Processes
When you access to the 'Processes' option, GlobalSUITE displays an initial table containing the various business processes that support the services included in the scope. The platform allows you to create different processes and associate them with the services you support.
Processes List
To create a new process, select the 'New' button and a new record will appear in the table. To delete a created process you have to select the row(s) that you want to delete and then click on the 'Remove' button. The 'Download' button allows you to download the list of processes in editable format (.xlsx) or in PDF format.
To view the details of a process, you have to access by clicking directly on the name of the process.
Once you are in a process, GlobalSUITE displays a structured form in the sections: Input, General Data, Organizational Structure, Stakeholders, Actions, Outputs. Hereafter it is the information that can be recorded in each of the sections.
Inputs
This section is composed of a table with the listing of business process inputs. Each process input is created by clicking on the 'Add' button, allowing you to edit the name and description of the entry by double clicking on the corresponding field. In case you want to delete an entry you have to select the desired row(s) and click on the 'Remove' button.
General Data
Name: It allows you to define the name of the process. This name will be displayed in the processes list, as well as in the rest of the platform until the process is used.
Description: It allows to describe in detail the function or associated tasks of the process.
Departament: It identifies the department that is related to the process.
Supervisor: This table contains the people who is responsible for the process. For each person in charge of the process, his/her name, order of responsibility, title, e-mail, address and associated telephone numbers are shown, whose data are obtained from GlobalSUITE (those supervisor must be registered as employees in the platform). The options available are as follows:
Associate Supervisors: This button allows to associate the supervisor to the process, which must be registered in the 'Employees' option of the 'Management' menu. When you click on the button, GlobalSUITE displays a pop-up window displaying the employees registered in the plataform, allowing you to select one or more through the check on the left. The 'Display' button allows you to display all employees or only employees who are in an 'Available' status. Once the desired employees have been selected, click on the 'Associate Employees' button.
Remove: This button allows you to remove one or several employees of the table. To do this you have to select the specific row(s) and click on the ‘Remove’ button.
Move up: This button allows you to set a higher order for the selected employee by sorting it in the table
Move down: This button allows you to set a lower order for the selected employee by sorting it in the table
Outsourced Process: It allows you to indicate if the process is outsourced to a supplier. If so, the check must be checked and GlobalSUITE displays a new form that identifies the supplier involved in the process. To do this, select the supplier of the drop-down menu that is displayed and the registered data are automatically loaded.
NOTE: The supplier list is managed in the ‘Supplier’ option located in the ‘Start up’ menu.
Organizational Structure
This option allows the user to associate an organizational unit to the process. These are the options that the plaforma allows:
Add Organizational Structure: It allows you to define the unit associated with the process management. To do this, click on the button and select the corresponding unit in the window displayed.
The information shown in the image corresponds to the Organizational Structure defined in the option 'Organizational Structure' in the 'Start up' menu.
Remove: It allows you to disassociate an organizational unit to the process. To do this, you have to select the desired row and click on the ‘Remove’ button.
View Organizational Structure: It allows you to view the unit associated with the process and its location within the Organizational Structure of the organization.
Stakeholders
This section allows you to establish the stakeholders of the process, along with their requirements and the type of each requirement. These are the options that GlobalSUITE allows you to perform:
Associate: By Clicking on this button GlobalSUITE displays a window containing the stakeholders configured in 'Administration/General'. Each stakeholder has a check located on the left side to select those that are to be incorporated into the process.
Remove: This button allows you to delete an stakeholder or a requirement recorded in the table. To do this, you have to select the desired row and click on the 'Remove' button.
New Requirement: This button allows you to create a new requirement for a stakeholder previously selected. For each new requirement, it is possible to edit its name and establish the type of requirement (Necessity or Expectation) by double-clicking on the corresponding column.
Actions
This table allows to record the actions that are involved in the development of the process. To create a new action, you have to click on the 'Add' button, this action allows you to edit the name and description of the action by double clicking on the corresponding field. To delete an action you have to select the row(s) you want to delete and then click on the 'Remove' button.
Outputs
This section is composed of a table with the list of outputs of the business process. Each output of the process is created by clicking on the 'Add' button, this action allows you to edit the name and description of the output by double clicking on the corresponding field. In case you want to delete an output you have to select the desired row(s) and click on the 'Remove' button.
Assessment of Dimensions
This section of the form allows you to perform the process valuation on the dimensions configured for the asset inventory.
The displayed dimensions are configurable in 'Administration - Analysis Methodologies - General Configuration'. You can indicate which dimensions are visible and which are not. In case there is no visible dimension, this section is not shown in the process form.
Processes Tree
This tab allows the establishment of the services and processes tree, associating the different business processes with the services involved in the management of the system, as well as establishing a hierarchy among processes (primary process, secondary process, etc.).
The process tree is performed by moving the processes located on the right side to the left of the screen, where the tree is located. To do this, you have to select the desired process, and without releasing the process, move it to the left dropping in the service or process on which you want to perform the association. To remove an association between service/process or process/process, you have to select the process you want to remove from the process tree and move it to the table on the right.
The "Expand" and "Collapse" buttons allow you to display or hide the process tree completely, respectively.
NOTE: The services are defined in the ‘Start up/Catalog of services’ section.
Structure & Processes
This tab allows visualizing the Organizational Framework which is responsible for each service and process of the organization. From the processes tree defined in the previous tab, the levels of the organizational structure are displayed in different columns and it indicates to which each service and process belongs.
These are the options that the table allows you to perform:
Modify structure: This button allows you to set or modify the organizational unit responsible for a service or process. By Clicking on the button GlobalSUITE displays a pop-up window that shows the Organizational Structure of the organization, allowing you to select the organizational unit that corresponds to the service or process.
Show/Hide Supervisors: This button allows you to display the managers of each organizational unit in the table. Depending on the needs of the user, it will be possible to visualize for each service/process in which organizational unit they are and those in charge of that unit if this button is clicked.
Expand/Collapse The "Expand" and "Collapse" buttons allow you to display or hide the process tree completely, respectively.
Business Processes propagation
The present option allows you to view briefly the different business processes associated with the entity and subentities.
Once acceded to the option, the following tables are shown:
Own Business Processes Table: It shows the business processes list which have been defined in the parent company. These are the allowed options on the table:
Propagate: Once selected the desired processes it allows you to propagate the services to the selected subentities.
Back: It offers the possibility of returning to the initial screen.
Subentities Table: It shows the subentities list on which it's possible to associate services to the parent company. The options that the table allows are the following ones: Expand or contract the subentities list and to mark all subentities clicking on the button 'Mark Child Entities'.
Business Processes Table: Once selected the subentity on the top table, it shows the processes which are associated with the subentity. The Platform allows the possibility of removing an associated process. For this task you have to select the row and clicking on the button 'Remove'.
Stakeholders by Process
This tab allows you to view the stakeholders of each business process, including the requirements that each stakeholder has. In addition, it indicates the type of requirement as well as the organizational unit of each process.
The "Expand" and "Collapse" buttons allow you to display or hide the entire process tree, respectively. The 'Download' button allows you to download the list of processes, stakeholders and requirements in editable format (.xlsx) or in PDF format.