=Paper=
{{Paper
|id=Vol-2565/paper22
|storemode=property
|title=Management Processes Informative Modeling at the Project Development Stage
|pdfUrl=https://ceur-ws.org/Vol-2565/paper22.pdf
|volume=Vol-2565
|authors=Lubomyr Petryshyn,Mykhailo Petryshyn,Agnieshka Choczynska
|dblpUrl=https://dblp.org/rec/conf/itpm/PetryshynPC20
}}
==Management Processes Informative Modeling at the Project Development Stage==
https://ceur-ws.org/Vol-2565/paper22.pdf
Management Processes Informative Modeling at the
Project Development Stage
Lubomyr Petryshyn1,2[0000-0003-4168-3891], Mykhailo Petryshyn2,3[0000-0001-6319-3768],
Agnieshka Choczynska1[0000-0002-0310-4177]
1 AGH University of Science and Technology, Mickiewicza str. 30, 30-059 Cracow, Poland
2 Vasyl Stefanyk Precarpathian National University, Shevchenko Str. 57,
76018 Ivano-Frankivsk, Ukraine
3 University of Lodz, Narutowicza str. 68, 90-136 Lodz, Poland
l.b.petryshyn@gmail.com, m.l.petryshyn@gmail.com,
achoczyn@zarz.agh.edu.pl
Abstract. Management process modeling in the context of intersectoral cooper-
ation based on distributed information systems allows to reduce costs of devel-
opment and exploitation of such complex systems. The proposed technique of
process analysis allows to decompose the overall management system process
as well as visualize of information models and graphical representation of pro-
cesses and simplifies the understanding at the analysis and design stage between
the customer and the system developer. The system analysis bases and a simpli-
fied management system development example of the online publishing net-
work are presented.
Keywords: Process Analysis, Visualization Modeling, Information Processes,
Sectoral Cooperation, Distributed Systems, Management, Algorithm.
1 Introduction
The need to improve the management efficiency of distributed information systems
requires the usage of information technologies that provide a reflection of the system
state and the management system processes in real-time [1].
Analysis and visualization of management processes allows to avoid the psycho-
logical barrier, ambiguity, confusion and misunderstandings between client and de-
veloper of information system and also reduce the cost of development, implementa-
tion, and maintenance of such complex systems [2-4].
The goal of the project is to develop information models of customer relationship
management systems based on the project documentation on demand for online pub-
lishing. The enterprise structure is analyzed, defined the research problems and pro-
posed the methods of problem solving, specification of processes, functional and non-
functional requirements.
The novelty of the work is in presentation the technique of system analysis by fol-
lowing international standards [5-9], which, with its implementation into the process
Copyright © 2020 for this paper by its authors. Use permitted under Creative Commons License
Attribution 4.0 International (CC BY 4.0)
2020 ITPM Workshop.
of information system modeling provides visualization of management processes and
simplifies the structure understanding.
The practical meaning is in a comprehensive analysis of the structure and course of
management processes, avoiding misunderstandings in formulating the task and
providing customer requirements and also reducing the development and exploitation
cost of management systems. A simplified example of management system relation
with clients in online publishing was developed in this project.
Online publishing is a medium-sized enterprise that provides a wide range of pub-
lishing services. Collaboration with customers and orders fulfillment are executed via
the Internet, finished products are sent to customers by mail or courier. The company
owns a fleet of printing machines and a team of graphic designers, who prepare orders
for printing and creating a graphic layout in accordance with the requirements formu-
lated by the customer.
The basics of visual modeling have been published in [9]. Let’s analyze a simpli-
fied example of system process analysis according to the requirements [6, 10-13]
during the modeling of a distributed management system in order to simplify and
facilitate performing a specific order according to client needs at the current time.
The problem of research is that clients do not have the appropriate level of
knowledge in printing techniques, so they are not always able to place an order that
can be executed in the desired quality.
The solution for this problem is in implementation of information provision that
will allow customers and graphic designer to work together on the final version of the
order, viewing the files, making changes, accepting versions, and posting comments.
The basics of visual modeling have been published in [9]. Let’s analyze a simpli-
fied example of system process analysis according to the requirements [6, 10-13, 18-
20] during the modeling of distributed management system in order to simplify and
facilitate the potential client to perform a specific order according to his needs at the
current time.
The problem of research is that clients do not have the appropriate level
of knowledge of printing techniques, so they are not always able to complete an order
that can be executed in the desired quality.
