Dec 3, 2009

Two Methods for Implementing Business Automation

Method One – Zachman Model

Continuing with the Zachman Model, there are three more levels to work through – Designer, Builder, and Sub-Contractor – before you reach a working solution.

Designer Tasks This level is still pre-technology, with no decisions made regarding the technology to use. At this point you must begin to use the terminology you have established with your client to describe in great detail what events must occur. Conceptually, you must work through the flow of the client's business, insuring that starting points, processes, business rules, and end points are fully understood. Until this is done, consciously recognized, and documented; discussion of technical means is premature. You will know What needs to be done, How it must be done, Where it will occur, Who will do it, When it will be done, and Why it must be done. Now to consider the tools . . .

Builder Tasks With a comprehensive picture of the client's requirements, a study of available software and hardware to meet these requirements must be done. Because you understand the client's needs so well, you can likely forecast changes in the client's requirements over some period of time. At this level, you must consider architectural issues, such as: data structure, data storage, server locations, input and output information (and who is responsible for each), communication means (intra-, inter-, and ex-network), and the kinds of software that can model the client's business processes and deliverables. The next level may evolve differently than expected at this point, necessitating more or different capability. It is important to allow room for growth and change when scoping the architecture.

Sub-Contractor Tasks The term 'Sub-Contractor,' coined by Zachman, doesn't quite describe what happens here. You may sub-contract this work, or you may perform it yourself, but in either case this is where the value of all the preceding work is confirmed. Using the structure created during the Builder Tasks, specific choices are made which change it from a promise into reality. This is where the Designer Task output is married to technology via business rules emulated in firmware, the choices made in software setup, the data initially entered, screen layouts, report designs, user training, system testing, and final verification of a working system.

Summary By taking the project through all Zachman levels: Planner, Owner, Builder, Designer, and Sub-Contractor you insure that the solution is right for the client. The scope is appropriate; it fits the client's business model; it follows the business rules you define together; the hardware and software are suited to the task; and the detailed technical setup delivers the results desired. By following the Zachman Model, using terminology that you and your client carefully define, it is possible to arrive at a superior solution. When done properly, the result is a precisely designed engine to drive the client's business to efficiency, effectiveness, and profitability. It is custom fit to the client's business.

Method Two – Best-in-Class

Looking at it one way, this is a somewhat more reassuring route. After all, if others have used this method and done well, then it should be OK. Right? Well, maybe. The other aspect is that it isn't precisely designed for your client's business. You know absolutely, that it has worked for some company, perhaps one very similar to your client's. But each company has its own flavor, and will do some things differently. There are some ways to accommodate the differences.

Best in Class Model The basic concept is to begin with a business model that has proven to be Best-in-Class, and modify the model to suit the unique differences of the client's company. The software must be capable of significant modification in order to accommodate such adaptation.

The GoldMine Example To a great extent, GoldMine is your custom design example. It arrives very much as a clean slate, with many possibilities, but not set up to do any particular thing. The dealer works with the client to mold it around the client's business (Method One). There are many companies which have GoldMine and like the custom aspects. The Best-in-Class example we are about to show you began in a form very much like GoldMine. Even today, it has thousands of settings which can be changed to wrap it around a business, yet many clients objected to all the work to set it up from a clean slate condition.

Capturing Best-in-Class Our example is based on BestFit Business MGR, which creates a bridge between GoldMine CE and an office back-end such as QuickBooks, incorporating many business processes found only in multiple add-ons and few not seen before. Working from the premise that companies would rather purchase software that works 'Out of the Box,' BestFit went back to the drawing board to see if they could deliver this very customizable software in that state. The result is software that can be delivered in working condition, needing only: company logo, address, location of GoldMine, location of QuickBooks, and a few more things of like nature. You get the picture.

What kind of businesses? Well, a service business, a product sales business, a manufacturer's business, and a dealer's business - to start. BestFit has 'captured' all of the settings inherent in each of these businesses, and can deliver the software with those settings already pre-set.

Customizing Best-in-Class BestFit Business MGR lost none of the thousands of configuration settings which can be changed to suit the different nature of a business; it just reduced the workload tremendously to implement the software. It also reduces the install time.

What Features? There isn't room to go into all of them here, but we can suggest you visit the website if you are interested at www.bestfitbusinessmgr.com and also download information related to the Zachman Model. Or you can call us a (503) 206-0333.

Final Summation

We began the series with 'Cutting the Cost of Business Automation,' recognizing that some of the market's available choices are too expensive in software, hardware, or both, for a small business to consider. We also noted that being able to extend GoldMine's capability to include more functions, and create a complete business system from initial contact through to invoicing, adds considerable value. In 'Simplifying Business Automation' we showed how to reduce mis-communication with the client by establishing jointly-defined terminology. 'Business Processes and Business Automation' gave some examples of how to use this new terminology to explain the business rules in use, and introduced us to the Zachman Model as a way of insuring that the automation project met the client's goals. Finally, in 'Two Methods for Implementing Business Automation' we completed the last three levels of the Zachman Model by finalizing a custom automation project, and showed the 'Best-in-Class' approach which, in some cases, is a faster way to the client's goals.

Next Steps

Whether you decide to use Method One or Method Two, you will have a working system for your client. The results should be tracked for some time until the new software issues shake out. Adjustments usually come fast and furiously in the beginning, only to taper later. There usually are opportunities revealed during new software installations which hint at the next project or sub-project the client might want to consider. Completion of the project may not be the right time for them to consider new projects, but you can put a reminder in your system to discuss this with them later. We encourage you to continue your investigation into business processes and methodologies, for your business' sake.

Name: Two Methods for Implementing Business Automation
Author:  David Brydson &Tom Daly