Strategy4IT Help – Step 5

Overview of Step 5 – Map your business systems & services against processes

In this step you have to map your IT systems and service usage against your Business Processes. This will allow reporting by complexity and costs to assist you in defining your strategy.

How to use the screen

Step 5 – Map your business systems & services against processes

Select which business process is using a particular System or Service, that you previously listed. When choosing the mapping choose to only put a check in the boxes where a system or service supports the process actively.

If a System is being used by all your business processes you can click on the tick next to the system or service name in the list and it will automatically Select All the processes. You can also use this when the system or service covers many processes, click the all button and then uncheck the areas where the system is not used.

It is mandatory to assign every system to at least one business process.

Once you have mapped all your systems and business processes click on Save & Continue.

How to complete the mapping in the best way

When completing the mapping ask your self first if the system or service is used directly by business users or only indirectly, and whether it actively supports users engaged in that part of the process chain that you are mapping. This will be fairly easy for the business applications and business software that you use as most will have a core set of functions that are supporting your business activities. Start by ticking all the direct usage and obvious mapping areas for example SAP or Sage usage would clearly be mapped to Finance, Salesforce to Sales etc.

Where the product has a minor role in supporting a function then add this to the list where you feel it is relevant, for example you maybe using Salesforce to record sales commissions and these pay a part in the Finance reporting, you will need to decide if this is a critical mapping, if unsure we suggest adding the areas you are certain about and then reviewing the results later using our system maps in the reporting and correcting as needed.

Where the service is only used indirectly by part of the process chain in general it should not be mapped, for example email is probably used by everyone everywhere but it is pointless mapping it to the whole process chain as it will just cloud your results, it is best to confine this to the IT process area(s) it applies to. Hence, in general for hardware, software and services used in the core infrastructure such ase mail, backup software, IT security software or the hardware for servers you should confine the mapping to only those parts of the process chain it actively supports which is likely to be parts of the IT processes unless it plays some special role in a specific part of the business.

FAQ

1) This mapping seems complex – why do I need to map systems to all my Processes, Products, Locations & Business Units?
Mapping your processes, products, locations and business units against your systems creates the output of this application – your Systems Map which is used to then show you how your cost compares to your complexity and your usage of different types of purchasing of licences and support. By better understanding your usage you can look at ways to optimise that and simplify your landscape to save money.

2) How do I decide if a System or Service is used in a part of the process chain?
We have given some guidance above on how to decide on the mappings. Here are some good general rules:
- if it used actively and directly by the business users performing the processes then it should be mapped to that part of the business process chain;
- if it plays a minor or supporting role in the processing then it is also a godo idea to map it;
- if it is a widely used general IT service it should be mapped to the IT parts of the process chain to which it applies.

3) What if I find that a system or service is not used by any process?
Check if you have all the processes in your business represented, if a system of service is not mapped it is likely that you have missed capturing the necessary processes completely in step 2. If this the case temporarily map the system to an incorrect area, then press Save and Continue and then use the menu to return to the business process entry step 2 and add the required processes. You can then return here to correct the mapping.

4) I have been finding that “All” applies to the majority of the systems and services in my list is that likely?
If “All” applies frequently both on the horizontal and vertical, you must ask your self if the mapping is correct – are the systems really used in all areas by everyone? Are there no distinguishing differences between the systems and service usage? Look at the other FAQs that in this list and the help above, have you separated the systems and services by their usage. Ask yourself for each one what is its specialist function and is it really used across the whole process chain.

5) I mapped things incorrectly can I change them?
Yes you can change them at any time by unclicking or clicking in the matrix and pressing Save and Continue to update the mappings.

6) I changed the systems and services list – do I need to map the new data?
Yes it is essential that all systems and services are mapped therefore any new ones or changes in step 4 must be updated here.

7) I changed the process list – do I need to map the new processes?
Yes it is essential that all systems and services are mapped therefore any new ones or changes in step 2 must be updated here.