Introduction to the Business Management System

INTRODUCTION TO THE BUSINESS MANAGEMENT SYSTEM
By David Olson, Creator of the BMS
David.Olson@DavidRobertsOlson.com
All Original Content Copyright © 2014 by David Roberts Olson. All Rights Reserved.

IT’S A BUSINESS SOFTWARE SYSTEM
The Business Management
System (BMS) is a software
system that contains a set of
inter-related business and
software tools that are de-signed
to simplify knowledge-and
information-based work,
such as the capture,
development and publishing of
data and content, the
systematization of processes,
and the automation of tasks.
AND HAS THESE PRIMARY GOALS
The ultimate goal of the BMS is
to meet the needs of
individuals, teams and
organizations regardless of
industry, business function,
experience level, or type of
user. It also aims to take
advantage of the expertise and
investments that have already
been made in existing tools,
systems and platforms rather
than re-create the capabilities
of existing technologies.
THAT IS ACTIVITY-ORIENTED
The BMS connects to, extends, and
integrates with existing systems such
as those used for document and
content management, accounting,
and project management. It is not, at
its core, a line-of-business (LOB) or
business function-specific software
system. Rather, it’s oriented on
activities that span business functions
across organizations.
DEFINITION & GOALS

CORE TOOLS

SUMMARY OF CAPABILITIES
INFORMATION DEVELOPMENT AND MANAGEMENT
Create, Capture, Develop, Integrate, Manage and Publish Information
Examples: Business Reports, Business and Project Plans, Commercial Documents
BUSINESS PROCESS SYSTEMATIZATION
Systematize Business Processes and Automate Tasks
Examples: Project Planning and Management, Materials Management and Testing, Data Import/Export
TOOL, SYSTEM AND PLATFORM INTEGRATION
Leverage Existing Technologies and the Information Contained in Them
Examples: Integrate With Existing Document Management Platforms for Managing Content
INFORMATION AND BUSINESS PROCESS MONITORING
Monitor Information and Business Processes Across Systems
Example: Consolidate and Monitor Project Progress and Status in a Central Location

Overview of the BMS Tools

THE UNIVERSAL DATABASE
A multi-language capable database system in which any type of non-transactional data can be
designed, captured, queried and reported without computer programming.
Data Designer | Data Template Designer | Data Manager | Data Tools

USE AS A STANDALONE DATA MANAGEMENT SYSTEM (MASTER DATABASE)
The Universal Database is ready to use “out of the box” to design, capture and manage master data.
USE AS THE MASTER DATABASE FOR CUSTOM APPLICATIONS
Eliminate the need to build a custom database for every custom application, centralize multipurpose data,
and avoid creating additional data silos.
AUGMENT EXISTING MASTER DATABASES
Add custom data to records that are managed in existing systems in order to extend them without creating
additional data silos.
REPLACE FILE-BASED DATABASES
Eliminate data micro-silos by complementing or replacing spreadsheet and other file-based databases.
HOW TO
USE IT

The Scenario: Materials Testing Process
The Activity: Getting Started
1) Create Master Databases: e.g., Testers, Test Requestors,
Materials and Test Requests.
2) Create Standardized Lists: e.g., Test Statuses, Participant
Roles and Material Types.
3) Create Data Fields: e.g., for the materials database: Material
Name, Material Type and Vendor Name.
4) Enter Master Data: e.g., for leather in the materials database:
Name: Leather Series II; Type: Leather; Vendor: Acme Leather.
SAMPLE
SCENARIO
Test requestors are often internal employees who work
outside of the lab, such as footwear developers for
example, who commonly request tests to be conducted
on materials that they have identified as candidates for
new products.
In this scenario, Peter is a footwear developer and test
requestor.
Peter
Footwear Dev.
Karen is the materials testing lab manager at Pacific
Sportswear Company (a fictitious company). The lab is
responsible for testing the materials, components and
sub components that are used in the production of the
company’s products.
Karen has just installed the Business Management
System and she is now going to set up the Universal
Database for use in the testing process.
Karen
Lab Manager
SUBMIT
A TEST
REQUEST
1) Create a New Test Request: click the Create New button.
2) Enter Required Information: ensure that today’s date is
entered on the Request Date field and that his name is
selected in the Test Requestor Name field.
3) Enter Optional Information: specify that samples should be
returned, if possible; add additional final report recipients.
4) Submit the Test Request: click the Submit Button and the
request is automatically routed to Karen for review.
SET UP
THE
SYSTEM
Pacific
Sportswear Co.

