Q. What kind of situations did you start using Questetra BPM Suite for?
Shanon Inc. is a software company that provides Marketing automation to support marketing of companies.
We support the marketing activities of companies as a Cloud service. In addition, we have also deployed comprehensive marketing consulting services, such as “Outsourcing”, “process designing”, “infrastructure system building”, besides offering the tools for its implementation (cloud service). In market research for “integrated marketing support” we have gotten the rating as the “No.1 share for five consecutive years” (*). (* ITR Market View; Marketing Management Market 2015)
We are a young company. Even though the history of the company is short, we are using Questetra BPM Suite under the belief that “we want to strengthen the backbone of the company by systematizing the expertise which we have gained so far!”
We began using Questetra BPM Suite in February 2011, with about 60 people. In the beginning, we used it only for “applications”.
Q. Please tell us concrete ways of your utilization.
There are approximately 100 Business Processes operating in Shanon. Among them, although we have “very strict rules” for the transfer of information, we have created a Business Process so that everyone can abide by those rule. And now we are doing our business on it.
More specifically, for example, in the handling of personal information, we define a Workflow procedure that can naturally realize:
- Checking by a third party,
- Saving work evidence,
- Recording of work history and ensuring traceability.
Even though we will not store Personal information itself in Questetra, we can simply indicate the “Business Process Definition for personal information management” and “its business history”, when we get evaluated by the certification institution for updating the Privacy Mark.
- 2004: Information Security Management System BS7799-2: 2002, certified
- 2004: Information Security Management System ISMS V2 Conformity Assessment Scheme, certified
- 2007: Information Security Management System ISO 27001, certified
- 2008: PrivacyMark System, certified
We appreciate that even the staff in overseas bases (Shanghai) can use it at the same level as the domestic staff.
Q. Please tell us about your implementation.
About businesses other than the ones for internal control, we also make data linkage to “Google Spreadsheet” for the business of asset management.
Since there was a lot of information equipment such as personal computers, and its management was very hard, we implemented request applications for “Start using” or “Disposal” on the Workflow. The latest information is automatically registered on a Spreadsheet of asset register, so the usage of equipment can be understood in real time at any time. At the time of Assets Confirmation by a Third party, it is handy to grasp “who” are using “which equipment” and “where”.
In addition, we also carried out collaboration with “Backlog”, the project management tool, recently. We are now also aiming to Execute Business along the progress plan in “Backlog”, not only limiting to Progress management and business records in “Questetra”.
Q. Please tell us about your expectation for Questetra in the future.
Although It has been more than four years since we started using it already, we still feel that the setting of “operator of each Step” is difficult.
For instance, the decision-making authority is determined by the combination of “job title” and “organizational hierarchy”, and the rules are very complex. Therefore, the Workflow diagram will become really complex as well. Although this might be a somewhat unreasonable demand, we would appreciate if settings for operating personnel became more intuitive even when the “assignment rules” are complex.
Also, we are planning to get more staff involved in Business Process designing. We would be able to accelerate improvement cycle of Business Processes if the help function and manuals were enhanced together with high search-ability.