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TaskMap®
Harvard Computing Group
June 2009
“TaskMap is the most feature rich cost-effective tool available
for defining processes. TaskMap has enabled Natural SPI consultants to design and develop effective processes
that provide significant benefit to our clients.”
Michael West, CEO Natural SPI
Mil
esto
nes
2004
TaskMap launched
2005
50 companies using product
2006 2007 2008
150 companies using product
TaskMap Professional released
800 + companies using product
CONFIDENTIAL © 2004 The Harvard Computing Group, IncCopyright 2009 – Harvard Computing Group, Inc.
Why TaskMap is a good match for our needs
Overview of company The problem it solves for the
organization Examples References Options and training Q and A
CONFIDENTIAL © 2004 The Harvard Computing Group, IncCopyright 2009 – Harvard Computing Group, Inc.
Customer name needs
A simple, affordable and consistent way to communicate & improve enterprise processes
Web based delivery, cutting paper costs and providing users immediate access to the latest information about a process or procedures. One source for the truth…
Need to link to many existing systems and data without changing them
Leverage Best Practices in IT and other relevant areas to gain a fast start and avoid “reinventing the wheel”
CONFIDENTIAL © 2004 The Harvard Computing Group, IncCopyright 2009 – Harvard Computing Group, Inc.
Current BPM Marketplace:Complex and costly
implementation cycles
Process capture
Process capture
OptimizationOptimization
ImplementationImplementation
Incr
easi
ng c
osts
Increasing complexity
Professional consultants required
Complex tools and methods
Internal decision making and user staff
AnalysisAnalysis
Vendors primarily focused on sales of high priced complex systems to professionals who support them
CONFIDENTIAL © 2004 The Harvard Computing Group, IncCopyright 2009 – Harvard Computing Group, Inc.
Why is it hard to document processes?
There are too many standards – all of them different
No common language to describe them Too many symbols Techniques are too complex Only taught to specialists – e.g. engineers
and project managers Products are often expensive
CONFIDENTIAL © 2004 The Harvard Computing Group, IncCopyright 2009 – Harvard Computing Group, Inc.
Accelerates and broadens rapid and accurate documentation of
processes
Process capture
Process capture
AnalysisAnalysis
OptimizationOptimization
ImplementationImplementation
Incr
easi
ng c
osts
Increasing complexity
Professional consultants required
Complex tools and methods
Internal decision making and user staff
CONFIDENTIAL © 2004 The Harvard Computing Group, IncCopyright 2009 – Harvard Computing Group, Inc.
What makes TaskMap different
A unique visual model to represent tasks, processes and projects that everyone understands in minutes. No need for reports. Everyone understands a TaskMap.
Authors can learn to create a TaskMap in an hour or less. Can be used for all operational instructions, best practices and
replacing lengthy documents with precise easy to follow visual images.
Reduces training and communication costs by a factor of 10. Cuts staff learning time about processes and procedures from days to hours. Little or no learning curve. 700 plus customers in 2008.
The simplest and most cost effective process improvement solution in the marketplace. Everyone can participate, communicate and improve. Strategic results are achieved because of its simplicity. Major clients in Healthcare and Finance and Government.
CONFIDENTIAL © 2004 The Harvard Computing Group, IncCopyright 2009 – Harvard Computing Group, Inc.
Competitive Advantage
Easier to learn and use Price advantage for both Standard and
Professional versions (50-75 percent lower) Web-based output and Excel input Integration with MS Office products Microsoft partnership (Visio and MVP) Addresses business not just technical or
professional users (much larger need in the organization)
CONFIDENTIAL © 2004 The Harvard Computing Group, IncCopyright 2009 – Harvard Computing Group, Inc.
Competitive matrix
Courtesy of iSix Sigma magazine
CONFIDENTIAL © 2004 The Harvard Computing Group, IncCopyright 2009 – Harvard Computing Group, Inc.
TaskMap: Single source application to final
output
Excel TaskMap Pro Only
Web
PDFWord(2009)
CONFIDENTIAL © 2004 The Harvard Computing Group, IncCopyright 2009 – Harvard Computing Group, Inc.
Products andServices
TaskMap Standard Edition Ideal for process documentation and
communication Standalone and network licenses
“The business processes being reviewed by our project team were originally depicted in flowcharts. Subsequently,
the flowcharts were restated as TaskMaps. Project team members and associated business managers were asked
which they preferred – flowcharts or TaskMaps. The unanimous response? TaskMaps. The project team has adopted TaskMaps as the standard tool in the capture,
analysis, and presentation of business processes.”