THE CONTENT DEVELOPMENT SYSTEM
A process-, template- and component-based approach to developing content that facilitates and
automates the capture, development, dissemination, and multipurpose use and reuse of information.
Content Template Designer | Content Development Wizard | Document Designer

SYSTEMATIZE, CENTRALIZE AND GUIDE THE CONTENT DEVELOPMENT PROCESS
Create centrally designed and managed content templates that can be used in a guided, step-by-step
process for developing and integrating content—and data—that can be used for various purposes and that
can target specific audiences and individuals.
COMPONENTIZE, CENTRALIZE AND CONTEXTUALIZE CONTENT
Create content as individual components that are stored in centralized entity-, topic- or business-specific
locations for simplified access, management and use.
SIMPLIFY THE DEVELOPMENT OF COMPLEX DOCUMENTS
The Content Development System separates content from presentation, enables the componentization of
content, and automates routine tasks, all of which simplifies the development of complex content and
documents.
CAPTURE & MANAGE “AUXILIARY” INFORMATION
Capture, publish and manage business and technical requirements, questions and responses, notes and
ideas and integrate and synchronize them with existing specialized tools and systems (e.g., Sparx
Enterprise Architect for managing requirements).
HOW TO
USE IT

The Scenario: Materials Testing Process
Joseph is an engineer in the lab and he has the most
experience developing final reports, so he has been
made responsible for creating final report designs.
Joseph will create two new final report designs, one
detailed and one summary, that will be used to create
reports for people in different audiences including the
test requestor and senior managers.
The Activity: Design and Create Final Reports
1) Create the Detailed Version: click the Create New button and
enter the template’s name and associated properties.
2) Add Sections: add sections and sub sections to create the
detailed report structure; mark required sections as such.
3) Add Guidance: add information to help authors understand
what is expected of them and of the final report.
4) Repeat for the Summary Version: repeat the previous steps
but use high-level sections and minimal sub sections.
SAMPLE
SCENARIO
Sophie is a test technician in the lab and she is
responsible for conducting testing, capturing test results
data, and producing final reports.
Sophie has just finished a test and she is now ready to
develop the final reports using Joseph’s designs.
CREATE
THE
FINAL
REPORT
1) Create Each Version: for each version, click the Create New button
and enter report names, properties, etc., including the library in
which they will be published and accessed by report consumers.
2) Develop Content: develop the content using the Content Editor.
3) Generate Content Components: generate content components
that map to the main sections of the report designs; continue
developing each content component using Word.
4) Design Each Final Report: name the reports and select the content
components that will be included in each version.
5) Publish Final Documents: publish both versions of the report.
DESIGN
THE
FINAL
REPORTS
Joseph
Engineer
Sophie
Test Technician
Pacific
Sportswear Co.

THE PUBLISHING CENTER
Tools that centralize, simplify and facilitate querying, reporting and publishing of information in
multiple formats and to multiple locations.
Query Center | Reports Center | Documents Center

PUBLISH CONTENT IN MULTIPLE FORMATS
Use the Documents Center to simultaneously publish content in multiple formats, such as Word and
HTML, so it can be used for multiple purposes.
PUBLISH CONTENT TO MULTIPLE LOCATIONS (CHANNELS)
Use the Documents Center to simultaneously publish content to SharePoint document libraries (any
format) and Web and WordPress sites (HTML format), and eliminate the need for copying, pasting and
reformatting information that needs to be used in multiple locations.
CENTRALIZE CUSTOM REPORTING
Use the Reports Center to centralize custom reports, such as those that are traditionally contained in
enterprise systems, to simplify access and eliminate issues associated with embedded reports such as
forced use of a software vendor’s choice of reporting technology.
QUERY DATA IN ALL CONNECTED SYSTEMS AND CREATE REPORTS
Use the Query Center to create read-only queries that combine data in the Business Management System
with data in connected systems for broad-based searching and data consolidation; generate reports from
the results.
HOW TO
USE IT

