School of Computing
Semester 2, 2024
COMP3760/6760: Enterprise Systems Integration
Assignment 2: BPM for (International) Student Admission
(20% of the semester)
Dr. Peter Busch
Due 11:55 pm Friday - 13
th
September 2024
COMP3760/6760 Assignment 2 Semester 2, 2024
Page 2
BPM for (International) Student Admission
Source: Gonzalez-Dominguez, J., Busch, P., (2018), “Automated business process discovery and analysis for
the international higher education industry” Knowledge Management and Acquisition for Intelligent
Systems: 15th Pacific Rim Knowledge Acquisition Workshop, PKAW 2018. Yoshida, K. & Lee, M.
(eds.). Cham: Springer, Springer Nature, p. 170-183.
BPM Background
Business Process Management uses different techniques to achieve organisational goals through well
established, monitored and continuously improved processes [1]. Business processes are a series of
interdependent activities carried out at different levels. Processes can run internally in an organisation, either
inside a department or among various departments, or externally through different organisations [8]. Several
authors have approached the study of business processes from different perspectives. Papazoglou and
Ribbers [9] describe business processes as part of the technical and management foundations for e-business
solutions. Hammer [10] notes processes and process management as a whole discipline that supports
transformation strategies and organisational operations. Hung [11] notes process alignment and people
involvement are variables impacting the successful implementation of Business Process Management as a
competitive advantage. Business process initiatives allow organisations to develop or implement
methodologies to maximise resources by business process continuous improvement [12].
Since the publication of the value chain by Porter [20] organisations have shifted from functional centric to
process-centric operations. Business processes are the collection of interdependent activities performed in an
established order to reach organisational goals [8]. Several measurements can be attached to business
processes, for instance, time, cost, performer and quality. Furthermore, business processes’ scope can range
from processes running within an individual business unit to processes running across different organisations
[9].
Business Process Management is considered a mature discipline that “support business processes using
methods, techniques, and software to design, enact, control, and analyse operational processes involving
humans, organisations, applications, documents and other sources of information” [1]. BPM uses techniques
such as business process modelling to help create representations of business processes (also known as
business process models), for better visualization and to avoid misunderstandings [21]. Business Process
Management can use tools and techniques from different approaches. Methodologies based on creativity like
Process Re-engineering, internal or external benchmarking or statistical analysis such as Six Sigma [22] are
also relevant. For example van der Aalst, La Rosa and Santoro [23] highlight how Six Sigma methodologies
for improving a business process by “statistically quantifying process performance” [23] could be not
accurate as the data would be manually collected, as well as prove expensive and time-consuming.
University processing
With growing demand from international students, a university should have the capability to monitor and
improve its International Students Admissions Process continuously. The importance of this process relies
on the ability of the university to ensure candidates’ qualifications and English proficiency are appropriate,
comply with the Australian Education Legislation of providing written agreement, facilitate the transition
between the application stage and the student enrolment stages, and elaborate market development strategies
for recruitment. To manage the process, a university may use an application system that records all daily
transactions regarding admissions activities and helps to keep one actual source of information. In general,
the process is triggered when an application for study is received. The application can be made online
through the application system or in hard copy (paper application). Data Entry Clerks can review the
application and create a new student in the Student Management System, if the application is on paper,
student details are entered in both systems.
The application can then be turned over for assessment to the Admissions Assistant or Admissions Officers.
During assessment, admission officers confirm if the documentation is complete, if it complies with the
university policies and if the student meets the entry requirements for the desired program. Furthermore,
faculty permission and recognition of prior learning advice are sought if necessary. After assessment, the
admissions officer either rejects the application, asks for more information or issues an offer letter with all
COMP3760/6760 Assignment 2 Semester 2, 2024
Page 3
the information about the program, tuition fees, commencement dates, insurance and other information
requested by Australian Legislation. The offer letter can be Full Offer Letter, Full Offer with Conditions or
Conditional. The next task is Acceptance. A significant time gap can be expected between issuing the offer
letter and acceptance. The acceptance is processed by the admissions officer/assistance in coordination with
the finance department. When the finance department confirms the student’s payment, a confirmation of
enrolment (CoE) is issued and sent to the student with a welcome message and instructions for program
enrollment. At this point, the International Student Admission Process can be considered finished.
Processes
The process in figure 1 shows two activities that do not conform with the assumed process flow.
“Application Edited” is an activity that can happen in any part of the process, but it happens mainly before
the application is submitted. In the process model, this activity leads to “Assessing” skipping two activities
“Submitted” and “Pending Assessment”. The other activity - “Not Qualified” is considered an ending
activity. However one case in the event log continues with “Agent Assignment Request by Student” which
allows the algorithm to link the activities, this case can be an exception within the process. On average a
process case can change status nine times and include 10 activities from beginning to end. The maximum
number of activities is 29, and the minimum is two.
Table 1 summarises the main events and processing times per sequence pattern in days. The table shows
average times and standard deviation.
