16/2020 Implementing SPAIN in Maintenance Process Modeling | Springertink D Springer Link Implementing BPMN in Maintenance Process Modeling International Conference on Information Systems Architecture and Technology ISAT 2017: Information Systems Architecture and Technology: Proceedings of 38th International Conference on Information Systems Architecture and Technology ~ ISAT 2017 pp 300-309 | Cite as + Malgorzata Jasiulewiez-Kaezmarek (1) + Robert Waszkowski (2) Email author (robert waszkowski@wat.edu.p)) + Mariusz Piechowski (3) + Ryszard Wyez6tkowski (4) 1. Poznan University of Technology, , Poznan, Poland 2. Military University of Technology, , Warsaw, Poland 43.1 Software, , Poznan, Poland 4, Silesian University of Technology, , Gliwice, Poland Conference paper First Online: 07 September 2017 + 3Citations + 757 Downloads Part ofthe Advances in Intelligent Systems and Computing book series (AISC, volume 656) Abstract Due to the fact that the quality of the entire process is more and more dependent on the ‘maintenance process, must be carefully designed and effectively implemented. There are various techniques and approaches that may be applied for efficient and effective ‘maintenance management. This study presents the application of the modeling tools and process management within BPM practices in the maintenance processes in a medical devices manufacturing company, Keywords ‘Maintenance process Business process management Business process modeling Download conference paper PDF htpsslezproxy.uninerle edu co:2804/chapte!10.1007/978-2-319-67228-8_ 27#enumeration 16/2020 Implementing BPMN in Maintenance Process Modeling | Springertink 1 Introduction There isa continual focus on cost reduction to attain increased revenue generation [10] Therefore, due to its role in the corporate long-term profitability, more and more significance is put on maintenance. Cost reduction within the maintenance organization does not concern to reduce the quality or the level of service. It concerns an increased control of the maintenance organization and also related areas. In order to control the ‘maintenance organization properly information about occurring events are needed [4] Data is the foundation for conclusions and decisions, without effective data gathering cannot incidents be truly investigated and defined. To gather and analyze data manually a tremendous amount of both time and effort is required, Due to this, many companies, develop and use computer programs in this field. These programs, or systems, are called computerized maintenance management systems (CMMS) and they are designed to gather all data related to maintenance and to file it in the history of corresponding asset [2,13]. One of the first steps in the maintenance process automation is to define a business process model with all its elements, This study presents the application of the modeling tools and process management according to the BPM practices in the maintenance processes for a medical devices ‘manufacturing company. The paper is organized as follows. Section 2 describes the maintenance management issues. Section 3 describes the business process modeling, issues. Section 4 presents the case study based on maintenance processes in medical devices manufacturing company. Section 5 presents our conclusions, 2 Maintenance Management Framework The production and its operational aspects such as quality, costs, capacity, safety and environment are influenced by maintenance of the equipment [7]. Therefore, due to its, role in the corporate long-term profitability, more and more significance is put on ‘maintenance. Many industries today are focusing their attention on the maintenance as the business function. Maintenance effectiveness, to a large extent, depends on the quality of the knowledge of the managers and maintenance operators, and the effectiveness of internal & external collaborative environments. But, maintenance effectiveness depends also on the quality, timeliness, accuracy and completeness of information related to machine degradation state, based on which decisions are made. 1 ‘monitor the condition of the equipment, the equipment data needs to be collected and processed, providing basis for the planning and decisions [5]. Different data sources are used in maintenance decision making processes. These data sources are for example failure data, practical experience, results of technical analysis, condition-monitoring measurements and operating data, or a combination of these data resources. It is necessary to have the correct data, since itis essential in assisting the maintenance actor in the decision-making process (1, 6, 14]. Any kind of information gaps make it difficult to make the right decision in a particular situation and thus increase uncertainty. According to Zimmerman (15], “Uncertainty implies that in a certain situation a person does not dispose about information which quantitatively and qualitatively is appropriate htpsslezproxy.uninerle edu co:2804/chapte!10.1007/078-2-319-67228-8_ 27#enumeration ana6/2020 to describe, prescribe or predict deterministically Implementing BPMN in Maintenance Process Modeling | Springertink and numerically a system, its behavior or other characteristic.” Details of the causes of uncertainty are presented in Table 1. Table 1. Causes of uncertainty [15] Cause Description Lack of Decision maker does not have the information information needed Abundane® of sore data is availble than a information informatie, person can digest ‘There might be information scting tvailable pointing to a certain Conticting Gizestion, but some information is available pointing to another direction Linguistic information has Ambiguity cntirely diferent meanings we An imagined’ exact property easurement snot be measured perfectly All information available to