The Scenario: Materials Lab Management
Hollie works on the Information Systems team as a
custom reports developer. She uses advanced report
development tools, such as SQL Server Reporting
Services (SSRS), which connect to database systems and
provide the tools that are needed to create highly
structured reports, often from large sets of data, that are
commonly used for business management purposes.
The Activity: Custom Reporting
1) Create the Data Set: create the query that will provide the
data that is used on the report.
2) Design the Report: design the structure of the report.
3) Upload the Report: upload the report to the Reports Center.
4) Test the Report: verify that the report is working properly.
SAMPLE
SCENARIO
Joseph is responsible for assisting Karen with the day-to-day
operation of the lab including safety, machine
maintenance, etc.
Karen and Joseph use several custom reports that
provide information about the testing equipment such
as when they were last inspected, any repairs that have
been made to them, and when normal maintenance has
been done and when it’s next due.
PUBLISH
A
CUSTOM
REPORT
1) Define Criteria: define the criteria that will determine the
parameters of the data that is displayed on the report, such
as date ranges for inspections, repairs and maintenance.
2) View the Report: run the report and spot check for
verification.
3) Save as Favorite: save the report to personal favorites.
4) Set Up Subscription: set up a subscription so that a link to the
report is sent every month via an automated e-mail.
DEVELOP
A
CUSTOM
REPORT
Hollie
Report Dev.
Joseph
Engineer
Pacific
Sportswear Co.

THE DATA INTEGRATION AND TRANSFORMATION CENTER
Central location for importing and exporting data including custom data validation rules and
calculations for transforming raw data into finished forms and formats.
Data Import/Export Template Designer | Data Transformation Designer | Data Import/Export Center

IMPORT AND EXPORT DATA
Import data from, and export data to, any compatible source using import/export templates that map
data in external systems to data in the Business Management System and vice versa.
CREATE AND APPLY DATA VALIDATION RULES
Select standard data validation rules or create custom rules and apply them to data import/export
templates so that data will automatically be validated when it’s imported into the system.
CREATE AND APPLY CUSTOM CALCULATIONS TO IMPORTED DATA
Select standard calculations or create custom calculations that can be applied to data during import or
export.
TRANSFORM RAW DATA INTO FINISHED INFORMATION
Transform raw data into finished information and create content components containing the finished
information and that can be added to final documents in the Content Development System and/or in the
Publishing Center.
HOW TO
USE IT

Pacific
Sportswear Co.
SAMPLE
SCENARIO
The Scenario: Materials Testing Process The Activity: Capture and Process Test Results Data
During testing, Sophie captures some test results data
through manual observation and measurement but most
of the test results data is generated by the testing
machines, which is exported from them as Comma
Separated Values (CSV) files.
Sophie will import and transform the test results data
from one of the testing machines that she used during
testing and create a content component from it.
Sophie
Test Technician
1) Create Import/Export Template: in the BMS, create an
import/export template and create data fields that map to
the data in the test; add data validation and calculations.
2) Export the Template: export the template to an Excel file.
3) Import Data Into the Template: in Excel, copy or import the
data from the CSV file into the import/export template.
4) Import the Data Into the System: back in the BMS, click the
Import button, navigate to the populated template, select it
and click the OK button; fix any data validation errors.
IMPORT
TEST
RESULTS
DATA
1) Transform the Raw Test Results Data: in the BMS, click the
Transform button, which will apply the calculations that have
been defined in the import/export template to the raw test
results data.
2) Generate a Content Component: once the transformation
has completed, generate a content component in Word
format that contains the transformed test results data in a
reader-friendly table format.
CREATE A
CONTENT
COM-PONENT

THE PROJECT COORDINATION CENTER
Central location that contains tools that are used to facilitate project-related processes and to
automate routine tasks.
Project Designer | Project Coordinator

DESIGN AND MANAGE PROJECT STRUCTURES
Design project structures, or Work Breakdown Structures (WBSs), and standard work items and manage
them in a central location where they are easily accessible.
APPLY PROJECT STRUCTURES TO PROJECTS IN CONNECTED SYSTEMS
Apply project structures and standard work items to connected systems such as Team Foundation
Server/Visual Studio Online and Microsoft Project Online and eliminate the data entry task normally
required during project setup.
SYNCHRONIZE PROJECT STRUCTURES AMONG CONNECTED SYSTEMS
Synchronize project structures and all types of work items between and among the BMS and the
connected systems and take advantage of the enhanced tools in the Project Coordination Center for
simpler viewing, editing and management of the information.
OVERSEE PROJECT INFORMATION IN CONNECTED SYSTEMS
The Project Coordination Center integrates with the Business Activity Monitoring System to provide
analytics, reports and dashboards for tracking the status and progress of projects.
HOW TO
USE IT

