Some of the main steps to define and create a Enterprise Management System (also referred to as
Enterprise Structure) are as follows;
• Determination of business model,
• Defining the processes appropriate to the business model,
• Ensuring the organizational structure appropriate to the business model,
• Determination of processes and workflows,
• Definition of job, task and role (job title), determination of competencies,
• Appointment of employees to roles,
• Defining the documentation structure
• Development and / or provision of Information Systems infrastructure and Enterprise
Information Management System,
• Providing employees with Enterprise Information Management System and process trainings.
The “Enterprise Structure” layers, which were created by using these main steps, are shown in
Figure.1;

Figure.1: Establishment and Implementation Model of Enterprise Management System

 

In terms of the operation and sustainability of the Enterprise governance system, the definition of the model layers in Figure.1 should be done very carefully. Because the changes to be made on the inner layers during the operation phase will cause changes on all layers above the related layer. Therefore, it will be created according to a business model that is incomplete, incorrectly defined and / or insufficiently flexible for updates; processes, organization, documentation and Information Systems.
These changes are very likely to lead to undesirable situations such as disruption or halting of workflows and loss of labour and additional cost burden. Identifying the Enterprise Business Model: identifying products, solutions or services that meet stakeholders’ expectations; planning, implementation, control and improvement of the basic / main business processes and relationships between them. The vision of the organization, its mission, its fields of activity, its product / service type and its customers, itsstrengths and weaknesses, its strategic goals and objectives, and the actions (projects) that will accomplish these objectives are taken into consideration in defining the basic and sub-processes of the business model. In order to implement the Business Model in the Organization, it is of utmost importance to provide the necessary financial resources for the activities (projects). These financial resources; income generating projects (by providing products and / or services to the customer within the activity areas), capital / shareholders and non-activity areas (interest, rent, etc.). The size of the organization’sfinancial resources is the most important factor in determining the scope of the Business Model. Therefore, all components should be supported with sufficient financial resources to form and effectively operate the Business Model.
In this context, detailed studies on the issues we have identified as Business Model and componentsare carried out within the scope of “Strategic Management. The business model can be shown as process-based and graphical (Figure.2), either as text or as a combination of both;

Figure.2: Example of process-based graphical representation of business model

In order to form a Business Model, the processes must first be defined. For this purpose; Relations of main and sub-processes in the organization with other processes (inputs and outputs), detailed process workflows, roles and responsibilities to perform the activities in the workflows, the necessary infrastructure components during the operation of the process, performance indicators (measures) of the process and measurement rules, process documents and storage process identification documents are prepared. Process workflows; infrastructure components, performance indicators (measures) of the process, etc., without content, can be defined with different names such as directives, regulations, procedures and principles and as text only.

Organizational structure of the enterprise, customer expectations and needs in the shortest time to provide the most appropriate solutions are designed with the goal. Departments in organizational structures based on the Business Model and processes are responsible for the activities in the main and / or sub-process workflows. Therefore, the processes and organizational structure of the Institution (Enterprise) are generally similar.

In addition to the realization of the products and services offered by the Institution to its customers, the fact that all other activities are considered as a project is independent from the fact that the Business Model and organizational structure are process-based (functional).

The relationship between an organization consisting of process-based departments and the project life process is presented as preliminary information in Figure.3.

Process workflows or organizational structure should have the flexibility to operate not only on a personal or registry basis, but also on a role (job title) basis. That is, employees can have more than one role, and the same role can apply to more than one employee. To this end, employees should be provided with the necessary training to ensure that they have the defined competence of the relevant role (to fulfil the responsibilities of the role), or candidates with the relevant competencies should be preferred for new recruitment.

Figure.3: Relationship between a process-based organization and project / product life process

 

Application tools of Enterprise Management System are Documents and Business Application
Softwares. Because the physical workflow of defined workflows in an organization; It is done by
preparing the related documents and / or information in electronic medium and / or paper and
sending them to the next relevant Department / Unit as per the workflow.
Defining the institutional documentation structure; begins with document classes and subordinate
superiors. The document structure is considered as a pyramid and at the top is the top document
(Quality, Information Security or Integrated Management System Book, etc.) of the organization that
defines itself in general. In the building; we can see policy and strategy, procedure, regulation
(directives, procedures and principles), process definition, guide, instruction, form, invoice, shipment
document, purchase order, etc. documents.
All document templates within the documentation structure should be created to reflect a common
“Enterprise identity and the principles for identification (including document coding), publication,
access, storage, protection and destruction of documents should be explained.
Data, which are electronic components of information, which can also be considered under the
“Document”, are managed by database tools and business application software and in accordance
with the documentation (procedures, guidelines, design requirements documents, user manuals,
backup instructions, etc.) for processing, editing, and use of them.
Here, the term “Information Systems means; These processes are the tools created to make the
workflows faster, safer and more electronically in the computer environment by means of today’s
information technologies, not through paper and manual processes. These tools are hardware and
software components of business application software and network infrastructure.
In order to provide and / or manage the flow of Enterprise information and documents, all business
application software designed and / or developed internally or supplied externally is called “Enterprise
Information Systems” or “Enterprise Information Management System (EIMS)”. In general, EIMS
consists of business application software (Figure.4) that works integrated with database management
systems and operating systems.

Figure.4:Business  Application Softwares

Prior to the establishment of the Information Systems network infrastructure; the amount of
information flowing through the network (which reveals the bandwidth or capacity), the security level
of the network and the determination of the network components and input and output security
accordingly, the number of users, locations, authorizations and time of use of business application
software, the determination of the operating system and database management system, etc., should
be finalized.
Employees should be provided with detailed training on Information Systems and Business Application
Softwares that constitute the Enterprise Information Management System in order to effectively fulfil
their roles and responsibilities. Priority should be given to training that will facilitate and accelerate
work adaptation for newly hired employees. Training plans should be prepared and followed in order
to improve the competencies of existing employees. It should never be forgotten that qualified
workforce is the most important resource of an institution.
As a result: In today’s challenging competitive environment, in order to gain competitive advantage;
• developing new products / services,
• to improve product / service quality,
• reduce costs,
• bringing the product / service to the market (customer) as soon as possible;
has become the most important business goals. However, the institutions that will provide superiority
in competition and survive; there will be those who have established their “Enterprise Structure in
order to realize these business objectives in a always and sustainable manner.