The solution to this restriction is in implementation of information support that will
allow customers and print staff to work together on the final version of the order,
viewing the files, making changes, accepting versions, and posting comments.
The purpose of the system implementation is to provide the following factors:
• reducing complaints and costs;
• inclusion the customer in the process of quality control of the order fulfillment,
which will satisfy their demand and in the future will stimulate to place another or-
ders;
• quality assurance of the provided services;
• simplifying the graphic designers work by fulfilling the client's expectations and
wishes;
• reduction of terms of non-communication with the client.
In order to define system functions, we analyze the structure of organizational units
in management system [7, 10].
2 Analysis of the Management System Components
The organizational structure of the management system consists of the following sys-
tem units (Fig. 1).
Fig. 1. Structure of organizational management system.
O1 The enterprise management controls the progress of the production and man-
agement process, engages in the logistics of ensuring processes to achieve the maxi-
mum technical and economic enterprise efficiency.
O2: The printing department controls the quality of files received from the client,
their correction, and the reconciliation of prepared templates for printing with the
client.
O3: Manufacturing of the enterprise perform production and maintenance of
equipment.
O4: Accounting and HR Management.
O5: The marketing department cooperates with clients, creates promotional pack-
ages, shapes the company image. Organizes promotions and develops marketing
strategies aimed at attracting new customers and retaining regular customers. Collects
and analyzes information to ensure optimal quality of service.
O6: The sales department deals with receiving and processing orders, negotiating
and delivering goods. Collaborates with the marketing department and analyzes cus-
tomer complaints.
The modeled system provides a comprehensive online ordering service for print
products with delivery to the specified address. The models are implemented as the
interacting modules shown on Fig. 1.
3 User's Functional Requirements Analysis
Functional user’s requirements are the main factors in the composition of system
operations in the management system, its architecture and software [5, 6, 8, 13]. An
analysis of the experience of using similar systems allowed us to determine the fol-
lowing list of user requirements.
[FUNО1] The system allows the user to log in, access and edit the documents to
which the user has the rights assigned to the respective roles.
[FUNО2] The following roles and privileges are defined in the system:
• client – can place an order, send messages, access to the project in the form of
read-only and approval the project version;
• schedule - the ability to send a message, access the project in edit mode and send
the project for print;
• manager - send messages, read-only access to the project and access to statistics
related to the project preparation process (for example, the number of hours spent
on the project by individual users.
[FUNО3] The system directs the customer's order to the manager.
[FUNО4] The system allows the manager to include in the project any number of
graphic images available in the system.
[FUNО5] Only the client who placed the order, all system managers and graphic
designers assigned to this project can access the project
[FUNО6] The system allows a manager to withdraw from a graphic designer pro-
ject that was previously assigned to him.
[FUNО7] The system allows to print only a project approved by the customer.
[FUNО8] The system provides the ability to store the history of created reports and
processed files.
[FUNО9] The system allows:
• preview high-resolution image files (in read mode);
• Uploading image files in the following formats: .png, .pdf, .jpg, .psd, .xcf;
• processing image files in the following formats: .png, .pdf, .jpg, .psd, .xcf;
• archiving of projects;
• deleting files or projects;
• renaming files and folders;
• view file and folder properties.
4 User's Non-Functional Requirements Analysis
The following non-functional requirements are formulated to hardware and software
in the management system's [5, 6, 14].
[NFО1] Subject to the granting of an additional license by the contractor, it’s using
have to be indefinite.
[NFО2] The contractor provides guidance on the operation of the developed sys-
tem to monitor data flows.
[NFО3] The Customer is the sole proprietor of the developed solutions and licens-
es provided by the contractor, as well as all solutions and processes specifically tai-
lored to the requirements of the system.
[NFО4] The system should provide simple and fast information exchange based on
network technologies, as well as the transition to new versions or another server.
[NFО5] Configuring system privileges must be in accordance with the principle of
minimum privileges.
[NFО6] The system has to monitor communication errors, generate error infor-
mation as a log in .txt format.
[NFО7] The system provides constant access to resources temporary break is only
allowed when new versions of the system are introduced. It must be possible to re-
store the system before upgrading or crashing
[NFО8] The system must be capable of reconfiguring and embedding new services
without interfering with other modules or system operations.
[NFО9] The system must have software that is configured to provide high availa-
bility of services and the ability to use components of the above software that are
resilient to failure of one server or module that is a component of the system to in-
crease its reliability.
Based on formulated user requirements, the system management process was de-
composed into two processes: order execution and calculation of order execution cost.