The Scenario: Footwear Development Process
The Activity: New Footwear Project Setup
1) Create the Work Breakdown Structure: create each section
of the WBS starting with the top level sections and then build
out the hierarchy of work areas below them.
2) Add Standard Work Items: add standard work items under
each work (bottom level) area.
3) Add Descriptions: using the built-in content editor, or using
Word, create the descriptions of each section of the WBS and
each standard work item.
SAMPLE
SCENARIO
Peter is responsible for helping Skip coordinate some of
the project management tasks such as setting up new
projects, which he will do for a new project based on
Skip’s new project design.
Peter
Footwear Dev.
Skip is a project manager who works on the footwear
development team. He has top-level responsibility for
each of the team’s footwear projects including project
design (i.e., WBS) and the development of work items
that are required in each area of the project.
Skip will design the project structure for a new project.
SET UP A
NEW
PROJECT
1) Create the Project: create the project in the connected project
management system(s) (Visual Studio Online (VSO)/Project Online).
2) Select the Project: back in the Project Coordination Center, select
the new project from the Projects drop-down box.
3) Select and Apply the Project Design: select the project design that
Skip created and click the Apply button.
4) Verify Project Design Application: back in VSO, verify the WBS has
been successfully applied. In Project Professional, connect to VSO
and synchronize the work items and verify their creation.
DESIGN A
PROJECT
Skip
Project Mgr.
Pacific
Sportswear Co.

THE BUSINESS ACTIVITYMONITORING SYSTEM
Central location where information from connected systems is consolidated in a read-only manner
and used to monitor information and business activities.
Data Consolidation Manager | Monitoring Center

MONITOR INFORMATION INTEGRATION ACTIVITIES
Ensure that there are no problems or issues related to the built-in information integration services.
MONITOR BUSINESS ACTIVITY PROGRESS AND STATUS
Monitor business activities, such as projects, and view progress and status across groups of activities (e.g.,
view consolidated status information about all projects in a single dashboard view).
USE BUILT-IN ANALYTICS TO QUICKLY SPOT PROBLEMS
Use analytics and reports to catch problems in business activities early.
USE THE MONITORING CENTER DASHBOARD FOR INSIGHTS
The Monitoring Center Dashboard provides a graphical view of the progress and status of various types of
business activities.
HOW TO
USE IT

The Activity: Monitoring the Progress of Business Activities
SAMPLE
SCENARIO
The Scenario: Test Request and Project Management
1) Check Overall Status: on the dashboard, check the overall status
meter, which will be green (all OK), yellow (warnings exist) or red
(problems exist).
2) Review Any Warning/Problem Messages: if the meter is yellow or
red, view the associated messages in the messages section.
3) Drill Down Into Warning/Problem Areas: click to expand warnings
and problems and see additional information. Take action as
necessary.
4) Communicate With Others: inform test requestors about any
problems that may affect their request(s).
MONITOR
TEST
REQUESTS
/
PROJECTS
Karen needs to keep track of the progress and status of
all of the lab’s test requests so she can solve any
problems that arise, communicate with test requestors
about their requests and so on.
Karen uses the dashboard in the Monitoring Center to
get a quick overview of what’s going on with test
requests.
Karen
Lab Manager
Skip needs the same capabilities as Karen for monitoring
his team’s projects.
However, instead of needing to navigate to the
Monitoring Center, he accesses its tools directly in the
Project Coordination Center where they have been
Skip integrated.
Project Mgr.
Pacific
Sportswear Co.

BMS AND CUSTOM APPLICATION INTEGRATION
The tools in the Business Management System can be integrated in custom applications in order to
speed development and to maintain consistency across applications.
All Original Content Copyright © 2014 by David Roberts Olson.
All Rights Reserved.

USE THE UNIVERSAL DATABASE AS A MASTER DATABASE FOR APPLICATIONS
Use the Universal Database for managing master data in custom applications; create custom digital forms
that conform to the look and feel of specific applications and that focus on particular types of data and
users.
EXTEND THE UNIVERSAL DATABASE
Create custom extensions to the Universal Database that are used to manage custom data, including
transactional data. (Note: this is the approach taken for capturing test results data in the Materials Testing
System.)
INTEGRATE THE CONTENT DEVELOPMENT SYSTEM
The Content Development System is designed to help people develop content for a variety of purposes.
Therefore, it can be integrated into custom applications so users can access its capabilities.
INTEGRATE THE DATA INTEGRATION AND TRANSFORMATION CENTER (DITC)
Extend the DITC so it can be used with custom extensions to the Universal Database for importing,
exporting and transforming custom data, and for creating custom content components that can be used in
the Content Development System to create various types of finished information.
HOW TO
USE IT

