Mindset case studies. Read through the document and answer questionsI attached word documents. You would need to read it through it and answer the questions. Just follow the instractions
Innovation mindset
Process mining
Build the data set
Overview
BW Fishing Inc. (BWF) sells fishing supplies mainly to businesses across the country. The company has grown steadily over the last 10 years. BWF found a strategic niche in taking orders and fulfilling them immediately around the clock. Since BWF’s customers order supplies at unusual hours, BWF’s “always open” mantra has received customer praise. This practice, along with competitive pricing, has allowed BWF to build a loyal network of customers.
The C-suite executives at BWF have heard about the potential benefits of process mining to help them understand their business processes. They have assigned you to work on a process mining pilot test to evaluate the usefulness of this technology for BWF. Specifically, you are tasked with extracting and preparing data files from the company’s database system so that process mining dashboards can be created to understand the order-to-cash process at BWF.
Order-to-cash cycle at BWF
BWF previously documented its typical order-to-cash process in a narrative and flowchart. These have been provided in Appendix 1 and 2, respectively, for easy reference. Carefully review this information so that you have a full understanding of the standard process that BWF’s management wants all employees to follow for the order-to-cash cycle.
BWF database system
BWF uses a relational database system to record information about the order-to-cash process. The database follows normal modeling techniques, but to simplify querying, it does include a TransactionID variable in most tables. The database schema is shown in the image below. A data dictionary describing all of the fields in the database follows.
The company has used the same database system for several years. As such, when the company changes processes, it does not always fully update the system (it is cost prohibitive to do so). For example, while some tasks used to be performed manually, they now may be automated (or vice versa). You will need to understand the process, the system and then evaluate using the data whether the documented process matches what is currently recorded in the system.
Data dictionary
The following is an overview of the data provided to you (by table in alpha order) in the Microsoft Access file, Innovation_mindset_case_studies_Process_mining_Building_the_dataset.accdb.
tbl_bank:
bankno: a unique number assigned to each bank.
bankname: the name of the bank.
address: the bank’s street address.
city: the bank’s city.
state: the bank’s state.
zip: the bank’s zip code.
tbl_cashreceipt:
crno: a unique number to identify each cash receipt.
transactionid: a unique number that identifies each unique order-to-cash transaction.
crdate: the date and time that the cash receipt record was created.
crautomated: a variable taking the value of yes or no. Yes (indicated with a check mark) signifies that the creation of the cash receipt entry in the database was automatically done by the system (because the customer paid online). No (indicated with a blank) signifies that the system did not automatically create a cash receipt entry in the database.
custno: a unique number assigned to each customer.
bankno: a unique identifier assigned to each bank.
crempno1: the employee number of one of the employees who received the manual cash receipt.
crempno2: the employee number of one of the employees who received the manual cash receipt.
amount: the dollar amount of the cash receipt received from the customer.
crscannedyesno: a variable taking the value of yes or no. Yes (indicated with a check mark) signifies that the cash receipt remittance document was scanned and saved into the system. No (indicated with a blank) signifies that the cash receipt remittance document was not scanned and saved into the system.
crscannedemptime: the date and time that the scanning of the cash receipt remittance document took place.
crshredyesno: a variable taking the value of yes or no. Yes (indicated with a check mark) signifies that the cash receipt remittance document was shredded. No (indicated with a blank) signifies that the cash receipt remittance document was not shredded.
crshredempno: the employee number of the employee who shredded the cash receipt remittance document.
bankdepositslipno: the number of the deposit slip.
printbankslipempno: the employee number of the employee who printed the bank slip from the system.
printbanksliptime: the date and time when the employee printed the bank slip from the system.
verifybankdepyesno: a variable taking the value of yes or no. Yes (indicated with a check mark) signifies that an employee verified the bank deposit information. No (indicated with a blank) signifies that an employee did not verify the bank deposit information.
verifybankdepempno: the employee number of the employee who verified the bank deposit information.
verifybankdeptime: the date and time when the employee verified the bank deposit information.
verifiedamountsmatch: a variable taking the value of yes or no. Yes (indicated with a check mark) signifies that the amount on the bank deposit slip and the cash receipt list pre-list match. No (indicated with a blank) signifies the amounts do not match.
tbl_customer:
custno: a unique number assigned to each customer.
firstname: the first name of the contact at the customer’s business.
lastname: the last name of the contact at the customer’s business.
email: the email of the contact at the customer’s business.
streetaddress: the customer’s street address.
city: the customer’s city location.
state: the customer’s state location.
zipcode: the customer’s zip code information.
phoneno: the phone number of the contact at the customer’s business.
