Symbio – User manual
Contents
1. Figure 5 Non allocated processes d Add delete Main processes sub processes process flows and process steps can be added and deleted If a process type is to be generated under the core process level the core process cell must be highlighted On deletion the respective process type is highlighted gt i Move in out Moves a process from a higher lower level to a lower higher level The type is automatically converted EE E Convert By clicking this button a highlighted process type will be converted to another type AA Consolidate During consolidation two or more highlighted objects are merged into one object This function is especially useful for consolidating objects in the glossary After pressing the button the name of the new consolidated object can be selected in a dialog box Symbio 4 1 14 Vit De consolidate re consolidate Consolidated objects can be de consolidated and re consolidated after new items have been added by importing see Exporting importing data Relevant objects are shown here in red ee Preview Objects created can be depicted graphically by highlighting them The preview can be re played by clicking the button again AT Evaluation Additional information on how an element can be displayed for example the diagrams in which the element occurs or other elements to which it is linked EI Detail maintenance Attributes of the selected objects can be defined T2. Organization Train process Regulate 2 Manage Symbio management business process Rol esent do Eu projects methods and management KPIs tools methodology v v v Inputs Outputs Guidelines Symbio Service v v Milestones v Systems v Further elements Processes Process Steps Management Processes Establish Develop adjust process organization architecture architecture Core Processes gt JA 4 EA Figure 22 Web publishing The process landscape is entered via the interlinked documents roles IT applications risks key figures etc This simplifies access for every user You can enter directly via the desired document obtain all the details on it and the attached document as well as on the business processes associated with the document The advantage of this transparency is obvious because everyone knows what everyone else is doing what a particular process looks like and which system belongs to which process etc Symbio 4 1 34 4 1 Publishing the process web The publication of the web is carried out in Architect The entire process and organizational architecture as well as the glossary can be published as a Web using the Export function Web publishing The storage location and the language can also be chosen here IE SymbioProduktprozesse Symbio o Z General Architect b Add Remove Convert itdent Inde ove ove Reduce Expand Show Imp Help all Elements Structure V
3. Process Architecture Organizational Architecture Glossary Name BPM Team IT Consultant Person in charge for process releases Process manager Process owner Process portfolio manager gt Input Output gt Systems gt Guidelines 4 KPIs _ 4 Milestones _ 4 Locations gt Requirements _ 4 Trainings Add and delete processes Convert process type Create process architecture Implement process architecture Maintain process details Process by hierarchy indenting outdenting Figure 12 Exporting data 6865 i SymbioProduktprozesse Symbio o X File General Architect do A Y Deconsolidate er S Gh A Reconsolidate de Add Remove Convert Outdent Indent Move Move Export Consolidate Details Preview Evaluation Help up down Elements Windows Help Process Architecture Name ME Roles BPM Team IT Consultant Person in charge for process releases Process manager Process owner Process portfolio manager gt Input Output gt Systems gt Guidelines 4 KPIs 4 Milestones 4 Locations gt Requirements 4 Trainings Add and delete processes Convert process type Create process architecture Implement process architecture Maintain process details Process by hierarchy indenting outdenting Figure 13 Importing data Symbio 4 1 22 3 Defining and maintaining processes Business processes are recorded defined and maintained with the help of the Modelling Cli
4. SYITIBICS Symbio User manual November 2013 2013 Ploetz Zeller GmbH Symbio 4 1 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 USP Symbio 1 2 The benefits of Symbio d Managing the business model 2 1 Start page 2 2 Creating a new database 2 3 Building and managing the process architecture 2 3 1 Functions in Architect 2 3 2 Exporting processes from the database 2 3 3 Importing processes into the database 2 4 Building and managing the organizational architecture 2 4 1 Defining and maintaining organizational units 2 4 2 Defining and maintaining positions 2 5 Creating and managing the glossary 2 5 1 Exporting the glossary and making it available 2 5 2 Central filing of the glossary for all Symbio Modelling Clients 2 5 3 Exporting importing data E Defining and maintaining processes 3 1 Defining and detailing processes in the Modelling Client 3 1 1 Capturing general process information 3 1 2 Detailing processes 3 1 3 Defining the process flow 3 1 4 Detailing process flow 4 Publishing the business model 4 1 Publishing the process web 4 2 Creating a document O Gu GO JO JE WH VI A 00 Oo 10 12 14 15 16 17 17 18 19 20 20 22 23 23 24 27 28 33 34 36 Symbio 4 1 List of figures Figure 1 The Symbio working circu
5. e b o r A An ABC pare i E BOE A Zk Check Online Create Speling Help Variant Process flow Process flow information O O O O O gt O O Process describes the build up and implementation of a process architecture in the Symbio architect Description MA management core and support processes of a compan ne g ppor p pany beree ic Status JLU Reason for revision Responsible Risk rating TT paren erdi Changed on 12 13 2012 4 4 gt H 1 Process Information 2 Process Flow 3_Process Preview EZ IO il b Ready Count 4 S 90 gt U Figure 16 Recording process information 3 1 2 Detailing processes The second tab of 2_Process flow forms the core of the Modelling Client This tab is used to record the business processes Process flows can be recorded online and in the corporate network or intranet on the Internet or in the cloud as well as offline on a PC without any network connection Symbio 4 1 EA al E Implement_process_architecture_2013 01 22 14 01 09 Compatibility Mode Microsoft Excel o EI X Home Insert Page Layout Formulas Data Review View Developer A LA o pp Za urtz 1 SA A D Find amp Select ll ll dhl D Z E amp El mM c ZE rad oe ry 3 sO 00 ete Format ont Alignment Number Styles Cells Editing zu d 2 FE ABC v Selection
