Architect to publish the entire process and organisational structure including job descriptions as a document EH Produktprozessdatenbank Symbio GENERAL ARCHITECT EE eot aare B Add Remove Outdent Indent Move Move Import Export Import Workshop Export process up down processes processes Photo B Preview 37 Se Expand Evaluation Web l Import ublishing Details end Diagrams amp Objects Structure Modelling Export process documents Processes Organization Glossary Target folder File name pattern Name prefix name date time suffix er 4 Process House Extended export options 4 Management Processes Apply stronger file name escaping 4 Establish process architecture Zellei Deflect strategies market requirements and define core processes OK cel Zelle Define and release goals KPls Zelle Implement process architecture Zeller P P Ay Only elements of type Sub Process will be exported F Define process respons
11. as well as the glossary can be published on the Web using the Web publishing feature You can select the storage locations and languages Reduce Expand Use to reduce hide or expand display all the child processes of a process All management core and support processes as well as the entire process house can be collapsed or expanded by selecting the corresponding line and clicking the Reduce or Expand buttons Details You can create attributes for selected objects and selected attributes can be modified directly in the table Preview Select created objects to visualize them Click the button again to show the preview again Evaluation You can display additional element information for example the charts in which the element occurs or other elements to which it is linked Consolidation During consolidation two or more highlighted objects are merged into one object This function is especially useful for consolidating objects in the glossary After you click the button you can select the name of the new consolidated object in a dialog box Deconsolidation reconsolidation Once new objects have been imported see Export Import data consolidated objects can be deconsolidated or reconsolidated Relevant objects are displayed in red Symbio 4 3 Bu FILE GENERAL ARCHITECT Deutsch Deutschland The data language can be changed to German or Spanish via the nglish United States Espanol Espana alfabetiz
12. business data including processes organisations and related records easily and efficiently as HTML based process web pages The process web can be displayed in all major browsers which means it works with portable devices The described publication format creates a high degree of transparency Every employee is able to gain a comprehensive insight into unknown processes including detailed information e g systems used in the different processes n S IBIO Home Print Favorites Link Zoom German Search t t lar N F EE E Description Process House Management Processes Status Processes x x Establish process Develop adjust Tasks architecture organizational architecture List of Views Core Processes Establish business process management Manage organizational Manage business Implement and operate architecture processes process oriented IT implementation projects Implement and operate Symbio for SharePoint gt Support Processes Present Symbio Manage Symbio Symbio Service projects Regulate business process management methodology Organization Roles Inputs Outputs Systems KPIs Figure 30 Web publishing Symbio 4 3 40 4 1 Generate a html process web The process web is published via Symbio Architect The entire database is published as a process web by clicking Web publishing You also get to select the storage location and the
13. can automatically generate graphics for illustrating the process flow in the third tab 3_Preview of the Modeling Client x id 9 s Implement_process_architecture_2015 02 09_17 02 09 Microsoft Excel o H Home Insert Page Layout Formulas Data Review View 9 o ca mg A3 f tans E Ee maae s eni rin rke Details Task 3 x Process house e iA created Shortcuts Process by hierarchy indentingsoutdentin g T Process portfolio New process required hierarchised Process house ese 1 Process Information 2 Process Flow 3 Process Preview J ii gt Figure 29 Graphic representation of the process flow Refresh preview We recommend to update the graphical representation of the process flow after you ve modified the second worksheet 2_process flow Copy preview The preview can be copied and inserted into any file e g Word document PowerPoint presentation Publisher document etc Adjust zoom Use this dialog box to enter various zoom values Configure preview Lal Use this dialog box to customize the modelling method You can change alignment type and process details glossary items or Corona objects Corona objects can be completely partially displayed or hidden depending on your needs Configure preview Table 7 Process view buttons Symbio 4 3 39 4 Publish the business model The Symbio BPM tool lets you publish all recorded
14. language and you may choose to generate a web publication which contains only processes with the status Shared To do this enable the Export only shared processes checkbox EH Produktprozessdatenbank Symbio FILE GENERAL ARCHITECT ph a B Preview 2m Expand Fg Evaluation Add Import Import Workshop Export proces i Import processes Photo documents Publishing J Details trainings Diagrams amp Objects Structure Modelling Web Publishing 1 Export directo Processes Organization Glossary P Y Languages to export Name vV Deutsch Deutschland Prc 4 Process House English United States 4 Management Processes Espanol Espana alfabetizaci n internacional 4 Establish process architecture In pi Deflect strategies market requirements and define core processes In pi Define and release goals KPIs Export only released processes dn pi Implement process architecture In pi Define process responsibilities OK Cancel In pi Implement organizational architecture In pi gt Develop adjust organizational architecture Au Only elements of type Process House will be exported Inp 4 Core Processes Category 0 b Establish business process management Main Process 1 Oliver Zeller Carina Supplieth In pi Figure 31 Generate a process web There are a number of different ways to start publishing to the web Typically you start from the process list or the process graphic You can also use the search function to enter the web directly via a specif
15. options diver Zeller k Develop adjust organizational architecture Embed complete glossary diver Zeller 4 Core Processes OK Cancel r Establish business process management diver Zeller 4 Manage organizational architecture diver Zeller CUNNNIENE HEU WEERECHUTNER SERIES A Only elements of type Main Process will be exported Maintain existing organizational architecture Main Process Communicate new organizational architecture Main Process k Manage business processes Main Process 4 Implement and operate process oriented IT implementation projects Main Process Define scope of project Main Process al Preview 57 Oliver Zeller Oliver Zeller Oliver Zeller Fetahlich nrniert Main Prnrecz lrer Feller Figure 17 Link the Modeling Client with a glossary 2 4 3 Export Import data Use the Export data button to export glossary items into an Excel data sheet for further editing Use the Import data button to easily import glossary items that were updated in the Excel data sheet back into Architect In order to enable the export import feature you need to select a line containing data in the glossary After data have been imported they are displayed in the updated glossary H Produktproze FILE GENERAL ARCHITECT A Consolidate y Be Add Remove Export Import Export glossary data Diagrams amp Objects Export data Mame of export Processes P Export target directory Type Extended export options Name v Export all
