6. > DEFINING USER REQUIREMENTS

Select a Business Process that Needs to Be Improved

In order to get an effective IT solution it is first necessary to define the problem accurately. An organisation may wish to examine business processes associated with one of its functions (for example, creation of documents, processing of applications, etc.) rather than seeking to introduce information technology solutions to all business processes at one time.

A modular approach to the introduction of technology solutions is more manageable, less resource intensive, and assists in the management of change. It can also provide useful lessons for any future change within the organisation.

Map Processes and Information Flows

In order to understand how information technology can improve existing processes, it is necessary to map out each step of the process and the associated information flows.

Identify Transactions and Documents Created and Used in Business Processes

Once the processes and information flows have been mapped, the records required to support these processes can be identified. This is a particularly important step in ensuring that all transactions relating to business processes are identified and that full and accurate records of these transactions can be captured by the IT tool.

Identify a Range of Options

In exploring the range of options for IT solutions, questions should be asked as to whether the organisation wishes to have one single solution to cover all functions and types of records or whether these are to be covered by separate systems. It is important to remember long-term objectives and provide enough flexibility for administrative change when considering these types of options.