processflow diagram
TRANSCRIPT
-
7/28/2019 ProcessFlow Diagram
1/23
Prepared by: Biraj Aryal
A Presentation on Process Flow ofLaw Books Management Board, Nepal
-
7/28/2019 ProcessFlow Diagram
2/23
Table of content:
Why do we select Law Books Management Board?
Introduction of LBMB,
Interaction with CEO,
Process flow model ,
For illustration: Sunitas Case, Interaction with clients,
Rational Model of Decision making to solve the problemsin LBMB,
Conclusion ofProcess Flow Diagram, At last.
-
7/28/2019 ProcessFlow Diagram
3/23
..is only one legally authorized organization totranslate & verify the document issued by Nepalgovernment provincials.
..majority of us, must visit this organizationwho are willing to study, visit, employee, or forelse purpose at foreign land.
..per day approximately min. 200 max 700client get service from LBMB.
-
7/28/2019 ProcessFlow Diagram
4/23
Introduction of Law Book Management Board
Established on 2021B.S, Under Nepal government (sFg"g
tyF GoFo dGqFno),
Only one organization deals
with translation of governmentcertificates,
Usually translate the certificateof Citizenship, Marriage, Birth,
Death, Religion transfer,Property valuation, etc,
Translation of Certificates fromNepali to English standard.
-
7/28/2019 ProcessFlow Diagram
5/23
Interaction with CEO
Knowing each other ,
Purpose of our project is presented with CEO,
Overall discussion about the Law Book Management Board
Interaction period was approximately 2 hours
CEO: Mr. Toyanath Adhikari Group Members
-
7/28/2019 ProcessFlow Diagram
6/23
Listening our queries Showing flow of client & staff
Illustrating with a client Group members noting his views
-
7/28/2019 ProcessFlow Diagram
7/23
Process flow model
Registerroom
Account
sec.
Help desk
Initial
Check
Distribute
& forward
staff sec.
Type
Section
Check &
verify
section
Final
Check
Flow of
Staff
Flow of
client
Genuine are
forward
Fake are
return
Translated
document
Non-
translateddocument
-
7/28/2019 ProcessFlow Diagram
8/23
For illustration: SunitasCase
DAY 1st :
Sunita Sapkota : came from Palungtar-7, Gorkha to translate the Citizenship at25 Jeshta, 2069.
At first, she counseled with staff member of help desk (ie. In room no. 1) and get
the information required. Then, she purchased a application form costing Rs. 5and filled it thoroughly.
Along with the filled application, she attached the photocopy of originalcitizenship and submitted it to register section ( ie. in room no 2.)
After preliminary check of submitted document, staff of register room requesther to bring the pay slip. Pay slip verify that customer paid the process charge,for normal process- it cost Rs. 150 & for emergency process it cost Rs. 300.
cont
-
7/28/2019 ProcessFlow Diagram
9/23
Cont of-SunitasCase
Then, she visited the account section ( ie. In room no. 3) and paid the
charge amount for normal process. She return back the room no. 2, that isin register section to submit the pay slip.
After submitting the pay slip, her document were accepted for translationpurpose. Then, register staff request her to collect the translated
document at 27 jestha, 2069 after 2.00pm with providing her a photocopyof register slip number.
Staff member of register room collect registered document and store it inparticular file.
Staff of distribute & forward section (ie. in room no.7) collect, accumulate,and classify the registered document as per their nature and importanceand forward it to type section (ie. In room no 8,9) at end of day.
-
7/28/2019 ProcessFlow Diagram
10/23
DAY 2nd :
Type section (ie. In room no 8&9) contains 8 typewriters, whose job is totype the document forward by distribution section.
All the typed document are forwarded to the check and verify section ( ie.In room no.10 & 11), contains 4 to 5 authorized officer to examine the typed
ie. translated document. After verifying, translated document are signedand stamped by authorized officers.
DAY 3rd :
Translate document are supplied to register room( ie. In room no 2), anddocument are stamped with dispatch number and return it back torespective customer (normally this process start after 2.00pm).
Sunita Sapkota: received her document at 27th jestha.
Cont of-SunitasCase
-
7/28/2019 ProcessFlow Diagram
11/23
For illustration:SunitaSapkotas Case
Help
desk
1Register
room
2
Accou
nt sec
4Distribute &
forward staff
sec.
7
Type
Section
8 & 9
Verify officer
room
10,11
InitialChec
k
Final
Chec
k
Genuine are
forwarded
Fake
are
retur
nTranslated
document
Non-
translated
document
Flow of staff
Flow of Client
-
7/28/2019 ProcessFlow Diagram
12/23
Interaction with other customers
Divaya Sen: She came from Jagat Bhanjyang-7, Syangja to verifythe relationship. In her own sentences.. I need to stay at hotel or
relatives room because complete translation require 3days, itbrings more expenses for me- why couldnt they serve with in 1days.
Mustu Fa Joshi: came form Arnaha-4, Saptari to verify marriage
certificate. He says. no parking area, blazing sun, not availableof drinking water this organization have no concern about ourhealth.
Satyananda Jha: came form Madar-5, Shiraha to translate birthcertificate. He is willing to pay double charge for service but
seeking for quick service.
Chandra Bdr. Magar: came from Hela-6, Baglung to verify therelationship. He is also seeking for quick and convenient service.
-
7/28/2019 ProcessFlow Diagram
13/23
Rational Model of Decision making to solve the problems inLBMB
Law Book Management Board (LBMB) has some inherent weaknessresulting form its work process design and layout, which spawnacute problems while delivering services to customer.