Nelson Osborn Director, IT Corporate Initiatives
Sanmina-SCI Corporation
TaskMap Professional Edition Ideal for analysis and improvement
applications Standalone and network licenses
CONFIDENTIAL © 2004 The Harvard Computing Group, IncCopyright 2009 – Harvard Computing Group, Inc.
TaskMap Professional Edition
Data visualization Improved capability to create analysis and
improvement applications Excel data capture and updating Database connectivity
CONFIDENTIAL © 2004 The Harvard Computing Group, IncCopyright 2009 – Harvard Computing Group, Inc.
CONFIDENTIAL © 2004 The Harvard Computing Group, IncCopyright 2009 – Harvard Computing Group, Inc.
Complete ITIL Best Practice Suite
Copyright 2008 Harvard Computing Group: THIS COPY NOT FOR RESALE OR INTERNAL REUSE
CONFIDENTIAL © 2004 The Harvard Computing Group, IncCopyright 2009 – Harvard Computing Group, Inc.
ITIL Best Practice Suite includes:
Copyright 2008 Harvard Computing Group: THIS COPY NOT FOR RESALE OR INTERNAL REUSE
Organizational license of the complete set of linked TaskMaps ready to use ITIL templates: Incident management and resolution Software Release management, Change Management Service desk
An electronic copy of the best practices document used to create the templates (based on the MOF ITIL extensions)
1 single user license of TaskMap Pro 2 hour online training session to review the templates 1 yr maintenance plan for the TM Pro license including all upgrades
and incident support 1 Process passport which includes 4 one hour training courses
CONFIDENTIAL © 2004 The Harvard Computing Group, IncCopyright 2009 – Harvard Computing Group, Inc.
Training programs
CONFIDENTIAL © 2004 The Harvard Computing Group, IncCopyright 2009 – Harvard Computing Group, Inc.
Consulting
Knowledge capture and transfer - Capture of existing processes - Designing interview questionnaires- Conducting interviews with subject matter experts - Development of training materials for knowledge transfer
Process analysis and improvement- Review of existing processes- Analysis of existing processes- Recommendations for improvement opportunities - Creation of "as is" and "to be" process maps- Facilitation services
Project Management- Project management services and templates - Risk analysis - Outsourced project management services
Visual and communication analysis and conversion- Usability analysis of existing process maps- Conversion of "swimlane maps" to TaskMap format - Testing and roll-out recommendations for new applications
How the TaskMap system works
CONFIDENTIAL © 2004 The Harvard Computing Group, IncCopyright 2009 – Harvard Computing Group, Inc.
TaskMap modeling
Using TaskMap for ITIL applications click for details Activity/Task symbol includes:
Controls (guidelines) Resources
Tools, systems, materials Inputs (Task link or user defined field) Outputs (Task link or user defined field) Roles (Responsible and 4 supporting roles) Task numbering and renumbering Time taken (for elapsed time between tasks as well as tasks) Notes Hyperlinking to each element
CONFIDENTIAL © 2004 The Harvard Computing Group, IncCopyright 2009 – Harvard Computing Group, Inc.
CONFIDENTIAL © 2004 The Harvard Computing Group, IncCopyright 2009 – Harvard Computing Group, Inc.
Creating hyperlinks
Hyperlinks can be created to link: Connectors Drill down Sub processes within Tasks/activities Documents (to within document with bookmarks) Programs Email address Web pages (internal or external URLs) Roles and directories No limits to number of links per connection
Click for example here with drill down published to web
Hyperlinks can be created to link: Connectors Drill down Sub processes within Tasks/activities Documents (to within document with bookmarks) Programs Email address Web pages (internal or external URLs) Roles and directories No limits to number of links per connection
Click for example here with drill down published to web
CONFIDENTIAL © 2004 The Harvard Computing Group, IncCopyright 2009 – Harvard Computing Group, Inc.
How to create hyperlinks (
click image for live demo file)
CONFIDENTIAL © 2004 The Harvard Computing Group, IncCopyright 2009 – Harvard Computing Group, Inc.
Image files and screen shots
In addition to hyperlinks to relevant files, screen shots can also be used to create a visual example of how a process or procedure should be followed
Go to next slide and click to see example
CONFIDENTIAL © 2004 The Harvard Computing Group, IncCopyright 2009 – Harvard Computing Group, Inc.
CONFIDENTIAL © 2004 The Harvard Computing Group, IncCopyright 2009 – Harvard Computing Group, Inc.
Connectors and numbering
Numbering scheme links page name to the Task numbering scheme
Automatic generation of unique Task IDs: Each Task shape in a map should have a unique ID, and each ID should reflect the context within the process where the Task resides. TaskMap automatically assigns a unique ID to each Task based on its location within the process, accomplishing both objectives. TaskMap also allows users to renumbers Tasks as a process evolves.