companyname: the business name of the customer.
tbl_employee:
empno: a unique number assigned to each employee.Note that if an employeeID field equals 99, then the computer system automatically performed the step and not an employee. You can see that empno 99 is assigned to Computer System.
firstname: the first name of each employee.
lastname: the last name of each employee.
emproleid: a unique number assigned to each employee role.
tbl_employeerole:
emproleid: a unique number assigned to each employee role.
emproledescription: a text description of each employee role.
tbl_inventory:
inventoryno: a unique number to identify each different inventory item.
inventoryname: the name of each inventory item.
maxunitssold: the maximum number of units that can be sold in one order.
costperunit: the cost the company pays per unit for the inventory item.
msrp: manufactured suggested retail price is the standard price that each inventory unit is sold for.
tbl_orderdetail:
inventoryno: a unique number to identify each different inventory item.
orderno: a unique number to identify each order.
priceeach: the price charged for each item of inventory.
quantityordered: the number of inventory items ordered for a specific order.
transactionid: a unique number that identifies each unique order-to-cash transaction.
tbl_orders:
orderno: a unique number to identify each order.
orderdate: the date and time an order was created.
empcreatorno: the employee number of the employee who created the customer order.
custno: a unique number assigned to each customer.
transactionid: a unique number that identifies each unique order-to-cash transaction.
creditapprovalyn: a variable taking the value of yes or no. Yes (indicated with a check mark) signifies the customer’s credit was approved. No (indicated with a blank) indicates the credit was not approved.
credittime: the date and time that the employee who approved the credit performed the credit approval.
creditempno: the employee number of the employee who approved the customer’s credit.
tbl_ship:
shipno: a unique number assigned to each shipment of inventory.
pickingticketcreationdate: the date and time the picking ticket was created in the system. The system has always been designed to create the picking ticket, so there is no possibility of a human performing this task.
orderno: a unique number to identify each order.
crno: a unique number to identify each cash receipt.
pickerempno: the employee number of the employee who picked the inventory from the warehouse.
custno: a unique number assigned to each customer.
transactionid: a unique number that identifies each unique order-to-cash transaction.
pickertime: the date and time that the picker picked the inventory from the warehouse.
shippingdocsempno: the employee number of the employee who created the shipping documents. The system was originally designed to track which employee created the shipping documents.
shippingdocstime: the date and time that the employee who created the shipping documents created the shipping document.
approvesalesinvyn: a variable taking the value of yes or no. Yes (indicated with a check mark) signifies the sales invoice was approved. No (indicated with a blank) indicates that the sales invoice was not approved.
reviewsalesinvtime: the date and time that the employee who reviewed the sales invoice performed the review.
reviewsalesinvempno: the employee number of the employee who reviewed the sales invoice.
emailsalesinvtime: the date and time that the system sent an email to the customer with the sales invoice information. The system has always been designed to send an email, so there is no possibility of a human performing this task.
tbl_shipdetail:
shipno: a unique number assigned to each shipment of inventory.
inventoryno: a unique number to identify each different inventory item.
quantityshipped: the number of inventory items shipped.
transactionid: a unique number that identifies each unique order-to-cash transaction.
Required – Microsoft Access Required Data
This case presents a generic request of the data needed to visualize the order-to-cash process using process mining. It is important to note that every database structure is different. BWF’s database is just one possible database structure you could observe in practice. BWF tracks 14 activities in the order-to-cash process. The number of activities that can be analyzed in process mining software is nearly unlimited. Thus, the number of activities imported into process mining is typically limited by the data collected by the company’s computer system and the scope of the inquiry.
Your task is to query BWF’s database system to create the data set (also referred to as activity files) needed by the Celonis process mining software to analyze the 14 order-to-cash process activities. Realize that the data set that Celonis needs will differ depending on what you want to visualize in the process mining software. An activity file generally has a field for each of the following at a minimum: a unique identifier for the transaction, the activity being performed, a time stamp of the activity and the employees who are involved in the activity. Beyond these fields, additional fields can be included in an activity file that would be beneficial for analyzing the activity to provide more insights about the process.
To determine the data needed, reference the narrative and flowchart in the appendices and the data dictionary and fill out the table below for each of the 14 activities to include the following information. The first two rows are filled out as examples.Actors involved: the title of the persons who should perform the activity or whether the activity is performed by the computer system.
Tables to query: the names of the database tables that contain the necessary information to create the activity file.
Needed attributes: the data fields that are required in the activity file.
