Developing Process WorkflowsDeveloping Process WorkflowsA Primer for Process Efficiency

Garvin Fouts

Basis for Process MappingBasis for Process Mapping

"The first step in any organisation is to draw a flow The first step in any organisation is to draw a flow diagram to show how each component depends on others Then everyone may understand what their others. Then everyone may understand what their job is. If people do not see the process, they cannot improve it “improve it.

W Ed d D i (1900 1993)W Edwards Deming (1900-1993)Founder TQM Methodology

Manager ViewManager View

“The manager's job has changed The people work The manager s job has changed. The people work in the system. The job of the manager is to work on the system to improve it continually with their on the system to improve it continually, with their help.”

Myron Tribus

Why Document Processes?Why Document Processes?

• Provide a visual picture of the process Provide a visual picture of the process• Distinguishes the distinct steps and actors

f• Identifies unnecessary steps - COST• Understand vulnerabilities

– breakdowns, mistakes, delays

• Determine improvements – Ultimate Goalp

Four Variants of ProcessFour Variants of Process

1 Documented Process1. Documented Process– Does this even exist?– How old?– What has changed?

Four Variants of ProcessFour Variants of Process

2 Consensus Process2. Consensus Process– Work “Silos”– Perception

A f T i i– Age of Training

Four Variants of ProcessFour Variants of Process

3 Actual Process3. Actual Process– Process evolves– System workarounds

R l l ti– Role evolution– Requirements change

Four Variants of ProcessFour Variants of Process

4 Optimal/Potential Process4. Optimal/Potential Process– Why not here?

• Resources• KnowledgeKnowledge• Planning

MethodologyMethodologyThe basic steps to process mapping are to:• Establish the scope of your project• Map the current business processp p• Identify opportunities to improve• Redesign the business process• Redesign the business process• Identify assumptions and tools required for

( h ll b h f success (these will be the starting point for implementation planning)

Steps to Develop Process MapSteps to Develop Process Map1. Get the “right” people in the room-those who

know the process best.– Process Owner– Process Participants– Executive

As Needed or phased discussionss Needed o p ased d scuss o s

Steps to Develop Process MapSteps to Develop Process Map2. Decide on the format of the flowchart-high-level or detaileddetailed.

– Internal resource skillset and experience– Consultants can provide expertisep p– Standards

• BPMN – Business Process Modeling Notation• BPEL – Business Process Execution Language• BPEL – Business Process Execution Language• UML – Unified Modeling Language

Remember the Goal - Display process knowledge l l d i i h f llclearly and insightfully

Format Challenge?

Visio Process Modeling

Visio Process ModelingVisio Process Modeling

BPMS ToolsBPMS Tools

BPMS ToolsBPMS Tools

BPMN StandardBPMN Standard

• Good IntroductionGood Introduction• Standardized Language

M• Map Transportability• Supported 60+ tools• www.bpmn.org

Steps to Develop Process MapSteps to Develop Process Map3. Define the first and last steps in the process

– Sets scope for process mapping project– Keeps project team on taskp p j

Steps to Develop Process MapSteps to Develop Process Map4. Have a “Parking Lot” board to document important ideas and items that come up but do not fit in the present process.

– Sub-processes– Associated activities– Improvements for next phase

Steps to Develop Process MapSteps to Develop Process Map5. Begin documenting the process steps in sequence

– Describe Actual process as-is– Parallel vs Serial– Include exceptions and problem resolution– Self-adhesive notes allows you to easily change the y y g

order or add new steps

Steps to Develop Process MapSteps to Develop Process Map6. Use “clouds” or notes for unfamiliar steps and continue to the end.7. Read through the flowchart to check for gaccuracy and completeness.8 Assign action items to fill in unfamiliar steps and 8. Assign action items to fill in unfamiliar steps and verify accuracy

Develop Optimal Process MapDevelop Optimal Process MapHave as-is Process Map, now:Analyze it

– Get input from users– Determine Business Requirements

Identify opportunities for improvement and create a plan of action

– Role changes– Process Changes– Business Process Automation

Tips and Best PracticesTips and Best Practices

• Don’t map everything. Only map the process that you p y g y p p yhave chosen to improve.

• Let your process map cross functional boundaries. The people who work in the process must be involved in people who work in the process must be involved in the mapping.

• Always map what actually happens in the current process rather than what you would like to be process rather than what you would like to be happening, or what should be happening according to the book.R b h • Remember process maps are to assist the team to examine the process or the system, it not intended to examine individuals.

SummarySummary

1 Choose a process1. Choose a process2. Assemble a team

M A3. Map out As-is4. Identify issues and opportunities5. Map proposed process6 Review6. Review7. Action plan!

Developing Process WorkflowsDeveloping Process Workflows

Questions?

Garvin FoutsGarvin Foutsgfouts@hyperiongp.com310.469.4428