6. 20 2 5 2 Central filing of the glossary for all Symbio Modelling 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 is because the data only has to be created once and can then be used for all process flows When exporting the process flow into the client modelling you can link a glossary to the Modelling Client in a separate step asia SymbioProduktprozesse Symbio o E ZA bai General Architect D y A 2 e gt ZZ Bu Eh G Add Remove Convert Outdent Indent Move Move Reduce Expand Show Import Export Consolidate Details Preview Evaluation Help E up down all hi Elements Structure View Export modeling client Export target directory Process Architecture Organizational Architecture Glossary E Name Type Layer Associated glossary file thical Relation 4 Process House Process House m 4 Management Processes 0 Export file name format 4 Establish process architecture Main Process 1 name date ftime xls Deflect strategies market require Process Flow 2 Extended export options Define process responsibilities Process Flow 2 i Embed complete glossary Define and release goals KPlIs Process Flow 2 Language to use i F Implement process architecture Process Flow 2 Deu tsch Deutschland x gt Develop adjust organizational archite Main Process 1 OK Cancel 4 Core Processes 0 f Th will fi ticall
7. Dialog P E al ed Adjust Import Check on off rowheight glossary Spelling E o isational b doez Role 1 Input 1 Output 1 1 Interface Deflect strategies market requirements and define Corporate core processes Management anaes Maintain 2 da process Process manager Strategy paper Process house Symbio Architect SA architecture a Process abe 3 2 hierarchy of Process manager Process house Process portfolio Symbio Architect step process 4 3 OR 5 4 Event New process required 6 5 BARNE Process manager Process profile New process Symbio Architect step process 7 6 Event New process created Ney 8 4 Event subordinated process TTE iva al Process pream 9 8 EO subordinate Process manager Process profile Subordinated process Symbio Architect P process E KAK gt I 1_Process Information 2_Process Flow 3_Process Preview E Il ee GE i uns la Ready 23 EGOZ 100 gt g Figure 17 Recording processes The standard configuration consists of the following columns No Line numbers 1 250 are read only and serve for orientation in the process preview Predecessor The line number s of the previous object s is noted here Type The process flow objects can be selected here A process step an event the connectors AND and OR and a link are all available Name The name of the process flow object is entered in this column Description You can expand and collapse the Description column with t
8. a process house is built up using the Architect ribbon via the Process architecture tab page Note that the view is minimized when a ribbon tab is clicked on Though the buttons do appear if you click on the Ribbon they are hidden as soon as you click outside the ribbon If you double click once more the normal view will be displayed again Symbio 4 1 File General Architect Elements Structure Process Architecture Name 4 Process House 4 Management Processes gt Establish process architecture 4 Core Processes gt Manage business processes gt Manage organizational architecture 4 Support Processes gt Present Symbio gt Manage Symbio projects gt Train process management methods gt Symbio Service 4 Unassigned Processes Request new process Create database Install Symbio Organizational Architecture gt Develop adjust organizational archite gt Establish business process manageme gt Manage process oriented IT impleme gt Regulate business process manageme Reduce Expand Show Import Export Consolidate Type Process House Main Process Main Process Main Process Main Process Main Process Main Process Main Process Main Process Main Process Main Process Main Process Process Flow Process Flow Process Flow View Plugins SymbioProduktprozesse Symbio o ZA 4 d Deconsolidate a a Eh b Details Preview Evaluation Help X all C
9. and makes suggestions for improvement 3 1 3 Defining the process flow When defining the process flow the relevant process type is created in the Type column on the top down basis Process steps events the AND or OR connectors and links are available as process flow objects The previous object is recorded in the Predecessor column EA al 7 Implement_process_architecture_2013 01 22_14 01 09 Compatibility Mode Microsoft Excel o EI E Home Insert Page Layout Formulas Data Review View Developer A Q o ep Za E A e Ara Arial U SEA A S gt r j E P e a e Find amp Paste B Z U ze Fr T d rY 3 0 00 ormat ind amp v d KO BO BOE d v 2 Select r Clipboard BEE Font u Alignment ta Number Styles Cells Editing I c5 v fe Process step v o IO oo A Z FT am AB DD ai OX q tah Siena v F ei Insert Remove Autofilter Adjust Import Check row row on off rowheight glossary Spelling P Organisational E o E re d Type Name SOTEER Role 1 Input 1 Output 1 ecessor Deflect strategies market requirements and define Corporate 1 Interface core processes Management DEE Maintain 2 1 process Process manager Strategy paper Process house Symbio Architect v architecture Define 3 2 ierarchy of Process manager Process house Process portfolio Symbio Architect process 4 3 OR 5 4 Event New process required 6 Eze LE Process mana
10. y por Plan process architecture pdf i p gt Strategy paper 4 New e 1 Outputs Deletion of Proces New process subordinated a e type gt Process house created required process ee d required Guidelines gt Shortcuts 4 Por Shortcuts gt Create tems m dei subordinate Delete process process process process type gt Symbio Architect gt FRE Organization N ie eee gt Roles gt Tab Process architecture New process Subordinated Process type Trainings B Process deleted KPIs created process crested converted gt Create process architecture gt Implement process architecture gt Inputs Outputs iB Demo ae dle Exercise gt Guidelines 2 Ale Practice 4 k Test b Mi Milestones ae Systems Maintain processes v Further elements Figure 24 Navigation through Web publishing To print out information from the Web the documents must first be created using the Export function in Architect To do this select all the processes in the Process architecture tab and then click on Export gt Documents The following settings need to be adjusted in the dialogue Output folder Web export directory Data Print e g C Temp Web1 Data Print File name default P_ guid _ lcid rtf Symbio 4 1 36 Sie ce Datei Allgemein Architekt Hinzuf gen Entfernen Konvertieren Ausr cken Einr cken Nach oben Nach unten Reduzieren Erweitern Prozessarchitektur Organisationsarchitektur TestS
