Evaluation of Current Business Processes and Implementation of Automated Monitoring Tools

Key Benefits

• Comprehensive understanding of existing business processes
• Real-time monitoring of process efficiency
• Identification of inefficiencies and areas for improvement
• Enhanced overall business performance and productivity
• Data-driven decision-making enabled by automated tools

Stakeholders and Responsibilities

• Project Sponsor: Ensure project alignment with business goals and secure necessary funding.
• Project Manager: Oversee project execution, manage timelines, and coordinate between stakeholders.
• External Consultant: Conduct comprehensive review of business processes and recommend automated tools.
• IT Department: Implement and integrate automated monitoring tools.
• Department Heads: Provide input on current processes and facilitate access to necessary information.
• Employees: Participate in interviews and provide feedback on current processes.

Task	Description	Responsible	Accountable	Consulted	Informed	Timeframe
Project Initiation	Define project scope, objectives, and deliverables	Project Manager	Project Sponsor	Department Heads	Employees	1 week
Consultant Selection	Identify and commission an external consultant	Project Manager	Project Sponsor	Procurement	Department Heads	2 weeks
Planning and Scheduling	Develop detailed project plan and schedule	Project Manager	Project Sponsor	External Consultant	Department Heads	1 week
Data Collection	Gather existing process documentation and relevant data	External Consultant	Project Manager	Department Heads	Employees	2 weeks
Process Review	Conduct interviews, surveys, and workshops to understand current processes	External Consultant	Project Manager	Department Heads	Employees	3 weeks
Analysis and Evaluation	Analyse collected data to identify inefficiencies and improvement areas	External Consultant	Project Manager	Department Heads	Employees	3 weeks
Tool Identification	Recommend automated tools for real-time process monitoring	External Consultant	Project Manager	IT Department	Department Heads	2 weeks
Tool Procurement	Acquire the recommended automated monitoring tools	Procurement	Project Sponsor	IT Department	Department Heads	2 weeks
Tool Implementation Planning	Develop a plan for the implementation of automated tools	IT Department	Project Manager	External Consultant	Department Heads	1 week
Tool Integration and Setup	Integrate and set up automated tools within the current systems	IT Department	Project Manager	External Consultant	Department Heads	3 weeks
Staff Training	Train staff on the use of new automated monitoring tools	IT Department	Project Manager	External Consultant	Employees	1 week
Monitoring and Adjustment	Monitor tool performance and make necessary adjustments	IT Department	Project Manager	External Consultant	Department Heads	Ongoing
Reporting	Prepare a comprehensive report with findings and recommendations	External Consultant	Project Manager	Department Heads	Employees	2 weeks
Presentation and Feedback	Present findings to stakeholders and gather feedback	External Consultant	Project Manager	Department Heads	Employees	1 week
Final Report Delivery	Submit the final report incorporating feedback	External Consultant	Project Manager	Project Sponsor	Department Heads	1 week
Action Plan Development	Develop an action plan based on recommendations	Project Manager	Project Sponsor	External Consultant	Department Heads	2 weeks
Implementation Kick-off	Initiate the implementation of approved recommendations	Project Manager	Project Sponsor	External Consultant	Employees	Ongoing

Expected Timeframe

• The entire process from evaluation to the integration of automated tools is expected to take approximately 22 weeks, with ongoing monitoring and adjustments thereafter.