2.1 Conduct Business Process Review, Design and Architect the Solution

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Overview

Business Process Design is a key project activity that drives towards optimal system configuration and architecture. Complete signed off business process design ensures there are no process blockers later in the project that could impact other project milestones and overall timelines. Design process review sessions should educate customers on our best practices and demonstrate our recommendations in alignment with their requirements and success goals.

Activities

Activity	Key Inputs	Roles & Responsibilities	Deliverables	Supporting Documents
Schedule and lead Business Process Design Workshops	Core Project Team (Procurement, Finance, System Admin) Solution Architect SME	Coupa Solution Architect leads workshops for Coupa led project. Attends workshops and supports partner on partner led project. Initial workshops should be on site at Tier 1 and 2 customers	Completed Business Process Workshops	Business Design Workshop Decks BSM Unification Design Requisitioning Goods and Services Buying Channels Approvals Purchase Order Management Accounting Receiving Invoicing Workflow InvoiceSmash Master Data Handling Security Controls (Roles, Content Groups, Account Groups) Reporting/Analytics Budgets Expenses Inventory Contracts Sourcing SIM Data Dependency Supplier Modeling Accruals Process Diagrams (PDF) Process Diagrams (VDX) CLM Process Diagrams (PDF) Sourcing Process Diagrams (PDF) Storefront Risk Assess (CRA) Risk Accelerator Guidebook Risk Assess Permissions Flowchart SpendGuard CLMA - Migration Design Guide & Considerations Risk Assess Design Workshop Risk Assess 4th Party Design Services Maestro Design Workshop Coupa Pay Overview CCW Customer Workshop Deck CCW Process Flows Risk Aware and Performance Workshop Deck
Capture customer requirements in Business Process Requirements Document	Core Project Team (Procurement, Finance, System Admin) Project Manager Solution Architect SME	Coupa SA responsible for capturing business requirements on Coupa led project. Partner functional architect will do so on partner led. Partner to review with Coupa SA before requesting sign off from customer	Signed off Business Process Requirements Document	Core Business Process Document: P2I, Coupa Pay, SIM, Expenses, Sourcing, Integrations Conferma Virtual Card Onboarding Document JPMC Virtual Card Onboarding Document Financial Authority Setup CLM - Business Process Requirements Document CRA - Business Process Requirements Document Sourcing - Business Process Requirements Document Inventory - Business Process Requirements Document Spend Guard - Business Process Document Services Maestro - Business Process Document AIC - Business Process Requirements Questions CCW - Business Process Requirements Questionnaire InvoiceSmash - Business Process Requirement Document IS Start Up Request Form
Capture integration requirements		Partner/Client is responsible for filling out integration planning worksheet and capturing requirements. Client responsible for sign off on design checklist Client/Partner is responsible for completing the data mapping document. Coupa TA is responsible for driving the partner/client to complete the documents and tasks Coupa TA is responsible for reviewing the content and providing feedback to partner/client	Signed off Integrations Requirement Document Signed off Integrations Design Checklist	Integration Planning Worksheet Integrations Requirements Document Integration best practices Integrations Design Checklist Integration mapping AIC data mapping field list CCW Integrations Deck L0 CCW Integrations Deck L1 CCW Standard Integration Master Document (stand-alone) CCW Standard Integration Master Document (unified) CCW R30 Integration Formats
Architect the solution	Client/Partner Solution Architect Technical Architect	Coupa solution and technical architects work with client/partner to finalize solution architecture diagram	Signed off Solution Architecture diagram that defines what business functions are mapped to Coupa vs. other systems in customer's enterprise landscape.	CLMA Solution Overview
Discuss and finalize customer enterprise architecture		Coupa TA is responsible for having the discussions with the Client IT and enterprise architecture teams - resolve any issues/questions, provide recommendations on the choice of middleware, endpoint, data transformation, integration interfaces, error handling, monitoring etc.
Data Modeling	Partner technical architect, Client technical architect, Partner Business architect, Partner SME, Client Business Architect, Client SME (procurement and AP)	Coupa SA will work together with the Coupa TS technical architect to model and design key data elements like COA, Suppliers, Addresses etc.
Security requirements management	Coupa PS, Partner, Client technical team	Coupa TA will triage the security related questions and address them Coupa TA will reach out to the Coupa security team appropriately to address some of the advanced topics