The overall results for the complete data set mention an average of 1.06 months to complete a case (i.e. an
application) with a standard deviation of 1.02 months.
The applications are reviewed and entered in the Student Management System in less than one day and then
hold a Pending Assessment status for 4.2 days. If advice is requested from faculties or recognition of prior
learning, this could take 21.5 and 6.8 days respectively. Issuing offer or rejection letters when documentation
is complete and no further faculty or recognition of prior learning is sought, can be completed in 12.4 days
on average (includes Qualified, Conditional Offers and Not Qualified).
University Team
Your work team of six staff will consist of the following professional staff:
1
two (2) international office workers – Higher Education Worker (HEW) level 7
2
3
two (2) faculty administrative officers – HEW level 7
one (1) faculty manager who signs off the process – HEW level 8
one (1) international office manager who signs off the process – HEW level 8
Student
Don’t forget this is an international student application, so let us create one (1) ‘International
Student’ to model in our process as well.
Cost
What will help you is looking at the SCHEDULE 1: FULL-TIME ANNUAL SALARIES (pages 77 and 78) in
the document in the footnote below.
1
Professional staff are all the non-academic staff at an Australian university. They were previously called ‘General staff’.
2
https://www.mq.edu.au/about/about-the-university/jobs-at-macquarie/Macquarie-University-Professional-Staff-Enterprise-
Agreement-2023.pdf (accessed 30/7/24). I give the MQ staff agreement here but let us assume these are the same at any Australian
university (which in practice they may not be).
3
Let us assume all staff are band 1.
COMP3760/6760 Assignment 2 Semester 2, 2024
Page 4
Fig. 1. International Student Admission Process
COMP3760/6760 Assignment 2 Semester 2, 2024
Page 5
Table 1. Summary event transition processing times (in days)
Event from Event To Avg. St. Dev.
New Application Submitted 3.2 18.09
Submitted Pending Assessment 0.9 1.01
Pending Assessment Assessing 4.2 7.16
Assessing Assessing - More Info Required 1.7 7.42
Assessing Assessing - Referred for RPL 9.5 12.37
Assessing Assessing - Referred to Faculty 6.3 12.92
Assessing - Referred to Faculty Assessing - Returned from Faculty 21.5 14.94
Assessing - Referred for RPL Assessing - Returned from RPL Assessment 6.8 10.64
Assessing Qualified 11.3 18.58
Assessing - More Info Required Qualified 23.0 20.81
Assessing - Returned from Faculty Qualified 8.3 9.32
Assessing - Returned from RPL Assessment Qualified 9.7 10.25
Assessing Conditional Offer 8.6 14.18
Assessing - More Info Required Conditional Offer 18.5 16.67
Assessing - Returned from Faculty Conditional Offer 2.3 1.78
Assessing - Returned from RPL Assessment Conditional Offer 6.2 4.36
Assessing Not Qualified 17.2 24.32
Assessing - More Info Required Not Qualified 32.8 24.72
Assessing - Returned from Faculty Not Qualified 11.3 22.88
Submitted Withdrawn 20.8 27.10
Conditional Offer Withdrawn 32.9 26.75
Full Offer with Conditions Withdrawn 82.0 27.80
Qualified Withdrawn 33.2 27.88
Assessing Withdrawn 26.2 29.28
Pending Assessment Withdrawn 20.2 26.70
Conditional Offer Qualified 21.2 18.36
Qualified Acceptance Processing 19.0 13.92
Acceptance Processing Acceptance 1.0 3.28
Full Offer with Conditions Conditional Acceptance Processing 20.0 18.61
Conditional Acceptance Processing Conditional Acceptance 1.4 4.08
COMP3760/6760 Assignment 2 Semester 2, 2024
Page 6
Assignment algorithm
You are a Business Analyst (BA) undertaking BPM to improve processes in an international office at an
Australian university (you can pretend it is MQ).
a. Read pages 335-340 (section 12.6 - 12.7) regarding BPMN (Papazoglou and Ribbers, 2010). These
pages are included with this assignment.
b. Consider the software you wish to use – ADONIS etc. (see appendix 1) or other suitable BPM
software depending on your machine.
c. Re-read pages 2-5 above.
d. Examine figure 1 and table 1 above, and appendix 2 below for an idea of how to create a To-Be
process.
e. Implement your To-Be process model for the scenario above.
You are free as a business analyst to re-work processes!
1. Implement the above scenario
4
Who are your staff and where do they sit (faculty vs. international office)?
5
How much do your staff cost?
What are your costs and why?
What time did your whole process take for one cycle?
You are free to make assumptions - so explain them!
6
2. Take your BPM model, screen-dump it into a report and briefly discuss what you have done.
7
3. PDF your report.
4. Submit your report on iLearn.
Deliverables
Soft copy only
One
- The
- Use connectors in your diagrams and export to your document using screen shots (PrtSc).
Submission
Place your soft copy in your assignment 2 submission folder on iLearn.