5 Definition of System Operations in the Management Process
The result of the decomposition of control system processes is the definition of sys-
tem operations [7], the composition of which for two processes is given in tables 1
and 2.
The identified system operations are ordered and scheduled to be performed in the
overall management process according to the following graphical models.
6 Information Modeling of Management Processes
The matrix model of the overall system management process reflects two customer-
defined processes (fig. 2): order fulfillment and cost estimates of the order implemen-
tation. This model allows to visualize the performance of individual system opera-
tions in the relevant units on a timeline [6, 7, 9, 14, 15]. Each cell defines the type of
system operation (DX), the unit in which it is executed (OY). Start time is shown in
the upper left corner, duration of execution - in the upper right corner, information
sharing time is above the arrows, as well as the network of system links indicated by
the arrows.
Table 1. System operations as part of the process “Order fulfillment”.
Order fulfillment
Require-
Documents Unit Description Duration
ments
D1 [ordering] O6 Reception of the client's order 1 FUNО3
FUNО4
Analysis of project complexity and
D2 [analysis] O2 2 FUNО2
cost estimate
D3 [order for FUNО4
O1 Resource planning 1
employees] FUNО6
D4 [ordering] O4 Missing materials order 1 FUNО2
Notify the client of the necessary
D5 [notification] O2 3 FUNО2
corrections
Making corrections and preparing FUNО2
D6 [file to print] O2 6
to print FUNО9
D7 [product] O3 Printing 3 FUNО7
D8 [invoice] O6 Shipment the order to the client 2
Table 2. System operations as part of the process “Estimated costs of the order implementa-
tion”.
Estimated costs of the order implementation
Require-
Documents Unit Description Duration
ments
D9 [valuation] O6 Estimated valuation 1 FUNО2
Estimation of material correction
D10 [estimate] O4 3 FUNО2
costs
D11 [sale price] O4 Accrual of discounts 1 FUNО2
D12 [the final price] O4 Shipping cost calculation 1 FUNО2
Transfer the invoice to the cus-
D13 [price inf.] O6 1 FUNО2
tomer
Fig. 2. Matrix model of the management system.
Model type "Network graph" (Fig. 3) is the basic, derivative of the Gantt model
[4, 9, 14], allows to switch to UML modeling and presents the following basic system
parameters, as the start and end times of system operations, their implementation
in units, as well as the structure of the system and communication channels.
Fig. 3. Model "Network graph".
Based on the network graph model, a block diagram of the algorithm of the system
operations program was constructed (fig. 4), which, based on object-oriented pro-
gramming, allows for rapid implementation and implementation of management sys-
tem application software [7, 10, 14, 15].
7 Management Processes Simulation
The process is simulated using the online BPSimulator program, located at
http://www.bpsimulator.com [16]. Below is a model, built to simulate the control
process (fig. 5) based on previous information models and BPsimulator generated
report (fig. 6). The simulation results made it possible to evaluate the performance of
the management system software and determine the average lead time of the process
[17].
Based on the simulation results, the developer is able to perform visual modeling
of business processes, identify "narrow" areas of productivity, estimate the time and
cost of operations, to select and justify the optimal variant of the management process
organization.
Fig. 4. Flowchart of the algorithm for performing system operations.
Fig. 5. Simulation model of functioning of control system.
Fig. 6. Report of the simulation load on the management information system.
8 Conclusions
The article presents information models of online publishing management support
system with decomposition of customer relations processes. The models are built
according to the standards ІЕЕЕ/ISO/IEC [5-8, 10-15, 17], allowing further analysis
and identification of critical points in the system. The basic functional and non-
functional requirements necessary for system implementation are identified.
Based on the developed methods that visualize the course of complex control sys-
tems, the modeling basics are determined, which made it possible to represent the
process progress and manage the information system in real time. Methods and tech-
nique of visualization of control processes are presented, which eliminates the psy-
chological barrier and avoids mutual misunderstanding between the client and the
information system developer, and reduce the cost of developing, implementing, and
maintaining distributed management systems.
The goal of the project has been achieved, which consisted in system analysis and
construction of information models of management process by the example of online
publishing. The decomposition of the system based on the analysis of real processes is
carried out. System implementation can optimize costs, improve service quality, and
automate system processes.
Implementation of the developed system allowed to improve the quality of infor-
mation exchange between customers, separate units and go to an automated control
system. Making changes in the system lids to increasing competitiveness of the com-
pany, and the system's functionality is tailored to market requirements
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