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BISM7216 Assignment 1
Process Modelling (Individual Assignment)
250 marks (25% of final grade)
Due dates
Milestone 1: Thursday 19th August at 2pm
Milestone 2: Thursday 26th August at 2pm
Milestone 3: Thursday 2nd September at 2pm
Final submission: Friday 10th September, 2021 at 2pm
Submission type:
- Word documents for Milestones 1, 2 and 3
- full BPMN process model as a Signavio archive (SGX), an image and as a .bpmn file for Final
submission.
Submission method: via the Blackboard assignment submission tool.
Background & your task
The world has been gripped by a highly-contagious virus, and after struggling to treat infected patients for
months, health systems around the world are now rolling out vaccines. Results from overseas show that
these vaccines are highly effective, resulting in significantly lower (in the 90% lower range) serious
implications previously associated with the virus.
Dr Miguel Dalek runs a vaccine clinic, and has been tasked with delivering the vaccine in the most
effective way possible. His clinic has been provided a reliable supply of vaccines, and, as an early-impact
vaccine clinic, is providing vaccines to walk-in patients. As government systems improve, Dr Miguel’s
hospital system expects that the process will be scaled up to much larger sites, hence the importance of
testing the process at a smaller location to identify where bottlenecks or process inefficiencies may arise.
Dr Dalek recently completed an MBA to complement his clinical training, and is aware of the benefits that
a well-understood, well-designed process can deliver. He intends to present the As-Is Business Process
Model to the Hospital CEO in order to persuade her to give him approval to analyse, improve and redesign
this process, and update training materials, before rolling it out to the largest vaccine delivery sites.
To this end, Dr Dalek called upon you, the Business Analyst. He has asked you to his office to go over the
current vaccination process. Over a 2-hour introductory meeting, he provided you with initial information
and then ensured that you had access to key personnel in VAR, his clinic, allowing you to review existing
written descriptions or models of how things happen at the clinic, to conduct a minimal amount of
interviews to not interrupt current operations, and to observe the process in action. Dr Dalek has asked
for a mid-level of detail, and as such, you can ignore some of the detail as circumstances of the
Vaccination pathway for Vaccinees evolves in this early rollout stage. He wants to focus purely on the
vaccination process itself, and has expressly excluded over related processes, such as the vaccine booking
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process, 2nd doses, parking, clinical advice pathways, language barriers pathways or clinical pathways.
As a result, you have prepared the following process description of VAR’s Vaccination process.
The next step for you is to confirm your understanding of some aspects of the process as described below
(see the requirements of Milestones 1, 2 and 3 below). This will allow Dr Dalek to provide valuable
feedback over the coming weeks, before you model this process in BPMN using Signavio (see Final
submission) for Dr Dalek’s discussion with the CEO.
Please document any assumptions you have made within the (final) BPMN model using the BPMN “text
annotation” construct.
Vaccination process
The vaccination process starts when the person to be vaccinated (“vaccinee”) arrives. If the vaccinee is a
member of staff, this will happen at the vaccine clinic location (within the hospital), and for all others, this
happens at the hospital front door. For non-staff, they will be greeted by the hospital concierge and given
directions to the COVID Vaccine Clinic which is near the front door.
Once the Vaccinee arrives at the Vaccine Clinic, they will be greeted by the Clinic Concierge, who assesses
their vaccine booking status and priority phase. If the patient is a hospital staff member, or a member of
the Queensland Ambulance Service (QAS) or Queensland Police Service (QPS) on duty, they are prioritised
through the queue for registration. This ensures that people in these services spend the minimum time in
the queue. The Concierge provides Vaccinees with the government mandated consent process for them
to complete, and awaits their response.
Once handed in, the Concierge checks the paperwork and the Vaccinees’ answers. Vaccinees’ responses
on the form may raise questions (for example, the person may have a chronic disease and the Concierge
does not know what effect the vaccine will have on this), and if the Concierge cannot answer the
questions or if the Vaccinee is asking a question above the authority of the Concierge to answer (for
example, Vaccinee is requesting a vaccine for which they are not eligible), then the Concierge seeks advice
from the senior Clinic Clinician. If the decision is that the Vaccinee is to proceed with vaccination, then
they move to the next phase. If the Vaccinee is not to proceed with vaccination, then the Concierge
informs the Vaccinee that he/she can now leave the clinic and monitor government announcements on
eligibility for other vaccines. The Concierge also destroys the paper forms the Vaccinee had completed,
and the process ends. Sometimes the Vaccinee did not complete all questions, and the Concierge will ask
them to provide that information before proceeding, and in a very small number of cases, the Vaccinee
does not complete the form before the clinic closes at 6pm, in which case the Concierge asks them to
complete the form at home and return the next day.
If there are no further questions, the Concierge will call the Vaccinees in to be registered by the
administrative staff, utilising the standard processes as set out in the government software. The
Administration Staff double-check certain items of information with the Vaccinee as they proceed
through the process. If there are concerns regarding aspects of the registration process, then the
Administration Staff seek the advice of the Senior Clinic Clinician. This may again result in the Vaccinees
not being able to proceed with vaccination, at which point the same process is followed for the Vaccinee
to leave the Vaccine Clinic, except that it is done by the Administration Staff.