11. bio oe Bere A d Reduce Expand Show Import Consolidate Help Deconsolidate Reconsolidate d i Details Preview Evaluation sx Export modeling client View Pluc Windows Help EK Export glossary Process State Hierarchical Relation Main Process Main Process In process Main Process Main Process Main Process Main Process In process v Main Process Main Process Main Process Main Process Main Process v Process Flow Process Flow Process Flow Figure 26 Document generation Symbio 4 1 37 Publisher Ploetz Zeller GmbH Einsteinring 41 43 85609 Munich Germany Tel 49 89 890635 0 Fax 49 89 890635 55 E mail info p und z de LEGAL NOTICE Ploetz Zeller GmbH assumes no liability or guarantee for the accuracy completeness or usefulness of any information including contributions representations and illustrations provided by this document The described and possible functions of the software refer to its current version The software does not contain any specific adjustments for customers The information contained in this document can 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 exploitation which is not explicitly authorized by the copyright law requires the prio
12. bordinated Process type created process created Process deleted converted 7 10 13 16 2 Ar Convert processtype gi d bd M4r h 1 Process Information 2 Process Flow 3 Process Preview E Il gt Ready 2 EA 10 9 Figure 21 Depicting the process flow graphically Vorschau ekwalseren Update preview The process can always be displayed after being updated again once changes have been made in the second Process flow tab Vorschau kopieren Copy preview The preview can be copied and pasted for example into aWord document E Zoom einstellen Set zoom Different zoom values can be entered in this dialogue box Symbio 4 1 32 N Vorschau anpassen Customize preview The modelling method can be adjusted in the dialogue box where the alignment the type and the process details Corona objects can be changed Corona objects can be completely or partially removed or added depending on the depiction desired Symbio 4 1 33 4 Publishing the business model Processes organizations and the related records can be published easily and ergonomically as HTML based Web pages using the Symbio BPM Tool ZO ek hittp www p und z de showcasey O BG X Symbio 4 Standard Web Te X GT BIC Home Print Favorites Link Zoom Graphic German Search OOE gt I Process House Support Processes
13. e adjusted up or down as required 2 4 2 Defining and maintaining positions When defining and maintaining positions the desired position can be newly set up or an existing position can be renamed in the Name column and in the Type column Likewise positions can be moved as desired by pressing the Up Down buttons Symbio 4 1 18 Additional information can be entered in a variety of columns In the visualized hierarchy levels column do note that the steps to be visualized can be adjusted up or down as required 2 5 Creating and managing the glossary Glossary items can be created and managed using the Glossary tab page a SymbioProduktprozesse Symbio o XZ Re General Architect d A Gte 2 econsolidate lt Add Re e ert ent Indent e e Re e Expa Import Export Consolidate an Deta Preview Evaluatic Help Elements Structure View Plugins Consolidation Windows Help Process Architecture Organizational Architecture Glossary Name 4 Roles BPM Team m IT Consultant Person in charge for process releases Process manager Process owner Process portfolio manager gt Input Output gt Systems gt Guidelines 4 KPIs 4 Milestones 4 Locations gt Requirements 4 Trainings Add and delete processes Convert process type Create process architecture Implement process architecture Maintain process details Process by hierarchy indenting outdenting E Figure 9 Creating a glossary The following
14. eb s feedback function makes it possible to contribute comments and suggestions for improvement 1 1 4 The Ploetz Zeller BPM approach At Ploetz Zeller GmbH the focus is on a comprehensive approach to BPM Every employee needs to be involved in BPM Management and the individual levels have to be convinced of the usefulness of the tool in order to guarantee successful BPM As a Symbio 4 1 6 result employees feel involved and motivated to participate BPM should be aimed at both the strategic and the operative levels 1 1 5 USP Symbio e Can be used ad hoc Symbio is easy to integrate in a company and can thus be used immediately for internal and external projects e Low licensing and operating costs Symbio is offered in the forms of departmental divisional and corporate licenses e Simple database management New databases can easily be set up and managed in Architect e Extremely low training costs The functions are taught in just two hours of training e User friendly Modelling is based on MS Excel e High level of acceptance Thanks to the ease of use acceptance by employees is very high e Graphical evaluations Processes can be evaluated in professional graphics e Embedding the process web The process Web can be easily embedded into the existing IT environment 1 2 The benefits of Symbio e By defining the process within the team see Developing the process in the workshop as well as for every individual e
15. ent Modelling is based on the methods of event controlled process chains EPCs value creation chain diagrams VCDs or extended event controlled process chains EEPCs VCDs Sub processes are depicted in lines and the multiple relationships between sub processes sub process has multiple predecessors or successors are directly depicted by linking the relevant sub processes with each other Implement Symbio Update Symbio Indrvidualize standard standard Symbio Standard Figure 14 Example of a value creation chain diagram EPCs EEPCs Process steps events rules and process interfaces can be represented line by line in the EPC and if necessary can be displayed in a more detailed way Multiple relationships between process steps process step has multiple predecessors or successors are indirectly mapped by linking the relevant process steps via an intermediary rule Symbio 4 1 23 Define hierarchy of process J New New process subordinated required process required Create subordinate process Subordinated process created 2 Deletion of Process type process conversion required required Delete process Figure 15 Example of an event driven process chain 3 1 Defining and detailing processes in the Modelling Client Once a process has been exported with Architect into a Modelling Client see Exporting processes from the database the process can be defined and de