16. In process Adjust software and programm extensions Main Process 2 Oliver Zeller Michael Hettich In process gt Test software functionally Main Process 2 Oliver Zeller Michael Hettich In process gt Close a project Main Process 2 Oliver Zeller Michael Hettich In process gt Implement and operate Symbio for SharePoint Main Process 1 Steffen Ploetz Steffen Ploetz In process gt Support Processes Category 0 4 Views Views 0 4 Unassigned Processes Tailoring of BPM gases View 1 Steffen Ploetz In process Certification based on international norms View 1 Oliver Zeller In process Figure 10 Unassigned processes Symbio 4 3 Import processes i23 Export processes Add Remove Main processes sub processes process flows and process steps can be added or removed In order to generate a process type on the core process level the core process cell must be highlighted You must select a process type to delete it Master data objects can also be added by double clicking the input line Convert Click this button to convert the selected process type to another type Indent Outdent Moves a process from a higher lower level to a lower higher level Its type is converted automatically Move up down The Move up and Move down buttons move processes up or down within the table structure You can also drag amp drop processes Click the area to the left of the process that you want to move Hold the left mouse button down a
17. Name Type Layer Type of Organizational Unit Visualized Hierarchy Levels Employee s Name Hierarchical Re 4 Organization Organizational Unit 0 2 4 Customer Ltd Organizational Unit 1 2 4 Corporate Management Organizational Unit 2 2 gt PLM Organizational Unit 3 2 gt Consulting Organizational Unit 2 gt Customer specific development Organizational Unit 2 gt Logistics Organizational Unit 2 gt Purchasing Organizational Unit 2 gt Service Organizational Unit 2 gt IT service Organizational Unit 2 HR Organizational Unit 2 gt Finance Organizational Unit 2 gt Controlling Organizational Unit 2 gt QM and BPM management Organizational Unit 2 4 Ploetz Zeller GmbH Organizational Unit 1 Company 2 b Standard development Organizational Unit 2 2 4 IT project team Organizational Unit 2 2 P Z consultant Position 3 P Z senior consultant Position 3 P Z management consultant Position 3 P Z project manager Position 3 4 P Z customer service Organizational Unit 2 P Z service manager Position 3 P Z service employee Position 3 b P Z customer management Organizational Unit 2 2 Figure 13 Build an organisational architecture 2 3 1 Define and maintain organisational units When defining and maintaining organisational units you can create organisational units from scratch or rename an existing organisational unit with the help of the Name and Type columns Likewise organisational units can be moved as desired using the Move up down buttons A
18. PIs Z ell EROR E A Only elements of type Process House will be exported ES Define process responsibilities Zell Implement organizational architecture Sub Process 2 Oliver Zell gt Develop adjust organizational architecture Main Process 1 Oliver Zell 4 Core Processes Category 0 b Establish business process management Main Process 1 Oliver Zell b Manage organizational architecture Main Process 1 Oliver Zell b Manage business processes Main Process 1 Oliver Zell gt Implement and operate process oriented IT implementation projects Main Process 1 Oliver Zell Figure 36 Create complete SIPOC manuals A SIPOC manual is generated in addition to the complete manual which you can use to verify if the Supplier Input Process Output Customer view is complete Symbio 4 3 44 4 2 2 Create organisational manuals Apart from process manuals you may generate comprehensive manuals which describe the organisation and positions Click the position you wish to export in the organisation to generate a job description The job description includes a description assigned roles and a training overview H Produktprozessdatenbank 1 Symbio GENERAL ARCHITECT wo f VI B Zus Expand e Evaluation Remove Outdent Move Move Export organization up down documents i Details Diagrams amp Objects Structure Export organization documents Processes Organization Gl steer File name pattern Name prefix name date time suffix
19. Type Training Add and delete processes Training Convert process type Training Create process architecture Training Implement process architecture Training Maintain process details Training Process by hierarchy indenting outdenting Training k Type Transaction Service Figure 16 Export the glossary The Excel template for the glossary contains a separate worksheet for each glossary item 2 4 2 Store the glossary in a central location for all Symbio Modeling Clients It makes sense to access a centrally stored glossary file if a number of modellers are to create process flows with the same glossary This ensures that data are created only once and are then available for all process flows In an additional step you can link a glossary with the Modeling Client when exporting the process flow into the Modeling Client Symbio 4 3 26 Produktprozessdatenbank Symbio E E FILE GEMERAL ARCHITECT BEEZ eotvas 9 5G x Seq Expand D Evaluation Add Remove Convert Outdent Move Move Import Export Import Workshop Export process Web l Import up down processes processes Photo documents Publishing De Details trainings Diagrams amp Objects Structure Export processes E Learning a cmm Export target directory Processes Organization Gl P t s Y Associated glossary file Name Jwner 4 Process House Export file name format 4 Management Processes name date time xlsm b Establish process architecture Extended export
20. W Closes the current database Adds a new item under the selected item Uses the same CTRL Enter element type and same indentation Table 1 Architect shortcuts Symbio 4 3 T 2 1 Getting started with Symbio 21 1 Homepage When Symbio Architect is launched the following user interface appears see Figure 2 Recent databases on the left hand side lists recently used databases Double click a database to open it Help amp Support on the right hand side provides links to view user guides or contact information for Ploetz Zeller GmbH Symbio FILE GENERAL Deutsch Deutschland English United States Espanol Espana alfabetizaci n internacional Data language Log New Database Help amp Support Click here to create a new database First Steps Recent Databases B Produktprozessdatenbank Last changed by 2 9 2015 4 43 00 PM Location Local Help Documents Contact Ideas amp Service o0e000 Figure 02 Symbio homepage Symbio 4 3 13 2 1 2 Create a new database Click File in the menu bar to gt display all available databases gt create a new database gt import an existing database Symbio F X Open Recent Databases Databases Properties Databases e ol B BP Experts l Filename Produktprozessdatenbank New B5 oca Last changed by 2 9 2015 4 18 09 PM Location Local Symbio Storage Last access PE Produktprozessdatenbank pont
