Any implementation or support project must have effective business process documentation in order to succeed. Engaging any customer is extremely difficult in the absence of sufficient documentation from implementation or AMS (Application Management Services) partners. The team can grasp the business process flows, system integrations, data integrations, and other crucial components that specify the project's scope with the help of business process documentation. The significance of business process documentation and its different forms will be covered in this blog.
Gathering Current Documentations
It is crucial to compile and examine existing documentation before producing new documentation. This procedure makes sure the project team is aware of the current business process flows and is able to spot any gaps. The present records could contain:
1.Business Process Documents (BPD) and Business Blueprint (BBP)
Business process documents outline the inputs, outputs, and steps involved in each phase of the business process flows. Organizational structure, master data, transaction data, reporting specifications, and business rules are just a few of the topics it covers. The project team can refer to the Business Blueprint (BBP), which provides a formal definition of the business processes.
2.WRICEF / ABAP Trackers
Workflow, Reports, Interfaces, Conversions, Enhancements, and Forms are collectively referred to as WRICEF. It is a thorough framework for describing the technical components of the implementation project. A tool that aids in managing and tracking ABAP development objects is called the ABAP Tracker.
3.Gap List and Master Data Tracker
The gaps between the current business process flows and the processes of the future state are identified via a gap list. The project team uses it as a reference to make sure that all gaps are filled. Data components, data sources, and data mappings are all included in the Master Data Tracker's documentation of the master data requirements.
4.UAT-Unit Testing Scripts, Development Test Scripts, System Integration Test Scripts
Objects or components can be tested for functionality using unit testing scripts. The technical items created by the development team are tested using development test scripts. System integration test scripts are made to evaluate the integrated system to see if it satisfies the needs of the company.
5.Basis-Authorization Matrix
The duties and responsibilities of each team member involved in the project are specified in the authorization matrix. It describes the access privileges and permissions necessary to carry out the different project tasks.
Post Go Live and On Going Change Documentations
Any changes made to the system after the project's go-live must be documented. By using this procedure, the project team and the business users are guaranteed to comprehend the modifications and their implications. Included in the post-go-live documentation could be:
1.Change Documents
Change records include the details of system modifications, including the cause, the person responsible for the modification, and the date of the modification.
2.Business Process Changes Documentation Post Go Live
All modifications to the business processes made after the go-live are documented in the business process changes documentation. It also covers how the modifications would affect the system and business users.
3.Functional Specifications and Technical Specifications
Functional needs, such as inputs, outputs, and processing stages, are described in functional specifications. The technical needs of the system, including the data elements, data sources, and data mappings, are documented in technical specifications.
4.Test Scripts
The test scenarios, test cases, and test outcomes are documented in test scripts. It guarantees that the system updates are adequately tested and fulfil the needs of the business.
Conclusion
Any implementation or support project must have excellent business process documentation to succeed. The team can use it as a reference to comprehend the business process flows, system integrations, data integrations, and other crucial components that specify the project's scope. Organizations may guarantee that their projects are well-documented and that their teams have a clear grasp of the project requirements, leading to successful outcomes, by adhering to the best practises for documentation.
While working with any customer, it can be difficult because implementation and AMS partners frequently lack sufficient documentation. Thus, it is essential to make sure that the project's documentation is accurate and current at all times. The team and the business users should have easy access to and organisation of the documentation. To make sure information stays correct and up to date, it should also be examined frequently.