16. fi i gt Establish business process manageme Main Process 1A deete ae ey ce 7 gt Manage business processes Main Process 1 gt Manage organizational architecture Main Process 1 gt Manage process oriented IT impleme Main Process 1 In process 4 Support Processes 0 gt Present Symbio Main Process 1 gt Manage Symbio projects Main Process gt Train process management methods Main Process 1 gt Regulate business process manageme Main Process 1 gt Symbio Service Main Process 1 4 Unassigned Processes 0 Request new process Process Flow 1 Create database Process Flow 1 Figure 11 Linking the Modelling Client to the glossary 2 5 3 Exporting importing data Glossary items can be exported and edited in an Excel data template with the aid of the Export button data export Using the Import button data import Glossary items that have been updated in the Excel data template can be easily imported back into Architect A filled line must be marked in the glossary to enable the export import feature After importing the data recorded can be seen in the updated glossary Symbio 4 1 21 gia SymbioProduktprozesse Symbio o X File General Architect y Deconsolidate oe li i Reconsolidate de Add Remove Convert Outdent Indent Move Move Reduce Expand Show Impo Consolidate Details Preview Evaluation Help up down GE Elements Structure View fk Export glossary Windows Help
17. ger Process profile New process Symbio Architect step process 7 6 Event New process created yew 8 4 Event subordinated process Process e 9 8 EA subordinate Process manager Process profile Subordinated process Symbio Architect P process v JL a 1 Process Information 2 Process Flow 3 Process Preview 72 I 4 Ill gt Ready 23 EGIOZU 10 g Figure 18 Creating a process type Recording general process flow information The name of the process flow object types is entered in the Name column e g an Order triggered event Activating the button above the Name column opens another column called Description The process flow object type may be described in more detail in this cell More columns highlighted in blue and further to the right in the Modelling Client can be filled out if necessary 2 Symbio 4 1 28 The name of the organizational unit is entered in the Organizational unit column Activating the F button over the Organizational unit column will open more columns into which the roles may be entered RACI information responsible accountable consult and inform can be created in addition to the roles 3 1 4 Detailing process flow The Modelling Client contains a number of additional columns in which the process flow can be inserted in detail together with other elements The most important elements include e Input You can select the data documents or similar that are needed as an input for a p
18. glossary items are pre set e Roles e Input output e Systems e Directives guidelines e Key figures e Milestones e Locations e Events e Requirements e Training courses e Transactions services e Risks Symbio 4 1 19 2 5 1 Exporting the glossary and making it available The glossary can be exported to an Excel template and made available to all employees with the aid of the Export button Export glossary A line with data content must be marked in the glossary to enable the export feature Add Remove Convert Outdent Inc la TEk General Architect Elements Structure Process Architecture i Organizational Architecture Name 4 Roles BPM Team IT Consultant Person in charge for process releases Process manager Process owner Process portfolio manager gt Input Output gt Systems gt Guidelines 4 KPIs 4 Milestones 4 Locations gt Requirements 4 Trainings Add and delete processes Convert process type Create process architecture Implement process architecture Maintain process details Process by hierarchy indenting outdenting SymbioProduktprozesse Symbio how Import Consolidate View Glossary en bk Export data A Deconsolidate Reconsolidate Details Preview Evaluation Windows Figure 10 Exporting a glossary In the Excel glossary template each of the data items used in the Glossary can be seen in an individual tab Symbio 4 1
19. he T button in the column header above the Name column Symbio 4 1 26 Functions of the Modelling Client 2nd tab t E E Zeile entisen J Insert line A new line can be inserted before the current line in the worksheet In this dialogue you can enter the number of new lines verschieben Move line A selected line can be moved to any another chosen line In this dialogue enter the line into which the now current line is to be moved Zeile l schen Autofilter an aus Autofilter on off The Autofilter is only applied to the Object type column Table editing actions e g delete line move line etc can be performed as long as a filter is set Wi Zeilenh he TEZ Adjust line height The line height can be changed and the desired line height can be entered in the subsequent dialogue Glossar importer Import glossary Glossary items of the business process can be imported The glossary file can be selected in a file selection dialogue After importing a glossary a dialogue may appear informing of errors or warnings if the configurations of the two files do not match or if the specified file could not be read Symbio 4 1 Recht TEZ Spelling check You can check at any time to see whether any spelling errors have crept into the entries The Excel spelling checker will be activated and where necessary a dialogue will appear that indicates any errors
20. he changes in details must be separately stored or discarded using the buttons Selected attributes can also be edited directly in the table Deutsch Deutschland English United States Espanol Espana alfabetizaci n internacional Data language The language of the data can be changed to German or Spanish on the General ribbon Note that only the language of the data is changed not the language of the user interface 2 3 2 Exporting processes from the database Process sequences are modelled in the Modelling Client based on MS Excel and not in Architect For this purpose the process flow to be modelled is highlighted in the process architecture and exported to the Modelling Client with the Export button export Modelling Client The Modelling Client can be stored on any desired storage space Symbio 4 1 15 E SymbioProduktprozesse Symbio o ZA TEk General Architect Ex bak ty 5B 2 Add Remove Convert Outdent Indent Move Move Reduce Expand Show Import up down all Elements Structure View pug Bk Export modeling client Windows Help sk Export glossary Deconsolidate d Reconsolidate LA ba ali NA Details Preview Evaluation Help X X Process Architecture Organizational Architecture i Glossary fy Export documents Name Type Layer Proce Web Publishing Process State Hierarchical Relation be 4 Process House Process House 0 i 4 Management Processes 0 4 Establish proce