21. aci n i Data language internaciona General menu option Note that only the language of the data Data language changes and not the language of the user interface which is determined by your operating system Table 3 Buttons in Symbio Architect 2 2 2 Export processes from the database Process flows are modelled on the basis of MS Excel in the Modeling Client and not in Architect Select the desired process flow in the process architecture and click the Export processes button to export the process flow to the Modeling Client The Modeling Client can be stored in any location Symbio 4 3 21 Produktprozessdatenbank Symbio GENERAL ARCHITECT Tem gt Il ar Preview x gt E e SmExpa nd evaluation Add Remove Convert Outdent Indent Move Move Import Export import Workshop Export process Web up down processed processes Photo documents Publishing Be Details Diagrams amp Objects Structure Export processes Processes Organization Gl Export target directory Associated glossary file Name D 4 Process House Export file name format 4 Management Processes name date ftimej xlsm b Establish process architecture Extended export options Ji k Develop adjust organizational architecture Embed complete glossary al 4 Core Processes k Establish business process management El KIT 4 Manage organizational architecture al ssi aihama i Er acid ib Only elements of type Main Pr
22. and not only selected glossary elements H Type Guideline OK Cancel k Type Input Outp k Type Requireme A Only elements of type Training will be exported bal Type Risk Type Role bul Type 5ystem 4 Type Training Implement process architecture Training Tra m m a Mem emee bse Kiarare ne fin dentin maim Figure 18 Export data Symbio 4 3 27 E Produktprozessc FILE GENERAL ARCHITECT T Consolidate yi Add Remowe Diagrams amp Objects Import data MS Excel file to import Processes P Following tasks should be carried out Type 4 v Don t import outdated elements N Language ta use ame Deutsch Deutschland k Type Guideline OK Cancel k Type Input Outp k Type Requireme A k Type Risk k Type Role k Type 5ystem 4 Type Training Add and delete processes Training Convert process type Training Create process architecture Training Implement process architecture Training Maintain process details Training Process by hierarchy indenting outdenting Training Figure 19 Import data Symbio 4 3 28 3 Define and maintain processes The following two modelling methods have been established for documenting business processes Event driven Process Chains EPC and Business Process Model and Notation BPMN As described in 2 1 2 these two methods are available in Symbio Both methods distinguish between two types of models main processes and sub processes
23. beimportet Name Type d hie te Root folder to recursively determine importable MS Excel files ey a 4 Management Processes 4 Establish process architecture Following tasks should be carried out Main Process Deflect strategies market requirements and Don t import outdated processes Sub Process Define and release goals KPE v Don t show warnings Sub Process Implement process architecture Sub Process Define process responsibilities OK Cancel Sub Process Implement organizational architecture Sub Process k Develop adjust organizational architecture A Main Process 4 Core Processes b Establish business process management Main Pracess k Manage organizational architecture Main Process k Manage business processes Main Pracess k Implement and operate process oriented IT implementation projects Main Pracess k Implement and operate Symbio for SharePoint Main Process Figure 12 Import a Modeling Client Symbio 4 3 23 2 3 Build and manage the organisational architecture You can build and maintain organisations on the Organisation tab see Symbio Architect features The organisational unit and position are available to define the type of organisation Produktprozessdatenbank_1 Symbio of X FILE GENERAL ARCHITECT 3 Preview ll Hm RExpand Evaluation Add Export organization documents Details Diagrams amp Objects Structure Reporting Consolidation Processes Organization Glossary
24. ce Because the system is easy to use staff acceptance is very high Visual evaluations Processes can be evaluated in professional graphics Embedded process web The process web can be easily integrated into the existing IT environment 1 2 The benefits of Symbio Processes are defined within the team and by each individual employee This helps to identify areas for improvement and initiate first changes in people s minds gt Transparency is obtained by linking data in the process Who does what in the company Which system supports which process Existing data can be easily networked with Symbio gt Symbio makes organisational changes in the company clearly visible by linking process and organisational architectures It quickly becomes apparent which tasks are fulfilled by which organisation and whether tasks are assigned clear responsibilities roles gt ISO certifications may be obtained and compliance conformity can be ensured within a very short time frame Symbio 4 3 10 gt Using standard software Symbio is deployed as a ready made product and has a clearly defined scope to ensure low licensing and training costs Employees know immediately how the software works and they can deliver results quickly This increases employee motivation 5 Rapid deployment is guaranteed in the most diverse internal or external projects regardless of the industrial sector involved and projects can start immediately with S
25. d on a SIPOC model SIPOC Supplier Input Process Output Customer you can record for each input that is associated with a sub process where this input is from i e which predecessor process generated this input gt Output In the Output columns you enter the data documents etc that are created or edited in the process step Just as with the input you can select the SIPOC information for a successor process i e which successor process is the recipient customer of the generated output Supplier Input Process Output Customer Prozess nderungen Vorschl ge zur Vorschl ge zur Vorschl ge zur Prozess nderungen Prozessverbesserung Prozessoptimierung festlegen Prozessoptimierung vornehmen erarbeiten er e Figure 26 SIPOC gt System Enter application systems e g SAP Oracle etc to support a process step KPIs Enter the key figures or measured values Directives guidelines Add directives and guidelines to be followed Risk Enter potential risks SOX and business risks Requirement Enter the specific requirements for a process step Transaction service Create transactions or other services e g SAP masks Training Enter courses or training details V v v v v wv vw Milestone You can allocate a milestone to every event in the process flow This column cannot be edited for any other object type in the process flow An input and selection dialog box with the following options
26. database Last changed by 2 9 2015 5 21 57 PM Location Local Last write ae Symbio 42 Storages ast changed by 2 9 21 Location Loca s Symbio 4 2 Storage B Test Datenbank Last user Help amp Support Last changed by 12 1 2014 1 29 42 PM Location Local File size Adda Place B 20140812 130726 RPM SWSee 4 3 i Last changed by 9 17 2014 4 23 19 PM Location Local Em 20140804 SGV Final g Last changed by 9 16 2014 10 19 21 AM Location Local Tem plate Current configuration template Symbio Standard BPMN Symbio Standard BPMN M Accept Actions Open Delete Export Figure 03 Manage databases Clicking New in the left pane enables the user to enter a new database name Click Create to create a new database 9 Symbio m X Location EE Local Symbio Storage Databases Template Symbio Standard BPMN hd is Filename Error Import database Help amp Support Quit Figure 04 Create a new database Location is initially set to Local but you can also define other storage locations see 2 1 3 By default Method is set to Symbio Standard BPMN You can also select Symbio Standard EPC for modelling with event driven process chains In addition you can use Symbio for ARIS to create a database whose contents may be synchronized directly with ARIS Symbio 4 3 14 Select Add a Place in the Database menu to define storage repositories so called storages To do this you need to sp