DUE: 11.55pm, Friday 13
th
September
4
ADONIS or other BPM software of your choosing (as listed in appendix 1).
5
Faculty vs. International Office - this is where swim-lanes come in.
6
Higher grades will provide evidence (pay-scales, literature etc.) for claims made!
7
You shouldn’t need more than about 1,500 words to describe your results.
COMP3760/6760 Assignment 2 Semester 2, 2024
Page 7
Bibliography (i.e. references from Gonzalez-Dominguez and Busch, 2018)
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2006.
Marking Rubric
Developing
(Borderline Pass-Fail)
Functional
(Pass)
Proficient
(Credit)
Advanced
(Distinction-High
Distinction)
Modelling
software
Limited use of BP
Modeler showing
some understanding
of the tool
Competent use of
BP Modeler
showing
understanding of
the software and
ability to use it
effectively, perhaps
making some basic
mistakes
Good understanding of
the software, modelling
workflows proficiently
and using tool
appropriately without
any significant
mistakes
Excellent
understanding of the
software, modelling
workflows proficiently
and using tool
appropriately at an
expert level
Workflow
modelling
Limited
understanding of
workflow modelling,
some obvious
mistakes
Competent
understanding of
workflow
modelling, some
mistakes in
evidence, but an
understanding of
what is taking place
and why
Some incorporation of
the literature beyond
just competent
understanding of
workflow modelling
An excellent grasp of
workflow modelling,
also drawing on the
literature widely to
exemplify in the case of
further examples how
workflow modelling has
aided other
organisations as well
COMP3760/6760 Assignment 2 Semester 2, 2024
Page 10
Appendix 1 - Business Process Modeling Notation Tools
8
9
Business process modeling (BPM) refers to the activity undertaken to represent processes of an organization
to analyze and conduct process improvement if necessary (Jeston and Nelis, 2006). Business Process
Modelling and Notation (BPMN) is a business process-modelling standard enabling graphical notation for
specifying business processes in a Business Process Diagram (BPD) using a flowcharting technique.
10
Name Platform/OS
BPMN
Version
Feature Software license
Activity Modeler Cross-Platform 2.0 Simulation, Modeler, Execution Apache License 2.0
ADONIS
(Software)
Windows 2.0
Business Process Analysis (BPA) tool.
Supports business process management
enabling process modeling, simulation,
analysis, evaluation, automation, and
publishing.
Proprietary/Freeware
ARCWAY
Cockpit
Windows and
Mac. Linux
unofficially
2.0
BPMN Collaboration Diagrams, Petri
Nets, EPC, integrated with FMC Block
diagrams for business and Information
Technology architecture, UML Class
diagrams for data models and
Requirements management.
Proprietary, free
single user edition
BPMN Web
Modeler
Cloud 2.0
Process Animator to learn about the
dynamic behaviour of the model,
migration BPMN 2.0 tool, live teamwork
support, process repository, process
simulator, Interchange capability.
Shareware,
Proprietary
HP Process
Automation
Java/Windows 2.0
Effective as a standalone Business
Process Model application. Integrated
suite of applications to offer end-to-end
Solutions for Content and Human
Centric Processes. Single vendor
solution from HP MFPs to Document
Capture, Process Automation, Content
Management, Records Retention, Legal
Holds and Content Distribution
Proprietary
IBM BlueWorks
Live
Browser based
cloud
2.0
Sophisticated process
management platform, Specific custom
properties for documentation, Analysis
and comparison of process metrics,
sharing processes in the cloud,
automatically backs up and saves
Proprietary
Microsoft Visio
2013
Windows
BPMN2 Modeling and validation. Does
not provide support for Data
Input/Output. Does not also provide
support for BPMN file format
Proprietary
8
Just some examples of software you may choose to use in this assignment – up to you!
9
Source: World Heritage Encyclopaedia, 2017
10
https://www.omg.org/bpmn/ (accessed 25/7/24).
COMP3760/6760 Assignment 2 Semester 2, 2023
Page 11
Appendix 2 – As Is Hospital Stores Procurement Process
Minimum/
Maximum Levels
Set
Report Run on
Current Stock
Levels
Calculate Reorder
Quantity
Key New Order
into ERP System
Item has
backorders ?
Autofax Purchase
Order to Supplier
Alternate supplier
available ?
NO
YES
NO
Adjust ERP
Supplier for all
orders of item
Fax all orders for
item to new
supplier
Cancel old order
on old supplier
Receive Item into
Store with GRN
Form
Reconcile GRN
with Supplier
Delivery Docket
Are there
errors ?
Enter received
items into ERP
System
Put items on shelf
Resolve error with
supplier
YES
NO
YES
Mail delivery of
Invoice
Book Invoice into
ERP system
Invoice
matches GRN
and PO ?
End
Submit Credit
Request to
Supplier
Supplier accepts
credit request ?
Discuss with
Supervisor
Supervisor
resolves with
Supplier
YES
NO
YES
NO
Pay Supplier
