Guide to EPC Process Modelling

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1 Guide to EPC Process Modelling Guideline to EPC Process Modelling Standard 1. PURPOSE The purpose of this document is to provide a guideline to the Event-Driven Process Chain (EPC) modelling notation used at the University for modelling business processes. This document must be read in conjunction with the EPC Process Modelling Standard. The goal of this document is to achieve a consistent style and appearance of process documentation created within the University s architecture and business process repository Orbus iserver (iserver). iserver is the application used for modelling Solution Architecture and Process Modelling diagrams at the University. The guideline ensures that: process modellers have a common understanding of what the EPC symbols mean and how they must be applied, and consistency across models created by different authors is achieved and therefore EPC models can be understood reliably. The guidelines described in this document are mandatory and support the Operational Standard. 2. GUIDELINE CONTENT 2.1. EPC Model Objects All process models are created directly in iserver. iserver is an architectural repository, it uses objects to define relationships for impact analysis. In contrast, shapes and text boxes exist in isolation with no relationships or attributes. iserver is used for many other modelling activities, not just EPC so it is important that the correct objects are used. By using the iserver Explorer when creating EPC models we can search the architectural repository for objects that already exist that suit our purpose. This builds up the relationships that will enhance the impact analysis capability. By using objects we can not only view them through models we can view the object to see all the models it is used in. If an object that suits the model does not exist, new objects can be created; there are a few exceptions, these are listed below. The following objects are used in the EPC stencil located in iserver. Any object that is not listed below must not be used in an EPC model. Shape Object Name Definition Naming convention Example Pool (Org Unit) Pool A Pool represents a Lane container that could be used to group Lanes, for example a Pool could be used to represent an Organisation Unit. [Context] + [Object] ITSC Strategy & Planning Services Group Group A Group represents a functional group of roles (not necessarily from [Context (abbreviated)] + [Object (in full)] WebCMS Authors Operational Standard: EPC Process Modelling Standard Title Classification: Internal Use Page 1

2 Shape Object Name Definition Naming convention Example the same pool) that work together to perform an activity. Lane (Role) Lane A Lane represents a Role that is a generic role that performs an Activity. [Context (abbreviated)] + [Object (in full)] ITSC Business Analyst Event An occurred condition that triggers a sequence of activities or is triggered by an Activity. [Object] + [Status (pasttense)] Invoice approved Sequence Flow Controls the sequence of steps within the process model. Activity A task that typically consumes time and resources. [Verb] + [Object] Create invoice Application A system or application where an activity is performed. Do not create new objects of this type; always use the existing objects in the database. Approved system name as defined by the system object in the iserver repository. Callista IT System A logical application function. This type of object is used to conceptually describe the capability that a system creates. Approved logical application component name as defined by the object in the iserver repository. Student Management System Do not create new objects of this type; always use the existing objects in the database. Operational Standard: EPC Process Modelling Standard Title Classification: Internal Use Page 2

3 Shape Object Name Definition Naming convention Example Data An encapsulation of the data that is an input or output of an Activity. [Object] + [Noun] Student details Document A document (electronic or hard copy) that is an input or output of an Activity. Use the exact document name. Infrastructure request form Business Process An interface to a related business process. This should be linked to an existing EPC model where possible. [Verb] + [Noun] Refer to the Business Process Catalogue or the iserver database for existing process names. Approve request XOR Operator Exactly one of the following or preceding steps must be executed. Exclusive OR: Either A or B, but not both. OR Operator At least one of the following or preceding steps must be executed. Inclusive OR: Either A or B, or A and B. And Operator All of the following or preceding steps must be executed. AND: A and B EPC Process Model Element Usage and Rules EPC Process Model Model the EPC model from left to right. Use swim lanes from top to bottom as necessary. There must be at least one start-event and one end-event. It must be possible to reach an end-event from every start-event. Ensure all elements in a process are linked in the sequence flow from a start to an end-event. If the process is large and will be a multi-page document, it should be split using the Business Process shape. Operational Standard: EPC Process Modelling Standard Title Classification: Internal Use Page 3

4 The naming conventions for shapes should be followed. Information objects (systems, data, and documents) and Organisational Units / Roles can only be connected with activities. Organisation Units have to be connected to Activities involving human interactions. Events and Activities must not have more than one incoming and one outgoing connection. An operator connects several Events and Activities. The Pools, Lanes and Groups must align with the header and footer on the page regardless of the size of the model. Lines should not cross over. The diagram on the following page, Figure 1 Example of an EPC Model, provides an example of an EPC model. Figure 1 Example of an EPC Model Pools, Groups and Lanes A Pool can be used as a Lane or Group container. E.g. To represent an Organisation Unit. A Lane (swim lane) represents a Role. A Group represents a functional group of roles. Lanes and Groups can be used next to one another. A Lane is nested within a Pool to create a relationship between the Role and the Organisation Unit. A Group can be nested in a Pool to form a relationship between an Organisational Unit and a function performed by the group. Operational Standard: EPC Process Modelling Standard Title Classification: Internal Use Page 4