27. dditional information can be entered in various columns Note that the visualization levels in the Visualized hierarchy levels column can be adjusted up or down as required 2 3 2 Define and maintain positions When defining and maintaining positions you can create a desired position from scratch or rename an existing position with the help of the Name and Type columns Positions can also be moved as desired by using the Move up down buttons Additional information can be entered in various columns Note that the visualization levels in the Visualized hierarchy levels column can be adjusted up or down as required Symbio 4 3 24 2 4 Create and manage the glossary You create and manage glossary items in the Glossary tab See Symbio Architect features H GENERAL ARCHITECT REZ2BaR Add Remove Export Import Export glossary data data Diagrams amp Objects Glossary A Consolidate View Consolidation Processes Organization Glossary Type Name gt Type Guideline gt Type Input Output gt Type Requirement gt Type Risk gt Type Role gt Type System 4 Type Training Add and delete processes Convert process type Create process architecture Implement process architecture Maintain process details Process by hierarchy indenting outdenting gt Type Transaction Service Type Training Training Training Training Training Training The following glossary items have been p
28. e Description column Use this cell to describe each task in more detail Unlike the name field there are no length restrictions for this field Take advantage of this and explain the tasks in such detail as is necessary to ensure that all potential recipients can understand what is happening within the individual process activities The OU column contains the name of the organisational unit which is responsible for the task Enter the role person that is responsible for carrying out the task into the Role column To identify that a role person is responsible for completing a task select R responsible in the next column Symbio 4 3 35 If other roles are involved in a task decision makers consultants or persons to be informed please click the button in the top row of the Role column Nine additional fields are available for entering different roles You can define the type of involvement for each role with the aid of the RACI system R Responsible A Accountable C Consulted I to be Informed Then click the button to hide the additional Role columns Detail the process flow The Modeling Client contains a number of additional columns for adding details to the process flow The most important elements include gt Input Select the data or documents etc which are a required input for a process step from the nput columns Inputs can be selected as desired or chosen from the predefined selection list Base
29. e Layout Formulas Data Review View C5 fe Task A Z q ld Autofilter on off 0 0 0 0 re B Type RACI Input 1 Supplier Process Status ecessor Sub N 2 Deflect strategies market requirements and define core process processes E Process manager link ae 2 Process manager R Strategy paper F 3 Process manager R Process house created P 4 Process manager R New process required Create new gt mer process Process manager R Process profile abus Intermedi New process ate event created 4 Condition Process manager R e 7 6 Process manager R Wweyy A i pe subordinated m m Figure 25 Select a process flow element Record general process flow information The Name column holds the name of the structure forming object type such as a Maintain process architecture task Please note that the number of available characters for the name is limited to 81 characters This helps to ensure that the text in the graphical representation does not protrude over the size of each shape The columns to the right of the Name column contain additional process details We recommend however to first model the entire process flow with the help of the first 3 columns Please add all relevant details after the process flow has been fully defined We recommend to start by adding a sufficiently detailed description of the individual tasks To do this click the button above the Name column This opens th
30. e and clicking Add to add a category H Produktprozessdatenbank Symbio GENERAL ARCHITECT u Preview s s 59 z mm Expa nd Eva luation Add Import Import Workshop Export process Web l mport processes Photo documents Publishing De Details trainings Diagrams amp Objects Structure Modelling Reporting View E Learning Processes Organization Glossary Name Type 4 Process House Process House 4 Management Processes 4 Establish process architecture Main Process Deflect strategies market requirements and define core processes Sub Process Define and release goals KPIs Sub Process Implement process architecture Sub Process Define process responsibilities Sub Process Implement organizational architecture Sub Process k Develop adjust organizational architecture Main Process 4 Core Processes k Establish business process management Main Process k Manage organizational architecture Main Process k Manage business processes Main Process k Implement and operate process oriented IT implementation projects Main Process k Implement and operate Symbio for SharePoint Main Process k Support Processes 4 Views Views 4 Unassigned Processes Certification based on international norms View Tailoring of BPM processes View Figure 08 Add a category The process architecture should be designed as a hierarchical structure of processes containing the elements Main process Sub process and Task These elements can form a hie
31. e event process created Deletion of 11 4 Condition process Process manager R required M 4 gt M 1 Process Information 2 Process Flow lt 3 Process Preview 2 Maf m gt Ready Bom 10 Figure 24 Define process flows The standard configuration includes the following columns gt Functions No This column cannot be edited The line numbers 1 250 are read only and are used in the Process preview where they appear with the individual process flow elements Predecessor Records the line number of the predecessor object This information is mandatory to ensure that the automatic graphics generator knows in which order to arrange the process flow elements Type Use to select the structure forming objects such as tasks connectors conditions etc Name Enter the name of the process flow element in this column t button in the column header above the Name column to Description Use the expand and collapse the Description column of the Modeling Client second tab Insert row You can insert a new row before the current row in the worksheet Enter the number of new rows in this dialog box You can add up to 10 rows at a time Move row You can move a selected row to any other row Enter the row above which you want to move the current row Symbio 4 3 33 Autofilter on off Adjust row height Import glossary ABC y Spell Check Remove row The current row is deleted
32. ecify the path to the location in Properties and add a name for the 2 1 3 Create a storage location storage repository Symbio pm Open m Recent Databases Add a Place Properties Databases mE Symbio Storage Directory E Local cam the PE a a symx file i N Symbio Storage SER Symbio 42 Storage ame Import database g Open old Symbio 4 2 Storagefiles Symbio 4 2 Storages E Symbio 4 2 Storage Help amp Support E Qui m Add a Place Figure 05 Create a storage location New storage repositories are listed under Open Click the x next to an existing repository to delete it D 3 Close Recent Databases Databases Local Symbio Storage New Import database Symbio 4 2 Storages Symbio 4 2 Storage Help amp Support P Processes Symbio Storage Quit aa dg dg Add a Place Figure 06 Delete a storage location When you create a new database see 2 1 2 you can assign a pre defined storage location to this database This enables users to access for example a central database stored on a network drive from different work stations A database can only be opened and modified by one user at a time Access is blocked for all other users during this time Symbio 4 3 13 2 2 Build and manage the process architecture After creating a new database you can build a process house via the Processes tab E Produktprozessdatenbank Symbio fF 9 GENERAL ARCHITECT