Following figure illustrate the decision making process whichmight cure the apparent problems on LBMB.
Identification of
problem
Identification of
Decision criteria
Allocation of
weight to criteria
Selection of an
Alternative
Analysis of
Alternatives
Developments of
Alternatives
Implementation
of the Alternative
Evaluation of
Decision
Effectiveness
-
7/28/2019 ProcessFlow Diagram
14/23
Step 1:Identification of Problem
Existingwork flow
processbecome
inadequate
Excessive flowof customer
Limitednumber of
staffsLack of space forwork process,
queuing &parking
-
7/28/2019 ProcessFlow Diagram
15/23
Step 2:Identification of Decision Criteria
Appropriate criteria might be:
Organizational: strategic priorities of organization.
Economic: expected cost & projected payoff.
Technical: is the suggested work process flow capable
of meeting standard time schedule i.e.how fast, reliable and efficiently it deliver service.
Operational: willingness and ability of the management,
employees, customer and other operate, use,and support a proposed process flow.
-
7/28/2019 ProcessFlow Diagram
16/23
Step 3:Allocation of weight to criteria
Criteria selected in step two are not equally important. Accordingto their relative importance they need to be weighted.
Criteria Weight
1. Performance 10
2. Efficiency & timing 9
3. Number of staff required 7
4. Expected cost 6
5. Technical competency 6
6. Projected payoff 5
In this PerformanceCriteria has received
the highest
importance.
(scale of 1 to 10)
-
7/28/2019 ProcessFlow Diagram
17/23
Step 4:Development of Alternatives
The main aim of developing alternative solution is to have thebest possible decision out of the available alternative courses ofaction. The possible alternatives might be:
S.N. Alternatives
1. Switch to complete computer based process flow.
2. Integration of computer system with existing process flow.
3. Split existing process flow into two ie. Normal process flow and
Emergency based process flow.
4. Shift to new organization building with new work process
methodology.
-
7/28/2019 ProcessFlow Diagram
18/23
Step 5:Analysis of Alternatives
Analysis and evaluation involves assessing all possible alternatives
in terms of predetermined decision criteria.Evaluation process usually includes:
Describing the anticipated outcome of each alternatives,
Evaluating the anticipated costs of each alternative, and
Estimating the uncertainties and risks associated with eachalternative
Beside the above mention- economic, operational and technicalfeasibility of each alternative is assessed.
-
7/28/2019 ProcessFlow Diagram
19/23
Step 6:Selection of an Alternative
After developing alternative, the decision maker has to choose best
alternative.Alternatives Perfor-mance
(10)
Efficien
-cy &
time (9)
Requir
-e no
of staff
(7)
Expect
ed cost
(6)
Technic
al
compet
ency
(6)
Expect
ed
payoff
(5)
Total (
out of 600
=
10*10*6)
Switch to
computer based
process flow
9
=90
9
=81
4
=28
10
=60
9
=54
8
=40 353
Integration of
computer
system withexisting P.F.
7
=70
8
=72
7
=49
8
=48
7
=42
7
=35 316
Divide into
Normal &
emergency P.F.
6
=60
6
=54
10
=70
5
=30
8
=48
6
=30 293
Shift to newbuilding 8=80 7=63 9=63 10=60 6=36 7=35 337
In LBMB case, switch to new computer based process flow is best
alternative course of action among four alternative.
-
7/28/2019 ProcessFlow Diagram
20/23
Step 7:Implementation of the Alternative
Implementation of selected alternative involves:
Accumulation and allocation of resources,Delegation of authority and responsibility,
Success of implementation depends upon leadership style,reward structure, communication system and group dynamics.
Step 8:Evaluation of Decision Effectivenss
The reasons for evaluation are:
If the decision is good one, one will know what to do if faced with thesimilar problem again.
If the decision is bad one, one will know what not to do the next time
If the decision is bad and one follows up soon enough corrective actionmay still be possible.
-
7/28/2019 ProcessFlow Diagram
21/23
Conclusion of Process Flow Diagram
Process Flow Diagram is a graphical representation of
the logical flow of an activity or function performed fora specific business reason. It shows the overall businessprocess as just one process.
A set of PFDs provides a logical model that shows whatthe system does and also shows how it does it.
Notably, in Law Book Management Board we usedprocess flow diagram to represent what the LBMB does
for its customer and in which way it deliver service.
A l b i f i f ll i i i d i h
-
7/28/2019 ProcessFlow Diagram
22/23
At last, brief view of overall activities and group meeting that weconduct to accomplish LBMBs process flow project:
At Jestha 22, 2069 project was assigned to us-
Date of
groupMeeting
Agenda
1st Meeting:
22nd Jestha,
069
Discussion: about project, treasures job?-
(assigned to Anil), group fund (established
worth of Rs.500).
2nd Meeting:24th Jestha,
Discussion: about Process Flow Diagram,possible organization to conduct project,
3rd Meeting:
27th Jestha,
Discussion: about suitability of possible
organization, LBMB was selected to conduct
project.
4th
Meeting:28th Jestha,
We decided to visit LBMB at 29th
Jestha, aftercompletion of classes.
5th Meeting:
29th Jestha,
We Visited the LBMB and members were
assigned to complete their respective task till st
Ashad.
6
th
Meeting:1st Ashad, We assembled the completed slide.
-
7/28/2019 ProcessFlow Diagram
23/23