Business-processes: there is always room for perfection.
No doubt, it will be of interest and advantage for you to look at your familiar business-processes through someone’s eyes. From this article you will learn what the business processes audit is, whether you really need it and what will you get as a result of the audit.
What is the difference between an IT audit of business processes and a conventional audit?
The traditional audit is aimed at checking business process for conformity with the standards and specification requirements.
We, as the IT business processes auditors, check whether the processes run smoothly, resources usage is sustainable, and the client is actually satisfied. Then, based on the findings we suggest own solutions to optimize your business-processes: as a result, you receive the ready-to-use set of tools and the detailed manual that will help you to save time and resources through automation of the processes.
We may single out several situations when such IT audit should be considered:
We often get accustomed to the business-processes and feel comfortable being confident that the conventional approach will surely work. The idea of any changes required causes discomfort and negation.
For this very reason, the clients (who could never think of any eventual failure) often run to us panicking, when the situation comes to a boil, and the urgent solution is required.
In fact, you would not wait for a severe toothache to spoil your life, but rather visit the dentist regularly. Or it would never cross your mind to wait till your car falls to pieces in the middle of the highway – you prefer to have it inspected from the technical point of view on a regular basis. The same refers to the business processes. They need preventive measures as well.
We often have the cases, when our clients spend too much money on hosting, and not always reasonably. We will help to determine which expenses are excessive and will explain how they can be avoided.
After the check is completed, you have presented the detailed report with the results of the business process audit specifying the following:
In theory, things sound rather formal, and obviously, you would prefer to find out the practical effect of the complete procedure.
We are not going to make you bored with long speculations, but rather offer you some examples.
Background: there is an IT company. Headhunting had never been its key activity, they just had HR Department to search for the candidates for the company’s vacancies. But at some point business started growing, the number of employees was increasing, and recruitment requirements stiffened, accordingly.
At that time the issue grew pressing: more candidates were required, the department was extended, and the process became irregular and nontransparent (sometimes the department staff invited the same candidate twice for the interview, and the data were simply lost). As result the recruitment efficiency dropped to the lowest level and not less important, the company reputation suffered.
That was at that moment when the company made a decision to have the business processes audited in order to find out the way to optimize the department activity.
Audit findings: the audit has shown that the current process runs as follows:
Conclusion: the most challenging bottleneck in the process is updating the candidate base. The applied funnel tool suits for the current vacancy handling, but there is no tool designed to connect the funnel and the candidate base and to ensure their automatic synchronization.
Solution suggested: to develop the relevant script/plugin. The tool covers the following:
Background: a marketing agency cooperates with a large number of companies and prepares for them mail for mass distribution. The task requires significant time. And as marketing mailouts are usually aimed at the specific date or period, deadlines are often failed.
The company is aware of the existing problems and, probably, of their nature, but cannot identify and eliminate them. This means, the current challenges are addressed using some temporary measures, and no comprehensive solution is found.
Audit findings: the audit has resulted in the conclusion, that especially much time costs creating design and layout for the mail templates. The process runs as follows:
The fact is, that the procedure is not so simple in itself. And if we consider the human factor and add time for introducing any eventual changes in the course of the working process, it is no wonder that the team has not always succeeded in meeting deadlines.
Conclusion: the issue is that too many people are engaged in the mail creating process. Though the work done is not always of unique nature (mail is executed in accordance with the corporate style and have similar structure), it appears that the valuable time is spent for the task to be fulfilled by each chain participant, for communication between people, for correcting the layout, if things do not comply with the wishes of marketing experts.
Solution suggested: to automate the process and develop the tool allowing the marketing expert (who has no idea of the layout design) to create quickly and easily the ready-made mail templates using the visual editor. The tool itself already considers every requirement (responsivity, browser requirements). By way of bonus, the same system can distribute the mails, so that there is no need to transfer the template to some other service, as MailChimp.
Why could not any already existing solutions be used in this case? The reason is, they do not offer any differentiation by companies and by access rights for the agency employees in charge for this or that company.
Background: the audit was requested by the company, engaged in recruiting workers for construction projects. The issue arose due to regular negative feedback from the customers. In addition, every customer was complaining about his or her own reasons: quality of works, attitude to duties, permanent failure to meet deadlines. The company did not succeed in finding the cross point for the claims at the internal level. Accordingly, no solution was found.
Audit findings: through communication with clients and inspection of the sites it was cleared out, that the construction activities run slowly because many workers are simply out, late or regularly leave their working places.
Conclusion: the company needs a tool to monitor worker’s presence on site avoiding any human factor influence.
Solution suggested: to create an application to monitor working place presence. The solution is based on using the BEACON device having a limited radius that is constantly scanning the space within the radius and exchange information with other devices via Bluetooth.
That’s simple like this – the BEACON device is placed at the working place, and the worker has the app installed on the mobile device. As far as the worker remains within the operating radius of the device, the working time counter is on. And everyone is paid for the actual working time, accordingly.
As you see, in these cases the practical and reasonable solution was found and offered due to the timely audit. Do you want to see your story on the list of the stories that continue happily? Then, contact Umbrella IT right now – we will check the things, find the solution and assist you in implementing it!
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