33. ess Owner E Mail oliver zeller p un Tasks Manager Rainer Debusmann architecture Manager E Mail ansgar mayer Risk Assessment Table List of Views Occurs in Guidelines Define gt Shortcuts hierarchy of process b b 1 1 New Deletlon of Process type New process subordinated y P process conversion required process ired required Create new Create Delete process Convert process subordinate process type process lt gt New process Subordinated Process deleted Process type Organization created Q process created Q Q converted Q gt Roles v Inputs Outputs Systems O KPIs Figure 33 Select different views v Click Roles at the bottom left in the navigation pane to display all roles in alphabetical order Click a role in the list to view role based graphic models The graphic contains all process flows and process steps which involve the role Click on a process step to display all associated data for the role Symbio 4 3 eo 8 C TEMP Produktprozess Datenbank Data Index_1031 html SYM6BIO e a 1 gt Prozesse Prozessautor Organisation Rollen Auswertungen Kunden zum BPM amp Symbio Experten befahigen Trainingsmod ule gt x gt Inputs Outputs Systeme Kennzahlen v Vorgaben Richtlinien v Risiken v Weitere Sichten Home Drucken Favoriten Link Zoom Prozesse verstehen und auswerten TM 5 Dok
34. establishing and maintaining structures and checking compliance with these structures They use Symbio Architect gt The creators of the business model record maintain and compress information They use the Symbio Modeling Client gt The information users of the business model require targeted access to the information They work with Symbio Publishing or Symbio Document 11 2 Integration Symbio is a complete system for managing business models It supports the acquisition structuring maintenance compression and provision of many types of information in the business model Symbio s strengths become particularly apparent once Symbio is integrated into existing systems rather than run as a stand alone system gt The filing of Symbio Modeling Clients in a document management system not only allows the use of the built in version management and workflow automation features it also integrates the recording maintenance and compression of information in software that is already being used As a result the business model automatically becomes an integral part of every day s activities 5 Embedding Symbio Publishing and Symbio Document in the intranet not only makes the business model available to every employee it also allows to share and link with information and tools already available on the intranet including role descriptions checklists manuals and instructions 11 3 Involvement The acceptance of a business model depends o
35. first create the corresponding processes in Symbio Architect Only processes that exist in Architect are displayed in the Modeling Client in the list of available interfaces If you want to define a new object specify a relevant Name This enables the Add button Click this button to open a dialog box with all potential attributes that are available for this object 5 Changing object attributes You can maintain and change any attributes incl the name before importing the Modeling Client into Architect If an object was imported into Symbio Architect and then exported again you can edit its name and any other attributes Symbio 4 3 New object Details Description Type Technical term default Search 5 h text Eee uad PY Md E Description Mandatory attributes are marked with Found objects Checklist Choose ribbon architect Choose tab process architecture Converted process type C5 documents external document Details DS document external documents New process Plan process architecture Preview Process change request Process house Process portfolio Process profile Process types Request new process You can copy attribute values to the clipboard by marking the value and then pressing strg c Figure 28 Link documents to objects OK Cancel In order to link documents or files with an input add them in the Details panel in the Link field Symbio 4 3 38 You
36. gt Preview A B nO m Expand 6 Evaluation Add Import Import Workshop Export process Web ai i Import processes Photo documents Publishing C Details trainings Diagrams amp Objects Structure Modelling Reporting View E Learning Processes Organization Glossary Name Type Layer Owner Manager Process State 4 Process House Process House 0 4 Management Processes Category 0 gt Establish process architecture Main Process 1 Oliver Zeller Rainer Debusmann In process gt Develop adjust organizational architecture Main Process 1 Oliver Zeller Rainer Debusmann In process 4 Core Processes Category 0 Establish business process management Main Process 1 Oliver Zeller Carina Supplieth In process 4 Manage organizational architecture Main Process 1 Oliver Zeller In process Request adjustment of organizational architecture Main Process 2 In process Maintain existing organizational architecture Main Process 2 In process Communicate new organizational architecture Main Process 2 In process b Manage business processes Main Process 1 Oliver Zeller Ioana Sturm In process 4 Implement and operate process oriented IT implementation projects Main Process 1 Oliver Zeller Michael Hettich In process Define scope of project Main Process 2 Oliver Zeller Michael Hettich In process Establish project Main Process 2 Oliver Zeller Michael Hettich In process gt Define and release processes and requirements Main Process 2 Oliver Zeller Michael Hettich In proce
37. ibilities Zellei Implement organizational architecture Sub Process 2 Oliver Zellei gt Develop adjust organizational architecture Main Process 1 Oliver Zellei 4 Core Processes Category 0 b Establish business process management Main Process 1 Oliver Zellei Manage organizational architecture Main Process 1 Oliver Zeller Figure 35 Generate documents 4 2 1 Create process documents You can create individual process documents for each process by selecting the process you wish to export and generating it as a document The process document contains the process graphics descriptions tables matrices and more To generate a complete manual with comprehensive process graphics descriptions tables matrices etc select the name of the process house and click Export process documents EH Produktprozessdatenbank Symbio GENERAL ARCHITECT gt Preview Ea 2 R Q 2 m Expand Fg Evaluation Add Import Import Workshop Export process Web Import processes Photo documents Rublishing Da Details trainings Diagrams amp Objects Structure Modelling Export process documents Processes Organization Glossary Target folder File name pattern Name prefix name date time suffix er 4 Process House Extended export options 4 Management Processes Apply stronger file name escaping 4 Establish process architecture Zell Deflect strategies market requirements and define core processes OK Zell Define and release goals K
