Month: February 2022

Your business processes are not just valuable – they are your business itself.

According to Appian.com, a business process is a collection of linked tasks which find their end in the delivery of a service or product to a client. Generally, business processes are grouped into three categories:

• Management processes;
• Operational processes;
• Supporting processes.

Operational processes are what constitute the key value chain they are at the heart of what makes your business different (or similar) from any other. For example, in manufacturing, the operational processes are those directly linked to making the product (sourcing raw materials, production, finishing, packaging, shipping, etc.). Supporting processes include finance/accounting and, of course, IT.

The natural human tendency is to minimize waste and optimize. However, left unto itself, the process of finding areas for improvement takes significant time, especially within an organization with processes that may span several months. This is where Business Analysis comes in. Wikipedia.org describes business analysis as

a research discipline of identifying business needs and determining solutions to business problems. Solutions often include a software-systems development component, but may also consist of process improvement, organizational change or strategic planning and policy development.

That is, business analysis develops and optimizes solutions to address business needs.

Any process is based on the flow of information, and a business is no exception. The main role of IT systems is to streamline, organize, and speed up information flows in business. IT Business Analysis focuses specifically on developing IT solutions to business needs and improving existing business processes. IT solutions can be as simple as the implementation of an instant messaging tool to speed up communication, or as complex as an information system that holds all business information and facilitates the entire workflow from lead to final sale to customer follow-up. A particular example of the effectiveness of IT Business Analysis is the Barcode Scanning System BALANCED+ developed and implemented for Nuform Building Technologies Inc., which allowed for fast entry and accurate accounting of raw materials and stock. This system decreased the time needed for a full Inventory count by 4-5 times. BALANCED+ also develops and supports custom in-house information systems.

IT Business Analysis can work with all types of business processes. If focused on operational processes, i.e. those that form the key value chain, it can unlock the hidden potential of your business.

Management often frowns upon investing into IT systems, and this is often a legitimate concern IT systems should only be based on adequate business analysis, showing what specific improvements to business processes will happen as a result of implementing the IT solution. Depending on the business, the adequate IT solution may be off-the-shelf or fully custom, which is what we will discuss in future blog posts.

As businesses continue to rely more heavily on technology to operate, it becomes increasingly important to manage IT systems and infrastructure effectively. One way to ensure that IT resources are used efficiently and effectively is through proper IT documentation. IT documentation is essentially a record of an organization’s IT infrastructure, systems, and procedures. It includes everything from network diagrams and IP address distribution tables to active directory user audit spreadsheets and firewall access control lists. Here are four reasons why IT documentation is essential:

1.Knowledge Transfer

One of the most important benefits of IT documentation is knowledge transfer. When key IT staff leave an organization, they take with them a wealth of knowledge about the organization’s IT systems and infrastructure. If this knowledge isn’t properly documented, it can be lost forever. However, when IT systems and procedures are properly documented, this knowledge can be transferred to new staff members, reducing the impact of staff turnover.

2.Standardization and Coordination

IT documentation helps to standardize and coordinate IT systems and infrastructure across an organization. By providing a clear and concise record of IT systems, it becomes easier to identify areas where standardization can be achieved. This reduces the complexity of IT systems, making them easier to manage and more efficient.

3.Time Efficiency

Time Efficiency By providing quick access to IT documentation, staff can be more productive, spending less time searching for information and more time focused on their core responsibilities. This can be particularly valuable during high-pressure situations such as outages or emergencies, where quick access to accurate information can be the difference between quickly resolving an issue or prolonged downtime.

4.Improved Transparency & Communication

Finally, IT documentation provides a clear picture of what is going on within an organization’s IT systems and infrastructure. This makes it easier to identify potential issues before they become major problems, and to respond quickly when issues arise. Additionally, IT documentation can be used to identify trends and patterns in IT systems and infrastructure, helping organizations make better-informed decisions about future IT investments.

What should be documented?

Some important things you should document, and the list is by no means exhaustive:

• Network and system overview. This gives any IT-savvy individual a general overview of your IT infrastructure. This may be one or more documents, depending on the size and complexity of your infrastructure.
• Administrative credentials and passwords. Needless to say, they should be stored in a secure, preferably encrypted, location, but accessible in case of an emergency and by other IT staff.
• IT policies, reflecting the IT approach to various aspects of managing the infrastructure. This includes
  • Network and Security Policy (what networks and systems exist, for what purpose, who has access, etc),
  • Information policy (privacy, appropriate email use),
  • Internet policy (access to third-party resources like cloud platforms, what content is accessible, what content is blocked),
  • Hardware management policy (how often hardware is replaced, how old hardware is used, etc),
  • Backup and Recovery (when and how recovery is done),
  • and many more.   
• Information system. All the software that supports business processes and how it interacts between each other.
• Hardware inventory. What hardware you have, where it is, who uses it, and if any spare devices are available if needed.
• Software and license inventory. What software you have, who uses it, and if any spare licenses are available if needed. This will prove invaluable in the case of a licensing audit.
• Project-related documentation. This is especially critical for knowledge transfer if multiple individuals successively work on the same project.

How to keep documentation updated

First and foremost, work with your IT department or IT consultant to work out an approach to documentation. Make your position in this matter clear, and work out a policy to make sure important documentation exists and is updated, while avoiding excessive time spent on documentation.

It is best to update documentation real-time, as policies and environment change, but that is not always possible. Some documentation should in fact be updated immediately after changes are implemented, like administrative passwords. BALANCED+ recommends that IT policies and procedures should be revised and updated on a quarterly or semi-annual basis. This will also ensure that outdated and inaccurate documentation does not clutter up document library.

Conclusion

In conclusion, IT documentation is a critical component of effective IT management and support. By providing knowledge transfer, standardization and coordination, time efficiency, and a clear picture of what is going on, IT documentation can help organizations reduce the complexity of their IT systems, improve efficiency, and achieve better business outcomes.

As an IT consulting company, BALANCED+ can help your organization develop and implement effective IT documentation practices. Contact us today to learn more about our IT consulting services and how we can help your organization achieve its goals through effective IT management.