the Belief observer is subjective as a kind of belief in a certain situation Impact situation of uncertainty can be transformed to a situation of certainty by gathering more and better information A transfer to certainty cannot be achieved by gathering more data, but rather by transforming the available data to appropriate information ‘An inerease of information does not reduce uncertainty, Checking and deleting wrong information might help to transform the situation to certainty Ambiguity can be classified also as lack of information because more information helps to move towards certainty ‘This can also be considered as a lack of information ‘This situation is questionable and it can be considered as lack of information To manage the collected data efficiently, the maintenance process requires the certain level of computer support [9, 11]. The computerized maintenance process includes the organization of maintenance data, work order planning and scheduling, labor information, reporting and analysis, and inventory management [8]. One of the first steps in the maintenance process automation is to define a business process model with allits elements. htpssezproxy.uninerle edu co:2804/chapter!10.1007/078-2-319-67228-8 27#enumeration ana6/2020 Implementing BPMN in Maintenance Process Modeling | Springertink 3 Business Process Modelling Business process presents a set of connected activities which jointly create the output which has value for the customer. Process activities as the elements of the business processes are realized by the process participants. Process participants can be divided into process owners which do the process planning, organization and monitoring, and into participants who carry out the process tasks. Another element of the business process is the event, which represents the result of the activity and also it can be the cause for beginning the certain activity. Every process can have its performance indicators exemplified in different forms, such as number of occurrences of certain event, time for activity execution, number of errors in the process, costs ete. [12]. To define a process, to analyze it, improve it and implement it in organization, the whole set of techniques and methods can be used, and they are unified under the paradigm of Business Process Management. ‘The Business Process Management is an oriented methodology for the identification, design, implementation, documentation, measurement and control of business processes, making them flow from end to end. Thus, the activities and tasks cross the functional barrier to add value to the customer. Business process management includes Business Process Modeling (BMP) approach. BPM is mostly about organized process description, including tasks, activities and flows, with use of graphical methods. Process modeling goals include those connected with organization's performance and those connected with developing IT systems supporting ‘management. Considering the first group of goals, modeling is usually focused on core processes, which are substantial for company. In such case, key processes are modeled and links between activities are analyzed. This enables identification of processes’ flows and recognition of activities critical for processes. On the other hand, business process ‘modeling for IT systems development requires mapping all the processes that are going to be included in the system. In such ease, modeling is an element of IT system analysis, that results in functional specification of the system. It includes formalized information on elements of the system, ie. its structure, processes, relations and links between data. Nevertheless, in both cases modeling is simplification of reality that allows to present processes clearly and helps in understanding complex relations between activities. BPM approach is greatly dependent on IT which supports its realization, The most important solutions within the area are Business Process Management Systems (BPMS) and Workflow Management System (WMS). According to Workflow Management Coalition (WEMC) these systems manage workflow with software that manages processes, ‘communicates with users and benefits from other applications and IT tools. ‘The most popular notation for processes modeling is the BPMN notation, The primary goal of BPMN is to provide a notation that is readily understandable by all business users, from the business analysts that create the initial drafts of the process, to the technical developers responsible for implementing the technology that will perform those htpsslezproxy.uninerle edu co:2804/chapte!10.1007/078-2-319-67228-8_ 27#enumeration ana6/2020 Implementing BPMN in Maintenance Process Modeling | Springertink processes, and finally, to the business people who will manage and monitor these processes. Thus, BPMN closes the gap between process design and process implementation. BPMN is an element supporting business processes modeling and can be successfully applied for modeling complex processes. Graphical presentation of processes makes their analysis and modification easier, at the same time providing a wide range of applications of the notation as the method that is basic for business process ‘management, Business process modeling should be the common solution for defining core activities in maintenance. Well defined processes benefit in limiting uncertainties in decision making processes, eliminating unnecessary activities, managing human and material resources in rational way, and in consequence limiting cost. Moreover, business process modeling should be the standard solution for designing, developing and implementing IT system for maintenance processes. 