38. ic search term such as a specific role an organisational document or a SIPOC analysis v S IBIO Home Print Favorites Link Zoom Graphic German Sea Search ge qm Implement process architecture gt Implement process archite Process House gt Management Processes gt Establish process architecture gt Description 4 T Process House 4 T Management Processes 4 T Establish process architecture Process describes the build up and Deflect process architecture in the Symbio strategies market Process Informations requirements and Purpose Illustrate management c define core processes processes of a company T Implement process arc T Develop adjust organizationa T Core Processes Scope All departments of a compa Support Processes gt Status Responsible Processes Maintain Owner Oliver Zeller process Owner E Mail oliver zeller p un Tasks Manager Rainer Debusmann architecture Manager E Mail ansgar mayer List of Views Risk Assessment gt Occurs in Guidelines Define gt Shortcuts hierarchy of process LI b 4 1 New Deletion of Process type New process subordinated typ ired Hua process conversion require i q P required required Create new Create Delete process Convert process subordinate process type process lt gt New process Subordinated Process deleted Process type Organization created Q process created Q Q converted Q gt Roles
39. is available for entering glossary Items Symbio 4 3 36 gt Selecting existing objects from the Objects found list on the bottom left After selecting an object all the available attribute information for this object is displayed in the Details section of the dialog box gt Finding existing objects Enter the required term into the Search text field if you are searching for a known object Underneath you can specify which attribute to search By default the object name is searched Input New object Details Name Mame Strategy paper Description Document where the strategy goals and KPIs of a company are Type E documented I oss Link Search 5 h text S Start of validity 11 25 2012 in attribute End of validity 12 31 2013 Mii ad version OO Mandatory attributes are marked with Found objects Converted process type C5 documents external document Details DS document external documents Mew process Plan process architecture Preview Process change request Process hause Process portfolio Process profile Process types Request new process Solution specification F5 Solution table urn w You can copy attribute values to the clipboard by marking the value and then pressing stra c ES ae Figure 27 Input selection dialog box gt Adding objects The default template configuration lets you add objects at any time with the exception of interfaces Interfaces require that you
40. lete manual List of tables Table 1 Architect shortcuts Table 2 Process types in Architect Table 3 Buttons in Symbio Architect Table 4 Elements in main processes Table 5 Elements in sub processes Table 6 Process flow buttons Table 7 Process view buttons 45 Symbio 4 3 List of abbreviations Abbreviation Meaning Description BPM SAP WPB Business Process Management Business Process Model and Notation Event driven process chain Extended event driven process chain End to end views end to end processes Global Unique Identifier International Organisation for Standardization Unique Selling Point Unique Selling Proposition Value chain diagram SAP Workforce Performance Builder Methodology for the graphical representation of a process flow at the detailed level Methodology for the graphical representation of a process flow at the detailed level As above but includes process details such as organisational units roles inputs and outputs systems directives guidelines requirements risks indicators etc Processes that start with the customer cycle through most of the company and eventually end up back with the customer A globally unique identification number with a key length of 128 bits Responsible for ISO 9000 ISO 14000 and other certifications Factor that differentiates a product from its competitors Graphical representation of the main and s
41. mport Import Workshop Export process Web f Import processes Photo documents Publishing C Details trainings Diagrams amp Objects Structure Modelling Reporting View E Learning Processes Organization Glossary Name Type Layer Owner Manager Process State 4 Process House Process House 0 4 Management Processes Category 0 gt Establish process architecture Main Process 1 Oliver Zeller Rainer Debusmann In process gt Develop adjust organizational architecture Main Process 1 Oliver Zeller Rainer Debusmann In process 4 Core Processes Category 0 b Establish business process management Main Process 1 Oliver Zeller Carina Supplieth In process 4 Manage organizational architecture Main Process 1 Oliver Zeller In process Request adjustment of organizational architecture Main Process 2 In process Maintain existing organizational architecture Main Process 2 In process Communicate new organizational architecture Main Process 2 In process Manage business processes Main Process 1 Oliver Zeller Ioana Sturm In process 4 Implement and operate process oriented IT implementation projects Main Process 1 Oliver Zeller Michael Hettich In process Define scope of project Main Process 2 Oliver Zeller Michael Hettich In process Establish project Main Process 2 Oliver Zeller Michael Hettich In process gt Define and release processes and requirements Main Process 2 Oliver Zeller Michael Hettich In process b Define and release solutions Main Process 2 Oliver Zeller Michael Hettich
42. n many factors Without doubt topicality is of one of the most important Through its ease of use and its ability to be integrated into existing systems Symbio specifically promotes the involvement of the greatest possible number of employees in the company Because the Symbio Modeling Client gives every user the chance to record maintain and compress information themselves staff become actively involved in the business model Symbio 4 3 9 At Ploetz Zeller GmbH the focus is on a comprehensive BPM approach Every employee needs 11 4 The Ploetz Zeller BPM approach to be integrated into the business process management lifecycle The managers and individuals at various levels need to believe in the usefulness of the tool in order to ensure a successful BPM strategy As a result employees feel involved and motivated to participate BPM should be aimed at both the strategic and the operative levels 1 1 5 Symbio USPs gt Can be used without delay Symbio is easy to integrate in a company and can be used immediately for internal and external projects gt Low licensing and operating costs Symbio is offered with departmental divisional and corporate licenses gt Simple database management Databases can be created and managed easily in Architect gt Extremely low training costs Only two hours of training are required to learn the functionality User friendly Modelling is based on MS Excel High level of acceptan
43. nd drag the process to the desired location to the process under which you want to drop the moved process Please note that all the subordinate processes child elements will also be moved Import processes Once processes have been recorded defined or optimized in the Modeling Client they can be imported back into Architect by clicking the Import processes button They are then displayed in the updated process architecture provided the processes have previously been exported from Architect If newly created processes are imported into the Modeling Client they appear under Non allocated processes The glossary is also updated when you import a Modeling Client Export processes Processes are modelled in the Symbio Modeling Client not in Architect Select the desired process in the process architecture and Click the Export processes button to export the process to the Modeling Client The Modeling Client can be stored in any location Symbio 4 3 Export process documents G Web Publishing Export documents ducuments A process manual for each individual process can be generated from within Symbio Architect Select the process and click the Export documents button to generate the required manual Web publishing With Symbio you can easily publish processes organisations and related data records on the Web in HTML format Web publishing is performed in Architect The entire process and organisational architecture