5 Pool (Org Unit) Group Lane (Role) Lane (Role) Figure 2.1 Example of nesting Lanes and Groups in Pools. One or more Lanes can be nested into a Group to form a relationship between the roles and the group. Lane (Role) Group Lane (Role) Figure 3.2 Example of nesting Lanes in Groups. Lanes and Groups do not have to be nested in every diagram.. If a diagram gets too cluttered by nesting, an EPC can be created to capture only the relationships between the Lanes, Groups and Pools. If the relationship already exists in the database you do not have to recreate it Event Event naming convention must be written in past-tense, e.g. Invoice processed, and in a way that triggers the next Activity. Preferably, there should be only one start-event and one end-event. Represent decisions leading to Events by prefacing Events with XOR or OR operators. As an Event is past-tense, representing a change in state, and can never make a decision, it must not be followed by an OR or XOR operator. A number of Activities can follow an Event. Only add an Event, if an important state change needs to be documented. Refer to the Operators diagram below for Event and Operator examples Sequence Flow The Sequence Flow cannot connect two Events directly. This requires the use of an operator. There should be no overlapping Sequence Flows. Loops should be avoided. There should be no change of flow direction. Operational Standard: EPC Process Modelling Standard Title Classification: Internal Use Page 5

Figure 4 Example of an Incorrect Sequence Flow Figure 5 Example of a

Activity A number of Activities can follow an Event.

Event. End-Business Process interfaces must be prefaced by an Event.

6 Figure 4 Example of an Incorrect Sequence Flow Figure 5 Example of a Correct Sequence Flow Activity A number of Activities can follow an Event. Figure 6 Example of Activity Business Process Start-Business Process interfaces must be followed by an Event. End-Business Process interfaces must be prefaced by an Event. Business Process interfaces are linked to Events only. Figure 7.1 Example 1 of a Business Process EVENT BUSINESS PROCESS EVENT Figure 8.2 Example 2 of a Business Process Operational Standard: EPC Process Modelling Standard Title Classification: Internal Use Page 6

2.2.7. Operators The following rules apply to using operators (And, XOR and OR) to split and merge EPC process models. i.

Join: All processing steps for incoming connections must be completed so that the processing steps that follow the rule

XOR Figure 9 Example of AND Operator Usage Split: Exactly one of the following rule processing steps must be executed.

7 Operators The following rules apply to using operators (And, XOR and OR) to split and merge EPC process models. i. And Split: The processing steps that follow the rule occur in parallel and have to be performed. Join: All processing steps for incoming connections must be completed so that the processing steps that follow the rule can be performed. ii. XOR Figure 9 Example of AND Operator Usage Split: Exactly one of the following rule processing steps must be executed. Join: Only one of the processing steps for incoming connections may be completed so that the processing steps that follow the rule can be performed. Operational Standard: EPC Process Modelling Standard Title Classification: Internal Use Page 7

iii. OR Figure 10 Example of XOR Operator Usage Split: At least one of the following

Join: At least one processing step (or even several or all processing steps) must be

OR operators should be avoided as their semantics are vague.

8 iii. OR Figure 10 Example of XOR Operator Usage Split: At least one of the following rule processing steps (or even several or all processing steps) must be performed. Join: At least one processing step (or even several or all processing steps) must be completed, whereupon the processing steps that follow the rule can be performed. OR operators should be avoided as their semantics are vague. Figure 11 Example of OR Operator Usage Operational Standard: EPC Process Modelling Standard Title Classification: Internal Use Page 8

9 EPC Drawing Object Attributes The following attributes are associated with the EPC drawing object within iserver. The following guidelines must be followed when completing the attributes for all EPC drawings in iserver. Property / Attribute Description Rules Naming convention Example Name The name of the business process. A process is described by an active verb-noun structure. The intended purpose of the process must be reflected in the name of the process. The verb describes the action. The noun defines a concept or thing. Validate the process name by inverting it, if it equals an outcome it is valid. [Verb] + [Noun] Approve request Avoid verbs that are not result focussed like, manage, handle and process. Appears on drawing header. Type The type of document template used for the drawing. Default Location The iserver library and folder where the drawing resides. Default Transition State Architecture = work in progress Baseline State Architecture = final Note: Project folders are established by the Enterprise Architecture team as part of the Architecture Contract process that is initiated by the Project Manager. Description A brief description of the objective and outcome of the business process. Must be brief. One or two sentences only. Appears on drawing header. As described This process is used to fulfil infrastructure service requests for ECU Projects. Version No. The drawing version number. Default

