What is Documentation?

Documentation is a comprehensive service designed to help organizations effectively structure, manage and improve work processes through documentation and standardization with BPMN (Business Process Model & Notation). The package includes several key services that support each other to facilitate an efficient and structured documentation process.

Here are the details of the services in the Documentation package:

1. Training on Creating and Running BPMN 2.0
   • An in-depth training program on how to structure business processes using the Business Process Model and Notation (BPMN) 2.0 standard.
   • This training covers the basic understanding of BPMN, the use of supporting tools, to the implementation and testing of real business process models.
2. Standard Operating Procedure (SOP) documentation
   • We help organizations document their existing SOPs in a detailed and structured format.
   • This process ensures that each procedure is clearly recorded, so that it can be accessed and understood by all relevant parties.
3. Compilation and Standardization of SOPs
   • Preparation of new SOPs or improvement of existing SOPs is carried out to ensure alignment with the operational needs of the organization.
   • Standardization is based on best practices and relevant regulations, ensuring efficiency, consistency and compliance.
4. SOP Simulation
   • As a validation step, we provide SOP simulation services to ensure the effectiveness and feasibility of its implementation in the field.
   • This simulation helps identify potential barriers and provides room for improvement before the SOP is fully implemented.

Case Study: Reminder and Escalation

Purpose: 

This process is designed to ensure outstanding tasks or activities are completed on time with reminders and escalations where necessary.

Key Steps in the Process that can be performed after being converted in the form of BPMN 2.0

1. Reminder Every Morning
   The system automatically sends reminders to users every morning before a certain deadline. This helps to ensure that tasks to be completed are not forgotten.
2. Task Status Checking
   After the reminder is sent, the system will check if the task has been completed:
   • When completed, the process will be terminated.
   • If not completed, the system will proceed to the next step.If not completed, the system will proceed to the next step.
3. Escalation if Unfinished
   If the task is not completed within a certain period of time after the first reminder, the system will escalate. This escalation can be:
   • Notification to superiors or supervisors.
   • Increased frequency of reminders until the task is completed.
4. Wait Until a Certain Day
   In certain cases, the system can be set to wait until a certain day or time before following up on unfinished tasks. This is designed to provide flexibility to the process.
5. Attendance or Absence Recording (Optional)
   This process can be used in the context of attendance, where the system monitors whether the user is present or not, and records that status in the system.

Case Study: Collaboration with Other Entities

Concept: This business process describes how a company (in this case PT Javan Cipta Solusi) collaborates with an external entity (agency) to accomplish a task, such as advertising. This case study shows the importance of coordination and clear communication between internal and external parties, especially when the details of the external party's business process are not fully known.

Process Flow:

1. Internal Business Process (PT Javan Cipta Solusi):
   • Initiating the Process: The company starts by providing initial briefings and materials for advertising needs.
   • Draft: The internal team drafts a plan that will be submitted to the agency for review.
   • Approval: After the agency receives and evaluates the draft plan, the internal team obtains approval to proceed with the process.
2. External Business Process (Agency):
   • Collaboration with Agency: The agency will process the advertisement based on the approved plan. However, the details of the steps taken by the agency are not fully known by the company.
3. Invoice Management:
   • After the service is completed, the agency will send an invoice to the company.
   • The internal team will check, validate, and pay the invoice according to the procedure.
4. Process Closure:
   • The business process is closed after the payment is completed, and the advertising result report is received from the agency.

Impact of Business Process Documentation

• Optimize business processes and organizational governance.
• Ensure operational alignment through documented and standardized SOPs.
• Support organizations in achieving efficiency, productivity, and regulatory compliance.

This package is perfect for companies that want to improve the quality of internal governance, improve business processes, and ensure smooth operations.