44. ocess will be exported Maintain existing organizational architecture Main Process 2 Communicate new organizational architecture Main Process 2 k Manage business processes Main Process 1 Oli 4 Implement and operate process onented IT implementation projects Main Process 1 Oli Define scope of project Main Process 2 Oli Establish project Main Process 2 Oli k Define and release processes and requirements Main Process 2 Oli k Define and release solutions Main Process 2 Oli Figure 11 Export process flows 2 2 3 Import processes into the database Once processes have been recorded defined or optimized in the Modeling Client they can be imported back into Architect by clicking the Import processes button They are then displayed in the updated process architecture Processes created using the Modeling Client such as generated variants are displayed under Unassigned processes The glossary is also updated when you import a Modeling Client It makes sense to consolidate similar objects after import see Symbio Architect features Symbio 4 3 A Produktprozessdatenbank Symbio GENERAL ARCHITECT Is aje 2 Q LEM 3 t x 3 V se I2 mExpand DgEvaluation 2 Add Remove Outdent Indent Move Move Import Export Import Workshop Export process Web Import up down processes processes Photo documents Publishing De Details trainings Diagrams amp Objects Structure Import processes E Learning Processes Organization Gl eefe to
45. ossary See Creating process documents and Creating organisational manuals e Process documents Symbio 4 3 Publisher Ploetz Zeller GmbH Einsteinring 41 43 85609 Munich Germany Phone 49 89 890635 0 Fax 49 89 890635 55 E mail info p und z de Legal notice Ploetz Zeller GmbH does not assume any liability or guarantee the accuracy completeness or usefulness of any information including contributions representations and illustrations provided in this document Software features and functions described herein refer to the version that is current at the time Customer specific features are not taken into account The information contained in this document may be modified at any time Ploetz Zeller GmbH is not obliged to provide information related to the updating of this document This documentation as well as all included contributions representations and illustrations are protected by copyright Any use not explicitly permitted by copyright law requires prior consent of Ploetz Zeller GmbH This applies in particular to copies adaptations translations microfilms as well as to storing and processing information in electronic systems The information knowledge and representations contained in this document should be regarded as the sole property of Ploetz Zeller GmbH The documentation and the information knowledge and presentations contained herein may not be published or disseminated without the previous
46. py of a process model which you can modify and import into the Symbio Client or a Symbio database as a separate model in addition to the original process This copy is given its own GUID Global Unique Identifier which is a unique identification number that is used to identify and distinguish the models and all the other elements in a Symbio database The 1 process information worksheet contains a button for generating variants Click on the button to open an input field in which to enter the name of the new process Click OK to generate a new Modeling Client for this variant x Al F Implement process architecture 2015 02 09 17 02 09 Microsoft Excel Home Insert Page Layout Formulas Data Review View _M_6d0ala7f_9a82_ v fe Implement process architecture Ansgar Mayer Ver 2015 02 04 Name TT Description Process dWgcribes the build up and implementation of a process architecture in the Symbio architect Description Create variant Illustrate management core and Please enter the new processname of the variant Purpose camel A Figure 23 Generate variants Warning Always use the Generate variant button to create a variant If you simply copy a Modeling Client and or rename it by changing the file name or the process name on the 1 process information worksheet no new GUID is assigned Importing a copy without a separate GUID into the Symbio Client will overwrite the original model
47. rarchical structure with 2 or 3 or more levels and may be hierarchized to any depth gt Main process 1 3 levels o Main process 1 1 Sub process 1 1 1 Sub process 1 1 2 Symbio 4 3 17 Sub process 1 1 n o Main process 1 2 o Main process 1 n 2 2 1 Symbio Architect features New processes may be created at any time in one of the content categories of management processes core processes or support processes If the content based classification of new processes is not yet known processes can also be created as Unassigned processes You may also create views in the process architecture Views may contain links to other processes and child views This allows different views of the process architecture to be created for example end to end views The three tabs Processes Organisation and Glossary enable the user to Filter Group data The Filter Group feature is available for every column Below you can see that the column type in the process architecture is selected and you can for example select and display all sub processes ayer Owner Manager Process State Oliver Zeller Carina Supplieth In process Oliver Zeller In process Oliver Zeller Ioana Sturm In process Oliver Zeller Michael Hettich In process Main Process 1 Steffen Ploetz Steffen Ploetz In process A Produktprozessdatenbank Symbio pP FILE GENERAL ARCHITECT Preview ao A B Qg Tq am mExpand Fg Evaluation Add I
48. redefined VYVVVNVNVNVNYVNYVYVVY Figure 14 Create a glossary Roles Input output Systems Directives guidelines KPIs Milestones Locations Requirements Training Transactions services Risks Events Use the Type button to easily and efficiently select the required glossary items in the glossary and display them in a concise view Processes Organization Glossary Blanks Mon blanks Guideline Input Output Requirement Risk Role System Training Transaction Serice Type System bad Type Training Figure 15 Select glossary items by type Type Transaction Service Symbio 4 3 25 The glossary can be exported to an Excel template and made available to all employees with the aid of the Export glossary button In order to activate the export feature you need to select a row of data content in the glossary 2 4 1 Export and deploy the glossary Produktproze FILE GENERAL ARCHITECT A Consolidate E Add Remove Export Import Export glossary data data Diagrams amp Objects Export glossary Processes Port target directory Export file name format Type F SymbioProcess_ Glossary date Itimej xlsm Extended export options Name v Export all and not only selected glossary elements k Type Guideline OK Cancel k Type Input Outp b Type Requireme jb Only elements of type Training will be exported k Type Risk k Type Role bad Type System 4