10 Property / Attribute Description Rules Naming convention Appears on drawing footer. Example Version Name Not in use Leave blank ID Not in use Leave blank EPC Process ID A unique identifier assigned to each process model aligned to the Business Process Catalogue. Enter Refer to the Business Process Catalogue Information Classification Information classification is a process of categorising information based on its sensitivity. Select from: Confidential Restricted Internal Use Public Appears on drawing footer. Last standard review date The date the document was last reviewed. Select the date the document was last approved. Select a date Next standard review date The date of the next scheduled document review. Select the date two years in the future from the last review date. Select a date This ensures process are reviewed, optimised and remain current. EPC Process Level The level of the process within the Business Process Catalogue. Select from: Level 1 Level 2 Level 3 Most process models will be at Level 3. EPC Process Owner The Process Owner is the position accountable for the policy and process. No changes to the policy or Enter the position title of the Process Owner. The process owner must be agreed with relevant stakeholders. Position Title as it appears in the organisation chart. Manager, Technical Services

11 Property / Attribute Description Rules Naming convention process are to be undertaken without the approval of the Process Owner. Example EPC Process Category The category of the process within the Business Process Catalogue. Enter Appears on drawing header. As defined in the Business Process Catalogue. TBD Approval The position of the Process Owner or the Approval body that approved the process model. Enter Appears on drawing footer. [Position / Approval Body] + [Date] AAB 10/11/16 Audience The audience for the use of the process model. Enter Appears on drawing footer. [Org Unit or Position] ITSC Service Desk Author The position title of the person who has modelled the business process. Enter Appears on drawing footer. Position Title as it appears in the organisation chart. Senior Business Analyst Document Status The status of the business process model. Select from: Final Draft Appears on drawing footer.

12 3. SCOPE AND AUDIENCE This guideline applies to all University (ECU) business processes and should be observed by all persons documenting business processes as part of ITSC managed projects on behalf of the University, which includes all professional staff, contractors and anyone not directly employed by the University but performing a role for ECU. 4. DOCUMENT REFERENCES This guideline may cross-reference other documents within the Business Analysis Framework as well as other ITSC standards and University policies. The following documents should be considered along with this standard: EPC Process Modelling Standard Business Process Catalogue (within iserver. To be developed) ECU EPC Model Stencil (within iserver) Information Classification Standard ITSC Glossary 5. AUTHORITY AND EXCEPTIONS None identified. 6. DOCUMENT CONTROL 6.1. Contact Details Contact for questions and changes Senior Business Analyst, ITSC Strategy and Planning Denise Hart 6.2. RACI for Guideline The RACI table defines who fulfils the role with activities related to the document and its content. Action Senior AAB ITSC CIO ITSC Business Analyst Management Team Create R A C I C Review R A C I C Approve R A I I I Update R A C I C Authorise Exceptions R A I I I A=Accountable, R=Responsible, C=Consulted, I=Informed Operational Standard: EPC Process Modelling Standard Title Classification: Internal Use Page 12

13 7. Terms and Definitions Term iserver Process Role 8. Keywords EPC, Process, Business Process Definition The University s architecture and business process repository Orbus iserver (iserver). Processes represent a sequence of activities that together achieve a specified outcome, can be decomposed into subprocesses, and can show operation of an Organisational Unit or Logical Service (as defined in the ECU content metamodel). The usual or expected function of a Person, or the part the Person plays in a particular action or event. A Person may have a number of roles (as defined in the ECU content metamodel). Operational Standard: EPC Process Modelling Standard Title Classification: Internal Use Page 13

14 DOCUMENT CONTROL INFORMATION Description Version: Date Published: Uncontrolled version November 2016 Review Cycle November 2016 Review Cycle December 2016 Review Cycle February 2017 Additional Changes from Approval Process February 2017 Final Released as Final February 2017 Review Commenced April 2018 Review Finalized April 2018 APPROVED BY Title / Name Version Date Manager ITSC Strategy and Planning / David Long April 2017 Architecture Advisory Board April 2017 Architecture Advisory Board June 2018 DOCUMENT LOCATION Title / Name EPC Process Modelling Guideline / iserver Portal EPC Process Modelling Guideline/ Location: HPRM, link location: IT Wiki/ ITSC Strategy and Planning Services (SPS)/ IT Policies and Standards. Operational Standard: EPC Process Modelling Standard Title Classification: Internal Use Page 14

Canonization Service for AProMoRe

QUT Faculty of Science and Technology Canonization Service for AProMoRe Done by: Abdurrahman Alshareef Supervised by: Marcello La Rosa Semester 2-2010 Table of Contents Versions history...3 Preview...4