Benefits from business processes that are remodeled to be integrated with data systems in the university

Business process modeling is a tool used for purposes such as analyzing, redesigning, improving and providing process automation of the processes of institutions. In recent years, process modeling activities have also started to be carried out frequently by public institutions. Accordingly, there is a need for a Business Process Management System Software where institutions can design the processes they analyze. Considering that the works are mostly done with electronic documents and correspondence in public institutions, there is a need for the business process management system software to be compatible with the existing electronic document and management system in the institution. In this work carried out within the scope of Business Process Development and Improvement Studies, the processes that are related to the whole of the institution, where the workload is intense due to the official correspondence between the units and the scalable time savings are determined through improvement works. In order to prevent contradiction with the legal regulations, the functioning analysis studies of the processes were carried out in coordination with the stakeholder units. The purpose of these studies; analyzing and improving processes, integrating with data systems if necessary, providing data exchange and creating process definitions. Accordingly, the Process of Participation in Scientific / Artistic Activities was first analyzed and after the necessary improvement studies were made, it was transferred to the electronic environment in a manner to be integrated with the databases of the University Student Information System and Personnel Information System. Curriculum information of the academic staff who applied to this defined process within the assignment date range that they requested during the academic period was transferred to the application form. In this application process, the workload caused by official correspondence between the units has been greatly reduced. In addition, the controls used in the necessary work steps in the application form flow are designed to prevent situations that are contrary to the directive at the application stage. In this way, time and performance gains were achieved by preventing possible applications to be rejected by the relevant unit.