Case Study

Efficient Repository Tool Selection for International Broadcasting Organisation

Project
Summary

In a period of two weeks, BPM-D helped a media organisation select the right process repository tool that would meet their current requirements keeping in mind their future needs. We did this using the BPM-D Framework, with a buy-in from all key stakeholders through a collaborative process.

Organization
Background

BPM-D was tasked in aiding a department within a media organisation that

keep the organisation at the cutting edge of the broadcast industry, as they drive the technological developments that shape the future. Their ambition is to create the most valued open digital media services in the world. The department aims to transform the media organisation for an interactive, on-demand world and find new ways of reaching audiences

wherever they are, with new formats across PC, TV, and mobile devices.

“The evaluation was based on BPM-D’s framework for repository tool evaluation. This was done through considering all relevant factors including, cost, reporting, governance, implementation, vendor support, vendor capability and tool functionality.”

Business
Challenge & Opportunity

The organisation’s business drivers dictated that they needed to work at pace and improve collaboration across all areas for technical and business delivery. As part of their process improvement journey, they identified the need to set up a repository tool that enabled them to develop and mature key value processes and in particular:

  • Central categorised repository for all business process artefacts.
  • Documented business processes in a standard notation.
  • Agreed method for re-use of project level artefacts.
  • Established ecosystem to create, collaborate, analyse processes in real time and work at pace.
  • Improved cross-functional process quality and collaboration.
  • High value processes revealed and understood.
  • Established mechanism to measure and evidence process performance; and
  • Delivery of real continuous improvement of process performance.

Our
Solution

BPM-D aided in selecting the right repository tool by creating tool evaluation parameters based on the media organisation’s requirements, through the following steps:

  • High level screening of 8 suitable tools based on secondary research using the evaluation parameters.
  • Primary research and trial evaluation performed on the top 4 contenders.
  • Conducting bake off sessions where the vendors configured and demonstrated the tool capabilities through the real-life scenarios developed specifically around client’s planned tool usage; and
  • Finally, documenting, evaluating, and auditing a detailed technical analysis (using a questionnaire sent to vendors). Additionally, created a functional analysis based on inputs received from future users.

The final evaluation was based on BPM-D’s framework for repository tool evaluation. The evaluation scores and demonstration reviews were used to calculate a comprehensive tool score and make a recommendation for the most practical BPM tool.

This was done through considering all relevant factors including, cost, reporting, governance, implementation, vendor support, vendor capability and tool functionality.

All key findings and related collateral were packed in a final report deliverable, providing a score for each of the functionality components as well as pros and cons comparisons and suggested next steps for realising maximum value from the chosen process repository tool.

BPM-D
Results

In a short time of 2 weeks, BPM-D was able to help make an informed decision regarding a repository tool, suitable for their needs. This helped prioritise media organisation’s requirements and focus on the right areas for evaluation during the demonstrations and when assessing the results. It further developed a consensus with the user community. The team were able to select the optimal tool, featuring all key technical, functional capabilities at a reasonable price. A due diligence report was created ensuring that a thorough tool selection process is followed.

From
The Paper

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