CONFIDENTIAL © 2004 The Harvard Computing Group, IncCopyright 2009 – Harvard Computing Group, Inc.
Hyperlinks on connectors
Automatic hyperlink updates on Connectors: When TaskMaps span multiple pages, the Connector shape allows users to create dynamic page-to-page links using the built-in hyperlink facility. These links typically lead to specific Tasks on the target page so process map users know exactly where the process resumes.
In some process mapping applications, if the user changes the ID of the hyperlink target, e.g., the Task ID on the target page, the hyperlink is broken. Not only does TaskMap update the underlying hyperlink when target Task IDs change, it also updates the label on the Connector shape and the mouse-over text (tooltip) that is displayed when the user hovers over the Connector.
CLICK TO SEE CONNECTORS IN ACTION (then click on connector)
Automatic hyperlink updates on Connectors: When TaskMaps span multiple pages, the Connector shape allows users to create dynamic page-to-page links using the built-in hyperlink facility. These links typically lead to specific Tasks on the target page so process map users know exactly where the process resumes.
In some process mapping applications, if the user changes the ID of the hyperlink target, e.g., the Task ID on the target page, the hyperlink is broken. Not only does TaskMap update the underlying hyperlink when target Task IDs change, it also updates the label on the Connector shape and the mouse-over text (tooltip) that is displayed when the user hovers over the Connector.
CLICK TO SEE CONNECTORS IN ACTION (then click on connector)
CONFIDENTIAL © 2004 The Harvard Computing Group, IncCopyright 2009 – Harvard Computing Group, Inc.
Activity reporting
Reports include: All meta data
for tasks, task
links and
connectors
CONFIDENTIAL © 2004 The Harvard Computing Group, IncCopyright 2009 – Harvard Computing Group, Inc.
Reporting
Click to see web report in Excel format Reports are wizard driven and include
the following options Excel, HTML, xml and Visio Roles, Task Descriptions, TaskIDs, Task
links, Guidelines, Resources, notes, time taken, risks, controls, task frequency and user defined fields.
CONFIDENTIAL © 2004 The Harvard Computing Group, IncCopyright 2009 – Harvard Computing Group, Inc.
Sharing and updating files
TaskMap stores files in .vsd format Version and revision control can be used with
SharePoint and other repositories Web files can be published and distributed with
viewing controls based on the audience needs. No software required but a browser.
Redlining and notation in the file is supported by: Notes feature in TaskMap Standard Edition User defined text field in TaskMap Pro Visio 2007 Notes and comments field Excel notes and change control
CONFIDENTIAL © 2004 The Harvard Computing Group, IncCopyright 2009 – Harvard Computing Group, Inc.
TaskMap Capture for Excel
CONFIDENTIAL © 2004 The Harvard Computing Group, IncCopyright 2009 – Harvard Computing Group, Inc.
Enforcing consistentrules in model Simple to use and understand symbol set Automatic visual shape enhancement: Most products
rely on text labels or callouts to display data about steps in a process, and even worse, the person creating the map must manually create and position data items for display.TaskMap, on the other hand, automatically generates Task shape enhancements that visually represent the data and provide key process details. For example, the TaskMap designer merely enters the description of a Guideline or Resource, or selects a role name from a pre-defined list, and the software automatically modifies the appearance of the Task shape to represent those crucial details.
CONFIDENTIAL © 2004 The Harvard Computing Group, IncCopyright 2009 – Harvard Computing Group, Inc.
Enforcing consistent rules in model Visual representation of hyperlinks: While some
other process mapping tools provide the ability to create links to documents, the presence of hyperlinks typically isn't obvious until a map user rolls their mouse over a hyperlinked object.
TaskMap technology automatically places a hyperlink indicator on every hyperlinked object.
See example on the next slide
CONFIDENTIAL © 2004 The Harvard Computing Group, IncCopyright 2009 – Harvard Computing Group, Inc.
Example of hyperlink visualization
CONFIDENTIAL © 2004 The Harvard Computing Group, IncCopyright 2009 – Harvard Computing Group, Inc.
Products and Services
TaskMap Standard Edition Standalone and network licenses Starting at $249 per user
Includes single license, training and online tech support
Enterprise licensing starts at $3,735 Includes 5 concurrent licenses Unlimited installs on Visio 2003/2007 Training for 15 staff Incremental licenses are $747 each Volume discounts apply after 25 users
CONFIDENTIAL © 2004 The Harvard Computing Group, IncCopyright 2009 – Harvard Computing Group, Inc.