49. ss gt Define and release solutions Main Process 2 Oliver Zeller Michael Hettich In process Adjust software and programm extensions Main Process 2 Oliver Zeller Michael Hettich In process gt Test software functionally Main Process 2 Oliver Zeller Michael Hettich In process gt Close a project Main Process 2 Oliver Zeller Michael Hettich In process gt Implement and operate Symbio for SharePoint Main Process 1 Steffen Ploetz Steffen Ploetz In process gt Support Processes Category 0 4 Views Views 0 4 Unassigned Processes Tailoring of BPM processes View 1 Steffen Ploetz In process Certification based on international norms View 1 Oliver Zeller In process Figure 07 Create and manage a process house Symbio supports the following process types See 3 Defining and maintaining processes for more information about these elements Main process P Element for structuring the Manage business processes processes May contain main processes or sub processes Implement process rchitecture Sub process Element for structuring the processes May contain tasks Individual activity within a temporal logical sequence May be linked to a variety of different master data Table 2 Process types in Architect Symbio 4 3 16 Process types can be created in different categories such as management core or support processes You can also define a custom category by selecting the name of a process hous
50. tionships between tasks or process steps a task or process step with multiple predecessors or successors are indirectly mapped by linking the relevant tasks process steps via an intermediary rule Define hierarchy of Hem process M eru Deletion of Process type required subordinated process conversion Create Delete process subordinate New process Subordinated Process deleted Process type created process created converted Figure 21 Example of a sub process Symbio 4 3 30 After a process is exported into a Symbio Modeling Client using Symbio Architect see Export processes from the database it can be defined in more detail and drilled down in the Modeling Client as described below for a sub process 3 1 Define and detail processes in the Modeling Client 3 1 1 Record general process information General information about the business process and the questionnaire can be recorded on the 1_process information worksheet The worksheet is used gt to specify the required meta data such as process name or process description gt for document and version management gt to maintain predefined model attributes e g for quality assurance or for recording process times XJ ld 7 Implement_process_architecture_2015 02 09_17 02 09 Microsoft Excel i Home Insert Page Layout Formulas Data Review View 9 o _M_6d0ala7f_9a82_ v fe Implement process architecture Ansgar Mayer
51. ub processes at higher levels SAP authoring tool for creating user assistance through recording screen transactions for training or educational purposes screen movies Symbio 4 3 7 1 Working with Symbio The ability to record business processes simply quickly cost efficiently and with little expenditure on training is vital for companies and organisations Symbio meets all these criteria and is a complete system for managing business models and processes Symbio supports the acquisition structuring maintenance compression and provision of many types of information in the business model Its functions can be summarized as follows databases process houses organisational charts and glossary data are created in Architect Process flow processes are modelled via MS Excel in the Modeling Client which in turn can be imported into Architect together with the recorded process flows Publications are created using Architect and after the processes have been verified the entire process can start again with modelling if required Symbio Architekt Prazesswarschau Prozessablauf Modeling Client Publizierung Figure 01 The Symbio process cycle Symbio 4 3 8 1 1 The Symbio philosophy 11 1 Simplicity To meet this claim Symbio always provides its users with an interface optimized for their own particular application gt The administrators of the business model manage the collected information by
52. umente Einstieg exportieren in Navigation Symbio und Architect Sichten im Tipps und bungsaufga Tricks zum effizienteren weitere Funktionen Auswertungen Training abschlie en Feedbackrund e Nichterf llung durchf hren abfragen Erwartungen i pr fen ob Seminar Nachbesserun beenden Teilnehmer g erforderlich verabschiede Metadaten zu Modellierungs einem konventionen Prozess verstehen erfassen Englisch Prozessinform ationen auswerten bungsaufga be Prozesshand buch offene Punkte als Lessons Learned aufnehmen Prozessablauf erfassen Suche Prozessinhalt wiedergeben Web Publizerung in Symbio Architect offene Punkte klaren Prozessablauf elemente kennenlernen Figure 34 A role based model e Symbio 4 Standard Web Te X Prozessautor Beschreibung Der Prozess Autor ist ge bt im Umgang mit dem Symbio Modellierungs Client und setzt die Vorgaben des Prozess Eigners Prozess Verantwortlichen zur Dokumentation des Prozesses um Status F hrt aus R Neue Prozess Schritte im Workshop definieren Prozesse verstehen und auswerten TM 5 Neue Prozess Schritte im Client definieren Prozessarchitektur Anderung beantragen Prozesse definieren und optimieren TM 4 Training einleiten Muss informiert werden I Prozesse definieren und optimieren TM 4 Training abschlie en Prozess architektur etablieren BPM Grundlagen TM 1
53. written approval of Ploetz Zeller GmbH neither as a whole nor in parts and neither directly nor indirectly All related rights are reserved for Ploetz Zeller GmbH especially those concerning the awarding of patents The transfer of the documentation does not imply the right for a license or a right for use Ploetz Zeller GmbH reserves the right to carry out technical changes The product names in this documentation are trademarks or registered trademarks of their respective holders Symbio 9 is a registered trademark of Ploetz Zeller GmbH Munich Germany 47 Symbio 4 3 SSG Symbio User Manual Release 4 3 Contact Ansgar Mayer Phone 49 89 890635 35 PLOETZ ZELLER Process lifecycle partner Ploetz Zeller GmbH Einsteinring 41 43 85609 Aschheim near Munich Germany Phone 49 89 890635 0 Fax 49 89 890635 55 E mail info p und z de 2014 Ploetz Zeller GmbH 48
54. ymbio This creates flexibility and acceptance in any company and prevents unnecessary investments 5 Rapid and easy entry of data in Excel and direct data analysis on the web or in Office documents quickly provides transparency regarding business processes current figures and potential areas for improvement 5 Wasted expenditure becomes apparent and unnecessary work steps can be eliminated creating sustainable and ecological working methods 5 The process portal provides an overview and transparency for all employees and it creates new perspectives and views on the company helping organisations to increase employee satisfaction 5 Different application scenarios and the easy to use software interface allow for continuous and thus sustainable business processes optimization Symbio 4 3 11 2 Manage the business model Basic activities of business process management such as database management compiling process maps creating glossaries and generating publications are handled in Architect First and foremost Architect serves as an exchange and processing platform for process data The following are useful Architect keyboard shortcuts Shortcut Description DELETE Deletes the selected item CTRL Cursor Up Moves the selected item up CTRL Cursor Down Moves the selected item down CTRL Cursor Left Moves the selected item out CTRL Cursor Right Moves the selected item in CTRL D Changes the data language CTRL

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