Electronic Business Management System (EBMS)

EBMS Demo Link

The IRCA Middle East Consulting Division provides a range of consulting services and supporting products aimed at adding real value to our Customers and Partners. Our range of services and products can be grouped logically, based on the respective consulting phases listed below. Solutions are designed specific to Customer requirements, depending on strategic thrusts, defined priorities, or potential high risk issues identified.

CONSULTING PHASES

1. ANALYSIS PHASES:

The analysis phase is optional, especially when the status quo is clear. It is however useful to obtain a quantified baseline against which future improvement can be measured. Typical analysis methods are:

•  Baseline Risk Assessment

•  Interviews – based on the relevant Customer requirements

•  Audit – SHEQ (CAP™) or Legal compliance (LCS)

•  Perception Surveys (Customer/People/Supplier/Community)

•  Self Assessment

2. DESIGN PHASE - EBMS:

The design phase consists of the definition of the organisation's business processes into an operations manual. This operations manual is developed on our unique Electronic Business Management System (EBMS), developed on standard Microsoft® applications (i.e. Visio® and FrontPage®), thus limiting software acquisition costs. The EBMS is made available on-line via the Intranet (or Wide Area Network for multiple site operations), allowing all employees access to these procedures.

The fact that the EBMS is developed in the HTML environment allows for seamless integration from the procedures to relevant IT applications, e.g. databases, ERP systems and document management systems.

The design phase can be described in four broad steps, as detailed below:

DESIGN PHASE - STEP 1: DEFINE THE ENTERPRISE MODEL

In order to recognise the interrelationship between organisation processes, an Enterprise Model is developed, forming the basis for the development of detailed, lower level processes. The Enterprise Model is essentially a high-level relationship map of all the core (operating, support and management) business processes of the organisation. The relationship map will show the high-level supplier-customer relationships (value chain) and the interfaces between the parts or functions of the organisation. The figure below shows an example:

Typical Enterprise Model

DESIGN PHASE - STEP 2: DEFINE DETAILED, LOWER LEVEL PROCESSES

Existing organisation systems/procedures/documentation, as well as our extensive database of processes (15 000+ processes) form the basis of process design, with involvement of the respective Employees executing the processes and facilitated by our experienced Consultants. Incremental process improvements result during this phase, as solutions are recommended where gaps are identified and Employees often also regard this as an opportunity to implement pending changes and improvements in current processes.

DESIGN PHASE - Step 3: Integrate relevant requirements

Our unique approach entails the integration of relevant requirements of applicable standards/guidelines within the business procedures, ensuring compliance to requirements in the execution thereof. Procedures are reviewed for approval by the relevant functional owners before inclusion in the EBMS.

Different views are created, based on the contents of these individual standards/ requirements, with links to defined business procedures addressing the respective requirements. Currently, we design procedures to ensure compliance to any combination of the following standards/requirements:

DESIGN PHASE - STEP 4: ACCEPTANCE TESTING

Upon completion of the EBMS build, internal testing and correction is completed before final acceptance testing and approval by the Customer. The EBMS is then published for use by all Employees, and the system is placed under strict change control.

3. IMPLEMENTATION PHASE

During this phase we provide guidance and assistance (and supporting software products, if required) with the implementation of new business procedures - normally processes outside the normal scope of business and specific to the standards/guidelines/legal requirements. This includes:

4. ASSESSMENT PHASE

There are various methods of assessment available to organisations. Again we could provide assistance and/or supporting products:

•  Internal and 2nd party audits (SHEQ/Legal compliance/Business continuity/etc.)

•  Self Assessment

•  Analysis of data

5. REVIEW PHASE

We provide assistance in defining the approach to conducting Management Reviews. Data analyses from the Assessment Phase form the basis of Management Reviews. Additional input requirements are defined and the review outputs are structured as actions in the Improvement Phase.

6. IMPROVEMENT PHASE

Improvement and change activities are structured and managed to ensure controlled change, with the management of activities to closure. Improvement results are quantified and, where applicable reflected against baselines determined during the Analysis phase.

Note: Various other IRCA Middle East services and products will integrate with the Consulting Division services and products within various phases to provide a total solution.

BENEFITS OF OUR CONCEPT OF INTEGRATION:

•  Line ownership and understanding of their role in fulfilling relevant requirements - through their involvement in the EBMS design phase.

•  Employees conform to relevant requirements in the execution of their daily tasks - this enhances operational control and ensures consistency in execution.

•  Procedures can be used to develop process metrics – as the basis for the design of a Management Information System.

•  Different views of the organisation allow for ease of integration of new or changed standards and requirements.

BENEFITS OF THE EBMS:

•  Procedures can be used as the basis for employee training and development.

•  Only current procedures/policies/standards/forms/etc. are available to all employees registered on the IT network.

•  The EBMS is linked to other IT systems in the organisation – providing direct access to relevant documentation and systems or even transactions.

•  Changed/Updated procedures become available immediately through the EBMS.

•  The system is easily maintained in-house – full training is provided to ensure organisation ownership after completion of the system design.

•  Clearly defined processes form the basis for continual improvement – incremental and breakthrough.