21. iew Plug sk Export modeling client Windows Help sx Export glossary Process Architecture Organizational Architecture Glossary fy Export documents Name Type Layer Proce B Web Publishing 8 Process State Hierarchical Relation 4 Process House Process House 0 E 4 Management Processes 0 gt Establish process architecture Main Process gt Develop adjust organizational archite Main Process 1 In process 4 Core Processes 0 gt Establish business process manageme Main Process gt Manage business processes Main Process gt Manage organizational architecture Main Process gt Manage process oriented IT impleme Main Process 1 In process 4 Support Processes 0 gt Present Symbio Main Process gt Manage Symbio projects Main Process gt Train process management methods Main Process gt Regulate business process manageme Main Process gt Symbio Service Main Process 4 Unassigned Processes 0 Request new process Process Flow Create database Process Flow Install Symbio Process Flow Figure 23 Web generation When opening the Web you can enter via either the process graphics the process list or the organization Navigation through the Web is very comprehensible because there is an overview of the different elements on the left hand side and because the graphic is in the middle while the descriptions can be seen on the right When any process flow object in the graphic is clicked on the associated description on
22. ile General Architect d Ek lt gt ty Bl erea Q ED Eh O Add Remove Convert Outdent Indent Move Move Reduce Expand Show Details Preview Evaluation Help e up down 2 Elements _ Structure View Ek Import modeling cient Windows EEA EE I i Process Architecture Organizational Architecture Glossary Name Type Layer Process Manager Process Owner Process State Hierarchical Relation 4 Process House Process House 0 E 4 Management Processes 0 4 Establish process architecture Main Process 1 Deflect strategies market require Process Flow 2 Define process responsibilities Process Flow 2 Define and release goals KPls Process Flow 2 Implement process architecture Process Flow 2 Ansgar Mayer Oliver Zeller In process gt Develop adjust organizational archite Main Process 1 In process 4 Core Processes 0 gt Establish business process manageme Main Process 1 B gt Manage business processes Main Process 1 gt Manage organizational architecture Main Process 1 gt Manage process oriented IT impleme Main Process 1 In process 4 Support Processes 0 gt Present Symbio Main Process 1 gt Manage Symbio projects Main Process 1 gt Train process management methods Main Process 1 gt Regulate business process manageme Main Process 1 gt Symbio Service Main Process 1 4 Unassigned Processes 0 Request new process Process Flow 1 E 16 Figure 7 Importing a Modelling Client 2 4 Building and managing the organizationa
23. it Figure 2 The Symbio start page Figure 3 Database creation Figure 4 Creating a process house Figure 5 Non allocated processes Figure 6 Export process flow Figure 7 Importing a Modelling Client Figure 8 Building the organizational architecture Figure 9 Creating a glossary Figure 10 Exporting a glossary Figure 11 Linking the Modelling Client to the glossary Figure 12 Exporting data Figure 13 Importing data Figure 14 Example of a value creation chain diagram Figure 15 Example of an event driven process chain Figure 16 Recording process information Figure 17 Recording processes Figure 18 Creating a process type Figure 19 Input selection dialog Figure 20 Linking a document to an input Figure 21 Depicting the process flow graphically Figure 22 Web publishing Figure 23 Web generation Figure 24 Navigation through Web publishing Figure 25 Saving a document Figure 26 Document generation List of tables Table 1 Process types in Architect 10 11 d 15 16 17 18 19 20 21 21 22 23 24 Zo EO 29 30 31 33 34 35 36 36 d Symbio 4 1 4 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 organizations if they want to remain competitive Symbio meets all these criteria It is a complete system for managing business models and p
24. l architecture An organization can to be designed and managed see Functions in Architect using the Organizational architecture tab page The organizational unit and the position are available as organization types Symbio 4 1 17 a SymbioProduktprozesse Symbio o X Re File General Architect d ste e 2 atia ER OO Gl S Add F ert F Expand Import Export t Details Preview Evaluation Help Elements Structure View Plugins Consolidation Windows Help Process Architecture Organizational Architecture Glossary Name Type Layer Type of Organ Responsible Person Visualized H Hierarchical Relation 4 Organization Organizational Unit 0 E 2 Corporate Management Organizational Unit 1 2 Consulting Organizational Unit 1 2 Customer specific development Organizational Unit 1 2 gt Standard development Organizational Unit 1 2 IT Project team Organizational Unit 1 2 4 Unassigned Organizational Eleme 0 Figure 8 Building the organizational architecture 2 4 1 Defining and maintaining organizational units When defining and maintaining organizational units the desired organizational unit can be newly set up or an existing organizational unit can be renamed in the Name column and in the Type column Likewise organizational units can be moved as desired by pressing the Up Down buttons Additional information can be entered in various columns In the visualized hierarchy levels column do note that the steps to be visualized can b
