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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 Milestones 2004 TaskMap launched 2005 50 companies using product 2006 2007 2008 150 companies using product TaskMap Professional released 800 + companies using product

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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

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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

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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”

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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

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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

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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

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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.

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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)

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CONFIDENTIAL © 2004 The Harvard Computing Group, IncCopyright 2009 – Harvard Computing Group, Inc.

Competitive matrix

Courtesy of iSix Sigma magazine

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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)

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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

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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

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CONFIDENTIAL © 2004 The Harvard Computing Group, IncCopyright 2009 – Harvard Computing Group, Inc.

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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

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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

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CONFIDENTIAL © 2004 The Harvard Computing Group, IncCopyright 2009 – Harvard Computing Group, Inc.

Training programs

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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

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How the TaskMap system works

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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

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CONFIDENTIAL © 2004 The Harvard Computing Group, IncCopyright 2009 – Harvard Computing Group, Inc.

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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

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CONFIDENTIAL © 2004 The Harvard Computing Group, IncCopyright 2009 – Harvard Computing Group, Inc.

How to create hyperlinks (

click image for live demo file)

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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

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CONFIDENTIAL © 2004 The Harvard Computing Group, IncCopyright 2009 – Harvard Computing Group, Inc.

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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.

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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)

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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

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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.

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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

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CONFIDENTIAL © 2004 The Harvard Computing Group, IncCopyright 2009 – Harvard Computing Group, Inc.

TaskMap Capture for Excel

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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.

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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

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CONFIDENTIAL © 2004 The Harvard Computing Group, IncCopyright 2009 – Harvard Computing Group, Inc.

Example of hyperlink visualization

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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

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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

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CONFIDENTIAL © 2004 The Harvard Computing Group, IncCopyright 2009 – Harvard Computing Group, Inc.

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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

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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

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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

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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.”

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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

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CONFIDENTIAL © 2004 The Harvard Computing Group, IncCopyright 2009 – Harvard Computing Group, Inc.

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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