TaskMap Professional Edition Data visualization Improved capability to create analysis and improvement
applications Excel data capture and updating Database connectivity Starts at $449 per user (includes one license of TaskMap
Capture for Excel)
Enterprise licensing starts at $6,735 Includes 5 concurrent licenses Unlimited installs on Visio 2007 Professional Training for 15 staff Incremental licenses are $1,347 each Volume discounts apply after 25 users
CONFIDENTIAL © 2004 The Harvard Computing Group, IncCopyright 2009 – Harvard Computing Group, Inc.
CONFIDENTIAL © 2004 The Harvard Computing Group, IncCopyright 2009 – Harvard Computing Group, Inc.
References“The primary reason for choosing TaskMap is the consistent yet uncomplicated method of TaskMap which makes it a good deal easier to record and communicate this complex process with its
numerous interdependencies and touch-points in a straightforward manner… Now we can wrap all the tough thinking and hard
work into a clean and tidy parcel!”Barry Steyn
Vice President - Finance Department ManagerRiyad Bank
Riyadh, Saudi Arabia
CONFIDENTIAL © 2004 The Harvard Computing Group, IncCopyright 2009 – Harvard Computing Group, Inc.
ReferencesOne of our earliest efforts to use TaskMap involved the
customer feedback process. Mapping the process identified redundant and unnecessary steps that we could eliminate to the point that we cut the monthly cycle time from 33 to five hours – a 78% reduction in staff time every month. These savings immediately galvanized managements support for
TaskMap.
From our initial few licenses for TaskMap, we have moved to enterprise licensing of both TaskMap and TaskMap
Professional so that employees in our offices around the world can have access to this valuable solution. The dual
benefits of process improvement and clarity of communication are immense.
Process Improvement Director at major Pharma
CONFIDENTIAL © 2004 The Harvard Computing Group, IncCopyright 2009 – Harvard Computing Group, Inc.
References“The business processes being reviewed by our project team
were originally depicted in flowcharts. Subsequently, the flowcharts were restated as TaskMaps. Project team
members and associated business managers were asked which they preferred – flowcharts or TaskMaps. The
unanimous response? TaskMaps. The project team has adopted TaskMaps as the standard tool in the capture,
analysis, and presentation of business processes.”
Nelson Osborn Director, IT Corporate Initiatives
Sanmina-SCI Corporation
CONFIDENTIAL © 2004 The Harvard Computing Group, IncCopyright 2009 – Harvard Computing Group, Inc.
References
“We are a medium-sized hospital in western Connecticut. The installation of 19 applications in the Cerner Millennium suite of products caused us to review our processes. As an engineer by education I looked hard for a mapping technique that could be used by administration as well as clinical staff. The TaskMap system possesses the traits our user community can most appreciate: it can be taught in a few hours, it is simple, the functionality supports web presentation and linking of related documents and its help files are extensive. Information Services supported the education of 40 staff. These people are using the TaskMap system as well as serving as consultants for the hospital. We have over 20 process initiatives employing TaskMap as their tool to document the “as is” situation, the “desired state” and the movement to the “desired state”. All this has happened over the 6 weeks since training.
A user conference in early October will see TaskMap output. We are describing our newly installed, electronic-supported coding process for the emergency department. It will assist in understanding how we have improved our manual process and our emergency department documentation. Attendees will see the integration of our tasks with their supporting policies, procedures and tools. It is a very powerful visual tool.”
CONFIDENTIAL © 2004 The Harvard Computing Group, IncCopyright 2009 – Harvard Computing Group, Inc.
References
"You can’t beat the simplicity and ease-of-use of TaskMap", according to Karl Scott, both for people creating maps and for those using them. “TaskMap does what it advertises.” And the simplicity is saving him money – he estimates that it takes much longer to document each of Synagro’s processes with ANY other solution.
Karl Scott, Vice President of Corporate Development and IT, at Synagro in Houston
CONFIDENTIAL © 2004 The Harvard Computing Group, IncCopyright 2009 – Harvard Computing Group, Inc.
CONFIDENTIAL © 2004 The Harvard Computing Group, IncCopyright 2009 – Harvard Computing Group, Inc.
CONFIDENTIAL © 2004 The Harvard Computing Group, IncCopyright 2009 – Harvard Computing Group, Inc.
“TaskMap is a unique tool that can be used by any healthcare organization to capture and communicate key processes. One advantage of TaskMap is that it's user-friendly results in consistent approaches to process
capture in the organization. It addition, it can be used at all staff levels very successfully. TaskMap is a documentation tool that can be applied to business and administrative procedures as successfully as clinical
processes.”Thom J. Sloan, MBA, FACHE
Vice President of Business DevelopmentTexas Medical Foundation