25. mployee see Detailing processes areas for improvement are detected and the first changes are already taking place in people s heads e Transparency is obtained by linking the data in the process Who does what in the company Which system supports which process Existing data can be easily networked with Symbio e Symbio makes organizational changes in the company clearly visible by coupling the process and organizational architecture It quickly becomes apparent which tasks will be fulfilled by which organization and whether some tasks have no clear responsibilities roles e An ISO certification can be obtained in a very short time and compliance conformity ensured e Use of standard software Symbio is used as a ready made product and has a clearly defined scope This guarantees low licensing and training costs The employees know how the software works straightaway and they can deliver results quickly This increases employee motivation e Rapid deployment is assured in the most diverse internal or external projects regardless of the industrial sector involved Consequently projects can be begun ad hoc with Symbio This creates flexibility and acceptance in any company and prevents unnecessary investment e Rapid and easy entry of data into Excel and direct data analysis in Excel or subsequent visualization in key figures on the Web or in documents provides a transparency that makes the potential of the on going business
26. nctions in Architect New processes can 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 the new process is still not clear it can also be created at non allocated processes Symbio 4 1 13 8 SymbioProduktprozesse Symbio o ZA General Architect O econsolidate A EGS El e Expand Show Import Export ate Details Preview Evaluation Help all b KO Elements Structure View Plugins Consolidation Windows Help Process Architecture Organizational Architecture Glossary Name Type Layer Process Manager Process Owner Process State Hierarchical Relation 4 Process House Process House 0 b 4 Management Processes gt Establish process architecture Main Process gt Develop adjust organizational archite Main Process In process 4 Core Processes gt Establish business process manageme Main Process gt Manage business processes Main Process gt Manage organizational architecture Main Process gt Manage process oriented IT impleme Main Process In process 4 Support Processes gt Present Symbio gt Manage Symbio projects gt Train process management methods gt Regulate business process manageme gt Symbio Service Main Process Main Process Main Process Main Process Main Process 4 Unassigned Processes 0 Res azua Process Flow Create database Process Flow Install Symbio Process Flow
27. onsolidation Windows Help Glossary Layer Process Manager Process Owner Process State Hierarchical Relation 0 v 1 In process In process Figure 4 Creating a process house Symbio supports the following process types Element Description Example e Element for structuring the processes Main e May contain sub Gte process process processes or process architecture flows e Element for structuring Sub the processes Implement process e May contain process GE process y P aate flows e Element for structuring the processes BKE Process p l Maintain e May contain process flow architecture steps Symbio 4 1 12 Process house e Individual activity within Shortcuts Be a temporal logical SA Process b Process Er hierarchy Pier step e May be linked to ma Ny da process 4 different types of master data Process house Process portfolig Table 1 Process types in Architect Tab Process architecture Symbio Architect Ek The process architecture should be planned as a hierarchical structure of processes formed from the main process sub process process flow and process step elements These elements may form a hierarchical structure with two three or four levels e Main process 1 4 levels o Sub process 1 1 Process flow 1 1 1 Process step 1 1 1 1 Process step 1 1 1 2 Process step 1 1 1 n Process flow 1 1 2 Process flow 1 1 n o Sub process 1 2 o Sub process Ln 2 3 1 Fu
28. pports the acquisition structuring maintenance compression and provision of many types of information in the business model However the special strength of Symbio only comes into play when Symbio is integrated into existing systems rather than run as a stand alone system e The filing of Symbio Modelling Clients in a document management system not only allows the use of the built in version management and workflow automation features but 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 the workspace used every day e Embedding Symbio Web and Symbio Documents in the intranet not only makes the business model available to every employee it also allows the shared linkage with information already available on the intranet and with tools such as role descriptions checklists manuals or instructions 1 1 3 Involvement The acceptance of a business model depends on 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 Symbio Modelling Clients give every employee the chance to record maintain and compress information themselves staff become actively involved in the business model In addition Symbio W
29. processes visible Symbio 4 1 d e Wasted expenditure becomes apparent and unnecessary work steps can be eliminated This makes sustainable and ecological work possible e The process portal creates an overview and transparency for all employees and creates new perspectives and views on the company This way every company can increase employee satisfaction too e Different application scenarios and the software s ease of use enables a continuous and thus sustainable optimization of the business processes Symbio 4 1 8 2 Managing the business model Basic activities of business process management such as database management the compilation of process maps the creation of glossaries and generation of publications are handled in Architect First of all Architect serves as an exchange and processing platform for process data The following are useful Architect keyboard shortcuts CTRL D Changes the data language CTRL W Closes the current database CTRL Enter Adds a new item under the selected item Uses the same element type and same indentation 2 1 Start page When Architect is launched the following user interface appears see Figure 2 The databases already created are listed on the left hand side under available databases and they can be opened with a double click A user manual the system requirements and the contact information of Ploetz Zeller GmbH can be called up at Help amp S