4 Maintenance Processes Modeling — Case Study ‘The object of the research is a medical devices manufacturing company. It is a multi- department company, benefiting from many production facilities, equipped with ‘machines and production lines of diversified technological profile (largely associated with each other), constructed on the basis of various components: electrical, hydraulic, ‘mechanical, hybrid and working 24 h, Due to planned implementation of the next mode of CMMS namely “Supervision and coordination system’, it was necessary to analyze processes flows, verify them and develop new processes, which required application of BPMN. The following chapter introduces modelling of “Recovery process”. The modeling of the current process was based on interviews with employees of the maintenance, production and procurement departments. For the implementation of this work, the authors used the approach proposed by [3] (Fig. 2). Baldam et al. [3] have adopted a model, to describe the BPM methodology, considering four steps that comprise a BPM cycle. These steps are: BPM planning; modeling and optimization of processes; implementation procedures; and control and data analysis. ‘MP penning z=—_/ htpssezproxy.uninerle edu co:2804/chapter!10.1007/078-2-319-67228-8 27#enumeration ona6/2020 Implementing BPMN in Maintenance Process Modeling | Springert.ink Fig. BPM cycle [3] BPM planning included analysis of the activities that contributes to the achievement of organizational objectives of the factory, specifically in the maintenance department, through the survey of the main weak points of the current maintenance process and the identification of improvement opportunities. For this survey, interviews were conducted with all participants of the “Recovery process”, such as machine operator, coordinator of the production, maintenance technicians, maintenance department, purchasing department and others involved. ‘The next step “Modelling and optimization” includes two major activities: modelling the current state and the proposed state, which we used, the BPMN notation: + modelling the current state (as is): construction of the model based on analysis of, current documentation, interviews and brainstorming with those involved in the process; + optimization and modelling of future state (to be): reduction of bureaucracy and duplicated tasks; reducing time; use simple language; activities standardization; definition of those involved in the process; definition of business rules; and use of information technology. Three actors are involved in the “recovery process”: production department (DP), maintenance department (DT) and quality department (DQ). Following, there are presented the details of each of the activities the recovery process is composed of. When reporting a failure, the reporting person (machine operator) determines the type of failure: mechanical, electrical, other, which should be understood as: type of failure unknown or simultaneous occurrence of mechanical and electrical failure). After a failure has been recovered, the DT responsible for recovery shall send the information to the DP. The production department runs a series of tests on a given machine to confirm the effectiveness of the repairs carried out. After the test series, the quality department (DQ) performs quality assessment of the defined product parameters. Ifthe product meets the requirements, DQ approves DP production. The production department sends the information concerning the launch of the production to the planning department (DP). In case of a negative quality assessment, the quality department (DQ) will forward the information to the technical department (DT) expecting repairs to be completed correctly. The new process model is shown in Fig, 2. htpsslezproxy.uninerle edu co:2804/chapte!10.1007/078-2-319-67228-8_ 27#enumeration ena‘16/2020 Implementing BPMN in Maintenance Process Modeling | Springertink Fig. 2 BPMN diagram of the recovery process. After the operator has reported a failure (Fig, 3), the recovery task can be accomplished in two ways: by using own resources (DT) or external resources (external service). In the first option, there is possibility of the lack of necessary resources for task execution, e.g, lack of parts. In such a case, the Procurement Department (DZ) will be asked to purchase and deliver those parts and, upon delivery, work is continued until itis completed. In ‘most cases, all the resources necessary to eliminate the failure will be available and the task will take place in one time. In the second scenario, the task is transferred to an external company that takes over the entire process until the task is completed. Irrespective of the option selected, the flow of information across departments is an important part of the process, as the date of recovery can affect the tasks performed by other departments: DP - Production Department, DPP — Planning Department. In the model described, ifa failure has not been recovered within 1 (or 2)h after notification, the departments indicated must take corrective action. After that time, the relevant information reaches the DP and DPP departments. The DPP department is taking steps ‘to implement the procedures for changing the production plans, and the DP department, depending on the level of execution of the production order (85 or 95%), is preparing to execute the next order (setups, replenishing, ..). htpssezproxy.uninerle.edu.co:2804/chapte!10.1007/978-8-319-67228-8_ 27#enumeraton m4‘16/2020 Implementing BPMN in Maintenance Process Modeling | Springert.ink =e | 4 Fig. 3. BPMN diagram of the electrical mechanical failure repair process. Process execution is the next stage. In this stage, proposed process was evaluated experimentally in a web environment. This was done by performing the following tasks: data modeling, generation of forms and definition of business rules and participants. The data model contains all the information required