Pacific
Sportswear Co.
Tools in the Materials Testing System
SAMPLE
SCENARIO
Introduction: The Materials Testing System
• Universal Database: the core Universal Database is used for
managing all of the non-transactional master data that is used in
the testing process including materials, test requestors, testers,
test requests, machines, etc. and all types of standardized lists.
Extensions were created for managing test results data.
• Test Requests Submittal Process: originally, test requests were
made via the lab’s paper request form, e-mail or verbally. The
process was standardized and systematized in the Materials Testing
System and access to its digital test request form was provided to
all test requestors.
• Test Results Data Import and Transformation: the design of the
Data Integration and Transformation Center was based on the
needs of the lab to capture and transform test results data.
• Final Reports Development and Management: the lab has two
versions of final reports: the USA Today, or summarized version,
and The Wall Street Journal, or detailed version, and final reports
are attached to their respective test request in the system.
The Content Development System is based on, and extends, the
original approach to designing, producing and managing final
reports.
FACILITATE
THE
MATERIALS
TESTING
PROCESS
The Materials Testing System was originally developed for the Material &
Mechanical Testing Lab at Nike, Inc. The lab needed a system that would help
facilitate the end-to-end testing process including the creation and submittal of
test requests, the capture and processing of test results data, and the
development and distribution of final reports.
Several of the BMS tools and capabilities originated in the Materials Testing
System (MTS), perhaps most notably the Universal Database.
The Universal Database is central to the MTS and it was designed to be flexible
enough to allow lab staff to create their own data fields that are used to capture
materials and test-specific information without the need for computer
programming.
The main reason for this requirement is that it isn’t foreseeable what specific
information needs to be captured for materials that have not yet been identified
or invented.

INTEGRATION OF BMS TOOLS
The BMS tools are inter-related and they work together to create an integrated information capture,
development and publishing system.

INTEGRATIONS
WITH THE
UNIVERSAL
DATABASE
THE CONTENT DEVELOPMENT SYSTEM
Data in the Universal Database is integrated with content developed using the Content Development
System to create various types of final documents including business reports, proposals and contracts.
THE PUBLISHING CENTER
Data in the Universal Database is queried in the Query Center, integrated into reports in the Reports
Center, and can be integrated into documents published in the Documents Center.
THE DATA INTEGRATION AND TRANSFORMATION CENTER (DITC)
Data is imported into and out of the Universal Database using the DITC.
THE PROJECT COORDINATION CENTER
When the Universal Database is used as a master database then the project data that is managed in it
and connected systems is used in the Project Coordination Center.
THE BUSINESS ACTIVITY MONITORING CENTER
When information is integrated between the Universal Database and connected systems, the integration
and consolidation activities are monitored in the Business Activity Monitoring Center.

RAW DATA IS
TRANSFORMED
INTO A FINISHED
FORM
FINISHED
CONTENT IS
COMBINED INTO
DOCUMENTS
DOCUMENTS
ARE PUBLISHED
Relationships Between Data and Content Tools

Project Coordination Center
The Business Activity
Monitoring Center
Project Monitoring
The Business Activity
Monitoring Center
provides the
monitoring of the
progress and status of
projects.
For convenience, the
monitoring of projects
is integrated into the
Project Coordination
Center to eliminate
unnecessary switching
between the two
tools.

About David Olson
David specializes in developing software tools and systems that help simplify work. Starting early in his career, David
developed tools to streamline and automate routine, and often tedious, tasks that he was required to perform on a
daily basis. He went on to work with clients to do the same for them and he continued to develop tools to help him in
his own work, including the Content Development System in the Business Management System.
He has hands-on experience in every aspect of software development including business analysis, design and
construction. Having worked as an information systems manager, David also has experience managing all aspects of
mid-market, enterprise-grade systems including their identification, features and use case analyses, procurement,
implementation, support and maintenance.
David’s mission is to simplify the effort that is required to perform knowledge- and information-based work including
developing, finding, accessing and managing information. Eliminating duplicate and unnecessary effort through the
automation of tasks and the integration of data, content, tools and systems is at the center of David’s approach to
solving business and technology problems.
David received his Bachelor of Science in Business Administration (Marketing) from California State University, Long
Beach. He currently lives in Chiang Mai, Thailand. Please feel free to contact him at +66 86 924-8482 (086 924-8482
within Thailand) or send him an e-mail at David.Olson@DavidRobertsOlson.com.
For more information about his views on contemporary information-based work, approaches and experiences, please
check out his blog Simplification of Work at http://SimplificationOfWork.com/.

Introduction to the Business Management System

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