30. r approval of Ploetz Zeller GmbH This applies especially to copies adaptations translations microfilming as well as to storing and processing in electronic systems Ploetz Zeller GmbH considers the information knowledge and representations contained in this document its own property The documentation or the contained information knowledge and presentations cannot be published or disseminated without the previous 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 for the use Ploetz Zeller GmbH reserves the right to carry out technical changes The product names used are trademarks or registered trademarks of the current owner Symbio is a registered trademark of PLOETZ ZELLER GmbH Munich Germany ARIS is a registered trademark of Software AG Darmstadt Germany Symbio 4 1 SYITIBIO Symbio User manual Contact Ansgar Mayer Telephone 49 089 890635 35 PLOETZ ZELLER Process lifecycle partner Ploetz Zeller GmbH Einsteinring 41 43 85609 Munich Germany Telephone 49 89 890635 0 Fax 49 89 890635 55 E mail info p und z de 2013 Ploetz Zeller GmbH 38
31. rm By default the search is always made in the object name e Depending on the template configuration used you can add objects or also change existing ones o Add object After the name has been typed the Add button will become active Before pressing Add the type should be reviewed The content of Symbio 4 1 29 the selection list for Type can be configured individually e g for roles organizational units groups etc After adding the new object the available object attributes can be entered as needed o The attribute input fields can be written in if existing objects can be modified Details Name Description Link title Link Search Search text eet y in attribute End of validity Start of validity Description Version Found objects Attributed object Business scenarios Choose ribbon architect Choose tab process architecture Converted process type CS documents external document Details DS document external documents New process Plan process architecture Preview Process change request Process portfolio Process profile Process types You can copy attribute values to the dipboard by marking the value and then pressing trg e Figure 19 Input selection dialog If documents or files are to be associated with an Input these can be entered via a link at details Symbio 4 1 30 Name lescript There are some useful shor
32. rocess step in the input columns Inputs can be selected as desired or chosen from the predefined select list e Output In the output columns you can input the data documents or similar that are created or edited in the process step e System Application systems e g SAP Oracle etc with which a function is supported can be entered e Key figures The key figures or measured values to be used can be entered e Directives guidelines The directives and guidelines to be followed can be added e Risk The risks to be noted SOX and business risks can be entered e Requirement The specific requirements for a process step can be entered e Transaction service Transactions or other services can be created e Training Courses or training can be entered e Milestone Here you can allocate a milestone to each event in the process flow This column must not be used by any of the other object types of the process flow In order to enter the glossary items there is an input and selection dialogue with the following functions e Select existing objects from the list of Objects found bottom left After selecting an object all the available attribute information about this object will appear in the details section of the dialogue e Search existing objects The required term can be entered in the Search text box if a particular object is being searched for Below this you can specify which attribute should be searched in to find the entered te
33. rocesses Symbio supports the acquisition structuring maintenance compression and provision of many types of information in the business model To sum up its functions can be described as follows Databases process houses organizational charts and glossary data are created in Architect The modelling of process flow processes takes place via MS Excel in the Modelling Client which in turn can be imported into Architect with the recorded process flows Publications can be created with Architect and after reviewing the processes modelling can be restarted if necessary a S Simbio Architect m e a ai D LE Pitta a ea ee Gee e T Figure 1 The Symbio working circuit Symbio 4 1 5 1 1 The Symbio philosophy 1 1 1 Simplicity To meet this claim Symbio always provides its users with an interface that is optimized for their own particular application e Administrators of the business model manage the information collected by establishing and maintaining structures and monitoring compliance with these structures They work with Symbio Architect e Modellers of the business model record maintain and compress information They work with Symbio Modelling Client e And the information users of the business model want to access the information provided in a targeted way They work with Symbio Web or with Symbio Documents 1 1 2 Integration Symbio is a complete system for managing business models It su
34. scribed in detail in the Modelling Client 3 1 1 Capturing general process information General information about the business process and the questionnaire can be recorded on the worksheet The worksheet is used to e Determine the necessary meta information such as process name or process description e Document and version management e Maintain pre defined model attributes such as quality assurance or to record the process times Symbio 4 1 24 The process information worksheet is divided into different subject areas such as status person responsible or risk assessment Mandatory fields are highlighted in yellow When you save and close the Symbio Modelling Client a message is displayed if a mandatory field has not been filled in Optional fields may but need not be filled with values They are highlighted in white EA ZPO EE ENE Implement_process_architecture_2013 01 22_13 49 56 Compatibility Mode Microsoft Excel of 8 File Home Insert Page Layout Formulas Data Review View a EA ea GZ E pa d Arial SU AA EE SZ ee E Wrap Text 5 Ez 2 2 a puke B i U A 2323 gt rad Merge amp Center v0 cat Conditiona Format ell Insert Delete orma gt Sot amp Find amp b Gg Eitte NOEK oa B Formatting as Table Style X lt 2 Filter Select Clipboard Font Alignment Number Styles Cells Editing M_ d0ala7f_9a82_ v fe Implement process architecture E