in the process and how they relate to the entities. To perform the simulation management of the maintenance process, the following information was required: problem description; its location; phone; e-mail, comments on the requested service; analysis of received data; observations on the need for correction of a request; technician name that will perform the service; check on the need of material request, ete. htpssezproxy.uninerle.edu.co:2804/chapte!10.1007/978-8-319-67228-8_ 27#enumeraton ana6/2020 Implementing BPMN in Maintenance Process Modeling | Springertink Once set the process data model, the forms to be displayed to the users have been created. These forms were developed through attributes added to the master and parametric entities in the data model. Each activity has a specific form to be completed by the assigned user to do so. Figure 4 shows a specific example of the form used for the opening of a maintenance request. ee v Form for the opening of a maintenance request. In the next step, the process was configured according to the rules of the factory. Each gateway defined in the process needs to be predetermined a condition to follow each path, Next, all the areas and workstations involved in the process were registered. For cach task, a position responsible for its implementation was designated. Only the people assigned for this position have access to relevant data. ‘The final stage is “Process simulation and analysis’. The business process management combined with the BPMS systems enables complete monitoring and evaluation process. This is the final stage of the work, in which process the benchmarks were analyzed wit the objective of evaluating the proposed process. The resulting performance ‘measurement information was used to process the feedback, reviewing the initial planning and again identifying improvement opportunities. Critical factors for the company were, inter alia, the timing of work, delays, the number of correct repairs {approved without quality department compliance), active working time of the ‘maintenance staff, spare parts delivery time and the ability to determine the status of operations performed on the machine. With the simulation process on a BPMS environment, these factors were analyzed and changes were made to the process. htpsslezproxy.uninerle edu co:2804/chapte!10.1007/078-2-319-67228-8_ 27#enumeration ona6/2020 Implementing BPMN in Maintenance Process Modeling | Springert.ink ‘The activities presented above were the part of the implementation of the next CMMS ‘mode “Supervision and coordination system” in the company. By comparing historical data for 2015 (before implementation) and 2016 (after implementation), it can be stated, inter alia, that the time of the repair was shortened by on average 19%; Procurement delays have been reduced by 46%, thanks to information on tasks (mainly failures) provided to the planning and production department, which has allowed for effective revision of production plans; increased lead-time accuracy by approximately 43%, as well as reduced waiting time for spare parts (Fig. 5). 320 ALIAMALLLAL 2015 ©2016 88 Fig. 5. Average waiting time for parts - before and after implementation (in hours) 5 Summary An important prerequisite of suecessful process management is process-oriented thinking. ‘This means that the main focus is not on the department-based division of tasks, but rather on individual employees as they are the ones to perform the relevant process steps. The paper includes presentation of the application of notation and method within the concept of management processes for the creation and evaluation of the maintenance process in a medical devices manufacturing company. By diagramming, each of the activities that make up the maintenance process using the BPMN notation, this is disclosed in a graphic, clear and standardized manner, allowing that all involved are aware of the whole and can contribute with suggestions for optimization process. Using the BPMS system, each participant knows exactly the tasks that must perform and when toper form them, as it has an automatic time control system of the activities, according to the rules and expectations of time previously set by the process owner. It should be borne in mind that a good model of the process not only provides the opportunity to clearly illustrate the complex links between activities and better understand them, It can be a substitute research object and enable running experiments that cannot be executed on a real object - especially simulation and analysis of long-term processes or eritieal-critical conditions such as the minimal resource of maintenance that is still able to handle event (failure) streams of specified intensity htpssezproxy.uninerle edu co:2804/chapter!10.1007/078-2-319-67228-8 27#enumeration ron‘16/2020 Implementing BPMN in Maintenance Process Modeling | Springert.ink References Aljumaili, M,,"Tretten, P., Karim, R., Kumar, U.: Study of aspects of data quality in eMaintenance. Int. J. 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(eds) Information Systems Architecture and ‘Technology: Proceedings of 38th International Conference on Information Systems “Architecture and Technology ~ ISAT 2017. ISAT 2017. Advances in Intelligent Systems and Computing, vol 656. Springer, Cham. https:/ ezproxy.uninorte,edu,co:2093/10.1007/978-3-919-67229-8,_27 + First Online 07 September 2017 + DOT https:/ exproxy.uninorte.edu.co:2093/10.1007/978: «+ Publisher Name Springer, Cham + Print ISBN 978-3-319-67228-1 + Online ISBN 978-3-319-67229-8 + eBook Packages Engineering Engineering (Ro) -319-67229-8_27 +B + Reprints and Permissions this book on publisher's site Personalised recommendations ‘SPRINGER NATURE © 2020 Springer Nature Switzerland AG. 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