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Collaboration Excercise 7 FPT

The processes in Figures 7-21 and 7-22 are classified as enterprise processes because they involve collaboration between different branches working together rather than under a single manager, as in a departmental process. Redrawing the processes to use an enterprise database would allow concurrent reviews by multiple departments, improving visibility, efficiency, and reducing redundant work. Applicants and departments would be able to see review status in real-time. Corrected applications could be resubmitted directly to the relevant department rather than restarting the full process. This would streamline the permit approval process.

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97 views

Collaboration Excercise 7 FPT

The processes in Figures 7-21 and 7-22 are classified as enterprise processes because they involve collaboration between different branches working together rather than under a single manager, as in a departmental process. Redrawing the processes to use an enterprise database would allow concurrent reviews by multiple departments, improving visibility, efficiency, and reducing redundant work. Applicants and departments would be able to see review status in real-time. Corrected applications could be resubmitted directly to the relevant department rather than restarting the full process. This would streamline the permit approval process.

Uploaded by

datnguyen2003vt
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© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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COLLABORATION EXCERCISE 7

 7.6 Explain why the processes in Figures 7-21 and 7-22 are classified as
enterprise processes rather than de - partmental processes. Why are these
processes not interorganizational processes?
- The process in figure 7-21 and 7-22 are classified as enterprise process
because unlike departmental processes they have no boss. In these figures
all the different branches are working collaboratively. They are each
working to complete their own review rather then working under a
manager to complete the task assigned.
 7-7. Using Figure 7-8 as an example, redraw Figure 7-21 using an enterprise
information system that processes a shared database. Explain the advantages
of this system over the paper-based system in Figure 7-21

Engineering review database Health department review Highway department review


database database

Permit enterprise information


system

Rejections: Yes or No

Approved Not approved

- The process takes place sequentially to ensure technique, ensure safety,


high accuracy. Save time with unapproved projects.
 7-8. Using Figure 7-10 as an example, redraw Figure 7-22 using an enterprise
information system that processes a shared database. Explain the advantages
of this system over the paper-based system in Figure 7-22.
Concurrent Reviews: One major advantage of the new system is that the permit
reviews are conducted in parallel rather than sequentially. This means that multiple
departments review the permit applications simultaneously, reducing the overall
processing time. Contractors and homeowners no longer have to wait for one
review to be completed before finding out about additional reviews that might be
required. This concurrent review process allows for a more efficient and
streamlined permit approval process.
Improved Visibility: The new system also addresses the issue of lack of visibility
in the paper-based process. Both the permit applicants and county personnel now
have better visibility into the status of a particular application. With the
introduction of a centralized tracking system, stakeholders can easily monitor the
progress of their permit applications in real-time. This transparency reduces the
need for manual inquiries and provides a clear understanding of where the
application stands in the process.
Efficient Corrections and Re-review: In the previous system, rejected applications
had to go through the entire review process again, resulting in significant delays.
However, in the new system, if a department rejects an application, it can be sent
back specifically to that department for correction without going through all the
other departments again. This efficient re-review process minimizes delays and
allows for quicker resolution of issues.
Reduction in Redundant Work: The new system also eliminates unnecessary
reviews. Departments only review applications that are relevant to their scope,
reducing the workload and minimizing redundant work. This not only saves time
but also reduces the labor and copy expenses for the county, especially for lengthy
applications with large architectural drawings
 7-9. Assuming that the county has just changed from the system in Figure 7-
21 to the one in Figure 7-22, which of your answers in questions 7-7 and 7-8
do you think is better? Justify your answer
 7-10. Assume your team is in charge of the implementation of the system you
recommend in your answer to question 7-9. Describe how each of the five
challenges discussed in Q7-6 pertain to this implementation. Explain how
your team will deal with those challenges
Challenge 1: Resistance to Change
The implementation of the new permit process may face resistance from both the
county personnel and the permit applicants. The sequential nature of the old
process and the lack of visibility caused frustration, but people may be resistant to
change because they are accustomed to the old way of doing things.
Solution:
-Clear Communication: Communicate the reasons for the change and the benefits
it will bring to all stakeholders.
- Training and Support: Provide training and support to both county personnel and
permit applicants.
Challenge 2: Lengthy and Complex Permit Applications
Some permit applications can be lengthy and include large architectural drawings,
leading to increased labor and copy expenses for the county.
Solution:
-Streamline Application Process: Simplify the application process by eliminating
unnecessary paperwork and streamlining documentation requirements.
Challenge 3: Unnecessary Reviews
In the previous parallel review process, some departments reviewed documents
unnecessarily, leading to additional work and delays.
Solution:
- Introduce Conditional Reviews: Implement a conditional review system where
departments only review applications that are relevant to their scope.
Challenge 4: Lack of Visibility
Both the permit applicants and county personnel faced challenges in tracking the
progress of a permit application in the old system.
Solution:
- Centralized Tracking System: Develop a centralized tracking system for all
stakeholders to monitor the progress of permit applications.
Challenge 5: Repeating Reviews
In the previous process, canceled reviews resulted in the repetition of work when
rejected applications were corrected and resubmitted.
Solution:
- Efficient Re-review Process: Establish an efficient re-review process to minimize
delays caused by rejected applications.

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