35. ss architecture Main Process 1 Deflect strategies market require Process Flow 2 Define process responsibilities Process Flow 2 Define and release goals KPls Process Flow 2 Implement process architecture Process Flow 2 Ansgar Mayer Oliver Zeller In process gt Develop adjust organizational archite Main Process 1 In process 4 Core Processes 0 gt Establish business process manageme Main Process 1 gt Manage business processes Main Process 1 gt Manage organizational architecture Main Process 1 gt Manage process oriented IT impleme Main Process 1 In process 4 Support Processes 0 gt Present Symbio Main Process 1 gt Manage Symbio projects Main Process 1 gt Train process management methods Main Process 1 gt Regulate business process manageme Main Process 1 gt Symbio Service Main Process 1 4 Unassigned Processes 0 Request new process Process Flow 1 E m Figure 6 Export process flow 2 3 3 Importing processes into the database Once processes have been recorded defined or optimized in Modelling Client they can be reloaded into Architect via the Import button import Modelling Client and you can then see them in the updated process architecture and under non allocated processes The glossary will also be updated when you import a Modelling Client After an import it makes sense to consolidate similar objects Symbio 4 1 SymbioProduktprozesse Symbio amp F
36. tandard Symbio ba Se ZG ZG A Alle anzeigen A Detailpflege EO Rekonsolidieren A Vorschau Importieren Exportieren Konsolidieren eg X X Auswertung Dekonsolidieren verschieben verschieben r Ausgabeordner Glossar CAtemp _PZ _ShowCase Data Print Dateinamensvorgabe P_ guid _ Icid rtf Erweiterte Exportoptionen Explorer b Strenge Dateinamensregeln anwenden Format der eingebetteten Bilder A Die Datenbank wird vor der Ausf hrung des Plugins automatisch gespeichert Figure 25 Saving a document 4 2 Creating a document The entire process and organizational architecture as well as the glossary can be published as a document with the aid of the Export function Export document The storage location and the format can also be chosen S H in File General Architect Add Remove Convert Outdent Indent Move Move down all up Elements Structure r gt Develop adjust organizational archite 4 Core Processes gt Establish business process manageme gt Manage business processes gt Manage organizational architecture gt Manage process oriented IT impleme 4 Support Processes gt Present Symbio gt Manage Symbio projects gt Train process management methods gt Regulate business process manageme gt Symbio Service 4 Unassigned Processes Request new process Create database Install Symbio SymbioProduktprozesse Sym
37. tcuts making the work with the Type l Symbio Architect more efficent and effective Documented knowledge default Documents Guidelines Shortcuts_en pdf Link 2 Start of validity End of validity Version Checklist to check process technically and me You can copy attribute values to the clipboard by marking the value and then pressing strg c Figure 20 Linking a document to an input In the third tab 3_Preview of the Modelling Client graphics can be automatically created to depict the process flow Symbio 4 1 31 EA ld I Gr le Implement_process_architecture_2013 01 22_14 01 09 Compatibility Mode Microsoft Excel o E E Home Insert Page Layout Formulas Data Review View Developer a GO oe Far a a SS ZKO ba E f IE a Wrap Text v A r 1 4 E ZO Arial 10 A A E pT TE 2 STA LS ry zu Paste B Z U ta A a ZE ES Merge amp Cente h 9 0 300 Conditional Format Cell Insert Delete Format Sort amp Find amp e F e ur SS FF HMen d I Formatting as Table Styles 2 Filter Select Clipboard G Font Alignment Number Styles Cells Editing A3 5 fe v EWES Gal is Refresh Copy Adjust Configure preview preview zoom preview Define hierarchy of process 3 GA 4 New e 5 Deletion of Processtype New process subordinated process SEO ae Abere required required required 5 8 11 14 Create new Zk cae subordinate Delete process p process 6 9 15 New process Su
38. the right will be updated Symbio 4 1 35 A b gt of http www p und z de showcaser O BSG X of Symbio 4 Standard Web Te X tn Ds 23 IBIO Home Print Favorites Link Zoom Graphic German Search Search f O i Ex d ed ATO era e 4 Implement process architecture A Maintain process architecture Process House gt Establish process architecture gt Eve 4 T Process House 4 Management Processes Defect A process architecture is established according to the corporate E strateniesimarket strategy and goals conditions of the market and others factors 4 gt Establish process architecture a nis baia Under the tab Prozessarchitektur a process house can be T Implement process arc ETETE established where management core and support processes can Devonai Setia processes be chosen as the process category A process which can not be evelop adjust organization assigned to one of the three categories can be created under gt Core Processes unassigned processes In order to set up a process house the Das t names of the processes are written manually under the relevant p upport Processes Maintain category process architecture Roles Processes e responsible R gt Process manager Process Steps Define hierarchy of v Inputs Outputs F Inputs gt Choose tab process architecture y por Choose tab process architecture pdf gt Plan process architecture I E
39. upport on the right hand side Symbio 4 1 S Symbio o E X EZE ee Deutsch Deutschland English United States Espa ol Espana alfabetizaci n internacional Show pen logs logfile Data Language Log New Database Help amp Support Click here to create a new database Available Databases A Figure 2 The Symbio start page 2 2 Creating a new database A new database name may be entered under the file Ribbon and the database is finally created by clicking the Create button The initial setting in the set of rules is StandardRuleSet Depending on the license key a different set of rules can be taken over for example Database Explorer The method is pre set at StandardMethod Additional settings can be selected depending on the configuration of a database containing specific requirements and rules Symbio 4 1 10 g Symbio o fF E ie Deutsch Deutschland English United States Espanol Espa a alfabetizaci n internacional Show Open logs logfile Data Language Log New Database Help amp Support Click here to create a new database Available Databases A SymbioProduktprozesse E Last access by mayera 1 22 2013 3 29 17 PM Location C Documents and Settings All Users Application Data SymbioSuite Storage Figure 3 Database creation 2 3 Building and managing the process architecture After creating a new database
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