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Process Mapping For Continuous Improvement. What is Process Mapping?. Step-by-Step Diagram of Processes “As Is” Informative versus Directive Big Picture. STEP 2. YES. STEP 1. STEP 3. NO. STEP 4. But Nothing’s Broken!!?!. Very Satisfied (Delight). Performance. Time. Delight.
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What is Process Mapping? • Step-by-Step Diagram of Processes “As Is” • Informative versus Directive • Big Picture STEP 2 YES STEP 1 STEP 3 NO STEP 4
But Nothing’s Broken!!?! Very Satisfied (Delight) Performance Time Delight Execution: Did It Very Well Execution: Did It Very Poorly (or not at all) Basic Needs Very Dissatisfied
Benefits of Process Mapping • Puts a Spotlight on Waste • Streamlines Work Processes • Defines and Standardizes the Steps and Sequence • Promotes Deep Understanding • Builds Consensus • Knowledge Transfer
SUPPLIER INPUTS PROCESS OUTPUTS CUSTOMERS YES STEP 2 STEP 1 STEP 3 NO STEP 4 SIPOC vs. Process Map? • SIPOC is High Level Process Map
Seven Steps to Success • Determine Boundaries • List the Steps • Sequence the Steps • Document Textually • Document Graphically • Check for Completeness • Finalize the Flowchart
Step 1: Determine the Boundaries • Bracket the Process - Start/End • Granularity • Be Focused
Step 2: List the Steps • Use Sticky Notes for Brainstorming • Post ideas without editing or censoring • Adjust granularity
Step 3: Sequence the Steps • The Steps are on Sticky Notes: Move Them Around • Reach Consensus with Group
Step 4: Document Textually • Use the Narrative Form to Document Steps • Be Informative/Big Picture
Step 5: Document Graphically • Create Flowchart in MS Word • Three Basic Shapes
Arrows show direction or flow of the process DECISION TASK/ACTIVITY START/STOP YES START/STOP NO
Step 6: Check for Completeness • Does the Process Make Sense? • Close All Decision Loops • Is the Map at the Right Level of Granularity? • Reach Consensus with Workgroup
Step 7: Assessment • Streamline Decision Making • Eliminate Redundancy • Eliminate Obsolete Steps • Add Missing Steps • Ensure Each Step Adds Value
How Does This Work With Assessment? Facilities Services Example The mission of Richland College Facilities Services is to provide a clean, safe, comfortable, well-maintained, aesthetically pleasing and environmentally responsible campus in support of teaching, learning, and community building.
Documentation Tools • Narrative Process Mapping Form • Flowchart Form
Narrative Form Original or Update: Is this a new process map or are you updating one previously mapped? Process #:Leave blank. OPRIE will assign the Process Number Date Submitted: Enter the date you submit form to OPRIE Department:Name of the Department that owns the process. Process Mapping Steward:Work group member overseeing mapping. Basically the person submitting the process map or contact person. Process Owner(s):Person(s) who owns the process. Use Position rather than individual. For example: Dir. of Institutional Effectiveness rather than Gloria Washington Name of Process:What is the name of the process? Be descriptive but succinct. Process Documentation Team Member: Person assigned to your area to help answer Process Mapping questions. Roy Bond, Sarah Gardenhire, Bao Huynh Description of Process: Brief description of the process. Example: This process describes the Process Mapping deployment process. Anticipated Completion Date: Process Mapping is not complete until Assessment section can be filled out. Assessment may indicate no changes currently needed or may suggest later process improvements Process Steps and Narrative: Use as many steps as necessary to document your process. Assessment:How effective or efficient is the current process. Is there a need for process improvement?
Flowchart Form Header: Same information as on narrative form Flowchart: Use MS Word to create add flowchart here
Drawing Canvas Drawing Canvas:The Flowchart Connectors will not work properly if drawing is not on a Drawing Canvas.
