Mapping INGD Shapes Guide

1. Overview of INGD Map Shapes • Activities are described by verbs. They are things that you do. These are often in the style of an instruction. • The shape must remain white and not be coloured. The text font and colour must not be changed. • If you have an activity that has two outputs, we would expect that both the outputs be used. • The shadow function in the properties must not be changed from standard (i.e. to remove the shadow on a drill down or to add one for where there is no drill down) • Multiple connection points should only be used where doing so improves the clarity of the map. • The external activity shape is to be used only if you need to show an action that occurs outside of the organisation and subsequently comes back into the internal process. • The shadow function in the properties must not be changed from standard (i.e. to remove the shadow on a drill down or to add one for where there is no drill down) • Multiple connection points should only be used where doing so improves the clarity of the map.

2. Overview of INGD Map Shapes • Where possible the use of decisions should be avoided. We are looking for the most likely outcome of an activity. • Decisions are a type of activity; they must therefore follow the guidelines set out above. • A decision must have a minimum of two outputs. All options are mapped but the user of the process map takes route dependant on the outcome of the decision. • The outputs from a decision are mutually exclusive, or in mutually exclusive sets • The output connectors of decision boxes can be labelled where this would add clarity to the map. • Outputs from decisions may come from whichever connection points lend the most clarity to the map. • Drill-downs are used to show additional detail beyond that which is shown in the containing map • Decisions and activities may both contain drill-downs • Node and shape properties must be completed • Drill-downs should be used sparingly and other options considered

3. Overview of INGD Map Shapes • Deliverables are described using nouns and are things you use and produce. • Internal deliverables will connect to: • An activity either as in input • an output • or both • An internal deliverable is also used when the end of the current process is passed to another map for continuation. • The shape must remain pale blue and not be coloured differently. The text font and colour must not be changed. • The shadow function in the properties must not be used

4. Overview of INGD Map Shapes • External deliverables are described using nouns and are things you use and produce. • External deliverables are coming in from or going out to an activity over which the organisation has no control, i.e. which resides externally or is the natural completion of a process (i.e. document archived) • The shape must remain pale blue and not be coloured differently. The text font and colour must not be changed. • The shadow function in the properties must not be used • Holding deliverables are to be used when a process ends where the cross over to the next department is not currently being mapped • The shape must remain grey and not be coloured differently. The text font and colour must not be changed. • The shadow function in the properties must not be used • These shapes must be changed to an internal deliverable once the link is established

5. Overview of INGD Map Shapes • Hyperlink circles can be used to link to documents, systems or the internet. • Hyperlink circles must not be named when referring to an activity or deliverable • Hyperlink Circles may be named when relating to an entire process. • Hyperlink circles must be positioned (where practical) above the top left hand corner of an activity or deliverable. Where a hyperlink refers to the entire process then this must be placed in the top right hand corner of the process map (in the white area). • Where more than one document is being hyperlinked then this must be linked to the same hyperlink circle for activities and deliverables • The ‘i’ icon is to be used for informational resources (e.g. Telephone lists, policy documents or checklists) • The ‘’ icon is to be used for links of a non-informational nature (e.g. Blank template forms, service request forms, computer programs) • The ‘!’ icon is to be used for mandatory scripting and warnings • The ‘?’ icon is used to link to an Infobank question • The feedback email shape must be used on every process map. This will have a fixed location when dropped onto the process map. • The subject should say ‘Feedback on <Name of Node>.