Activities
Actors involved
Tables to query
Needed attributes
Create digital purchase order
Computer System or Sales Clerks
tbl_orders
transactionid orderdate empcreatorno
Credit approved
Sales Managers
tbl_orders
transactionid creditapprovalyn credittime creditempno
Credit denied
Create picking ticket
Record picking of inventory
Create shipping documents
Review and approve sales invoice
Review and reject sales invoice
Email sales invoices to customer
Receive payment
Print bank deposit slip
Match deposit slip and bank receipt
Shred remittance
Scan and save remittance
Order-to-cash process at BW Fishing Inc.
BW Fishing Inc. (BWF) sells fishing supplies mainly to other businesses across the country. The company has grown steadily over the last 10 years. BWF found a niche in taking orders and immediately fulfilling them around the clock. BWF’s customers work at unusual hours and it has been able to build loyalty with its “always open” mantra. This practice, along with competitive pricing, has allowed BWF to build a loyal network of customers.
BWF processes most sales digitally; yet, employees still perform a valuable role in the process. The sales process at BWF involves employees working in four different roles: sales clerks, sales managers, inventory clerks and accounting clerks. There are multiple employees who function in each of these roles, and all employees in a role can perform the activities related to their role. Because the process is highly digitized, it is common to have many different employees perform the tasks related to one transaction.
The process begins when BWFreceives an order from a customer via phone or online. For a phone order, the sales clerk enters the customer information into the computer system and then the system automatically creates a purchase order and logs the information in the sales database. For an online order, the customer’s information is digitally captured in the computer system, then the system automatically creates a purchase order and logs the information in the sales database. Most of BWF’s customers are businesses, so it does not collect payment at the time of the order. Instead, BWF bills them after the customer receives the inventory they ordered.
The sales clerk reviews the order and determines whether the customer’s credit should be approved by the sales manager to make the sale. The credit approval process requires judgment. All sales more than $3,000 must be approved by the manager. Sales less than this threshold may require approval, depending on the sales clerk’s judgment.
If the order needs sales manager approval, the sales clerk digitally sends the order to the sales manager. The sales manager reviews the information in the sales database and uses their professional judgment to decide if the customer’s credit is sufficient. If the customer does not have sufficient credit, the sales manager updates the digital purchase order to show that the order is rejected (which is logged in the sales database). The sales manager then notifies the customer that the credit is not approved and the process is ended.
If the customer’s credit is approved, the sales manager digitally signs the purchase order in the sales database. The system then creates a digital picking ticket. If the customer did not need credit approval, the system automatically creates the digital picking ticket upon the approval of the sales clerk. Once the picking ticket is created, the sales database is automatically updated.
Inventory clerks in the warehouse receive notification of the digital picking ticket and use the digital picking ticket to pick and package the inventory. The inventory clerks open the digital bill of lading and print a copy of the digital bill of lading and the packing slip, which are included with the inventory sent to the customer. The inventory clerk digitally signs off that they performed the task. If the warehouse does not have all of the ordered inventory, the company ships the goods it does have and the system creates a new digital picking ticket for the non-shipped items. The company then fills the new digital picking ticket once the inventory is in stock.
Once the inventory clerk has finished entering their information into the sales database, the system automatically creates a digital sales invoice. An accounting clerk reviews the digital sales invoice for completeness and accuracy by comparing the sales invoice to the purchase order and the picking ticket. If the information does not match, the accounting clerk notifies the sales manager, who investigates and corrects the problem. If the sales invoice is accurate and complete, the accounting clerk digitally signs that the review is complete. The system automatically sends the customer the approved sales invoice via email.
The process continues when the customer pays for their order. Customers can make an electronic payment (automated clearinghouse or wire transfer) or pay with a check. When the customer pays with a check, two accounting clerks open the mail and immediately endorse the check as “for deposit only” and then enter the check details and the information from the remittance advice into a digital cash receipts pre-list, which is stored in the sales database. Two clerks open the mail together to prevent one clerk from misappropriating assets, creating a kiting scheme or other fraudulent activities. If the customer pays electronically, the system automatically enters the information into the sales database. The accounting clerks also scan any remittance information, which is stored in the sales database, and the physical remittance document is shredded. Scanning and shredding are noted in the database when they are completed.
All endorsed checks are sent to the sales manager. The sales manager prints a deposit slip and takes the deposit slip and endorsed checks to the bank on the same day the cash is received.
Daily, the bank sends an email acknowledging all deposits for the day. The sales clerks verify that the bank deposit amount (excluding electronic deposits) matches the amount on the cash pre-list. If it does, the sales clerk adds their digital signature that they reviewed the match. If it does not, the sales clerk immediately notifies the controller for further investigation and follow-up.
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