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Once registration is complete, the Administration Staff checks that the Vaccinee has his/her vaccine
receipt card, and if not provides them with one. The Vaccinee then joins the queue for vaccination and is
given a Number Card. If the Vaccinee is a member of on-duty hospital staff/QPS/QAS, s/he is prioritised in
this queue, by being directed to seating separate from other Vaccinees and given a purple-coloured
Number Card. When identifying their next patient, Vaccination nurses first check the on-duty priority
area, calling hospital staff/QPS/QAS on duty in to be vaccinated in order of their Number Card.
Vaccination nurses then call non-hospital staff/QPS/QAS in, in order of their Number Cards. Vaccinees are
invited to sit at a small table where the nurse has the necessary equipment and information. The nurse
will then check the form to confirm which vaccine is to be administered, and to check for any
complications. If there are concerns regarding aspects of the vaccination, then the Vaccination Nurse
seeks the advice of the Senior Clinic Clinician. This may again result in the Vaccinee not being able to
proceed with vaccination, with the process ending as before (except that it is done by the Vaccination
Nurse). In all other cases, the Vaccination Nurse administers the vaccine to the Vaccinee in accordance
with the processes mandated by the vaccine manufacturer. Key steps include taking the vaccine supply
from the vaccine storage, extracting the recommended dose into a vaccine syringe, before covering the
syringe and returning to the Vaccinee to administer the correct vaccine. The vaccine storage is centrally
located to the vaccine administration area and easily accessible to the Vaccination Nurses. Once the
vaccine is administered, the Vaccination Nurse signs the patient’s vaccine receipt card, then asks the
patient if they would like to take a lollipop, and then escorts the Vaccinee to the Observation Area (also
closeby). Though very rare, at any point after registration and before the vaccine is administered, the
Vaccinee may realise that they had received the flu vaccine within the past 14 days (despite ticking the
box earlier to say that they hadn’t). In these cases, when s/he informs the relevant Vaccination staff
member, the Vaccinee’s registration and confirmation of receipt of vaccine must be reversed, and s/he is
advised to return after the 14 days since the flu injection have passed to start the process again.
The Observation Clinician informs Vaccinees that they are wait in that area to be observed for 15 minutes
to ensure there is no immediate, significant adverse reaction to the vaccine. The Observation Clinician
will then double-check the Vaccinees’ clinical history, and will ask those with adverse reactions in the past
to wait for 30 minutes. If a Vaccinee has an adverse reaction, the Observation Clinician will bring them to
the resuscitation area, make observations and provide necessary treatment, including calling in the Senior
Clinic Clinician as required. If the reaction is very significant, the Vaccinee is brought to the Emergency
department by the Observation Clinician, after ensuring another clinician can observe the remaining
Vaccinees. After their 15 (or 30) minutes of observation, Vaccinees, if well, are invited to leave and are
signed out by the Observation Clinician, and the process ends.
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Student task: your deliverables
1. Milestone 1 (total 15 marks):
a. please submit – using a table in Microsoft Word – your understanding of all the actors /
organisational artefacts in this process (i.e. lanes and pools).
NB: if there are multiple entities within the same pool, please group them together in the
table so that the structure is clear.
You do not need to submit this as BPMN model or even a swimlane diagram.
b. please submit (in the Word document used above) one positive outcome, and one
negative outcome of this process.
2. Milestone 2 (total 20 marks): please submit a list of the trigger(s) and activities in this process
3. Milestone 3 (total 35 marks): please submit, again using a Microsoft Word document - two complex,
advanced BPMN constructs that are necessary to achieve high semantic and pragmatic quality in this
process, explaining, in less than 200 words for each, why you have chosen those constructs. You may
use a fragment of a BPMN model to help explain this.
NB: you do not need to submit a full or complete BPMN model for this milestone.
Final submission|BPMN model (180 marks): a full BPMN As-is model of the process described above.
1. Please insert your name on the Signavio model page, below the
last pool. Please use the StudentNumber_LastName format, and
you can use the Text Annotation tool under Artefacts in the
Signavio Shapes menu to do this. Your student number and
surname must be visible in both the image and BPMN files.
2. Please make sure that your final Blackboard submission includes
THREE files, as shown in the image:
? The Signavio archive (SGX) file.
? The .bpmn file from Signavio that contains your model (please
ensure it includes any linked subprocesses)
? The .png image file of your process
3. The overall marking rubric is outlined on page 4. Marks are
allocated not just for correct modelling of the scenario, but also for
the pragmatic quality of the model (i.e. use of modelling guidelines,
aesthetics, general ease of interpretation for the model audience).
As such, please ensure your models are easy to read when printed
at A3 size (consider your audience). To achieve this, you need to
choose the appropriate level of detail (abstraction), and also avoid
leaving excessive blank spaces in your model, which would result in
your model being longer or wider than otherwise necessary.
Your assignment will not be considered complete unless all three files are submitted by the deadline.
All filenames must start with the StudentNumber_LastName format (with descriptions added after that).
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Marking Guide/Rubric
Feedback after Milestones 1, 2 and 3 will be provided in your tutorials.
Marks will be issued only once, after all four components have been submitted.
The assignment will be marked based on the following marking rubric and allocation of marks.
