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What’s our Starting Point?: An introduction to process mapping and reviews

What’s our Starting Point?: An introduction to process mapping and reviews. Student Centre Conference, Sydney, 30 th of April 2010 Presenter: Grisel Carreira.

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What’s our Starting Point?: An introduction to process mapping and reviews

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  1. What’s our Starting Point?:An introduction to process mapping and reviews Student Centre Conference, Sydney, 30th of April 2010 Presenter: Grisel Carreira Not to be reproduced without the written consent of Grisel Carreira - grisel.carreira@gmail.com

  2. “Evidence suggests that business process management is delivering costs benefits while reducing errors, increasing value and enabling differentiations” Gartner Not to be reproduced without the written consent of Grisel Carreira - grisel.carreira@gmail.com

  3. Presentation outline 15 min 15 min 5 min • Introductory program: The Hows and Whys of process mapping • Advanced program: How the Tango’s 8 Steps can improve your business process • Questions? Not to be reproduced without the written consent of Grisel Carreira - grisel.carreira@gmail.com

  4. The Hows and Whys of process mapping An introduction to process mapping Not to be reproduced without the written consent of Grisel Carreira - grisel.carreira@gmail.com

  5. What is covered ? Morning session - Theory • Processes overview & methodologies for representation & documentation • Exercise • Overview on process analysis and improvement Afternoon session - Practice • Visio Overview • Process diagram + exercise • Schedule diagram + exercise Not to be reproduced without the written consent of Grisel Carreira - grisel.carreira@gmail.com

  6. Processes overview & methodologies for representation & documentation Not to be reproduced without the written consent of Grisel Carreira - grisel.carreira@gmail.com

  7. Why is process mapping important? • Fits with the way the University sector is heading (Plan, Do, Review and Improve) • Visual representation • Documentation • Adaptable to everything Not to be reproduced without the written consent of Grisel Carreira - grisel.carreira@gmail.com

  8. Process reengineering Regulatory compliance Activity analysis Simulation Role clarity (SLA) Systems architecture definition Projects What is process mapping used for? Not to be reproduced without the written consent of Grisel Carreira - grisel.carreira@gmail.com

  9. Process Definition “ A business process is a collection of related, structured activities or tasks that produce a specific service or product (serve a particular goal) for a particular customer or customers.” Not to be reproduced without the written consent of Grisel Carreira - grisel.carreira@gmail.com

  10. Process mapping / diagramsBasic characteristics: • High, medium and low level of detail • Framework where process lives • Process owner • Process stakeholders • Shows person responsible for the task Not to be reproduced without the written consent of Grisel Carreira - grisel.carreira@gmail.com

  11. Other process related diagrams • Use Case • Activity • Schedule Not to be reproduced without the written consent of Grisel Carreira - grisel.carreira@gmail.com

  12. Methodology - Standards for process representation Diagrams: • Unified Modeling Language (UML) • Business Process Modeling Notation (BPMN) Documentation: • Join Information System Committee (JISC) http://www.jiscinfonet.ac.uk/InfoKits/process-review/printable-version.pdf Not to be reproduced without the written consent of Grisel Carreira - grisel.carreira@gmail.com

  13. Process diagrams http://xkcd.com/518/ Not to be reproduced without the written consent of Grisel Carreira - grisel.carreira@gmail.com

  14. Process diagrams for real Not to be reproduced without the written consent of Grisel Carreira - grisel.carreira@gmail.com

  15. Process documentation and review sheet Not to be reproduced without the written consent of Grisel Carreira - grisel.carreira@gmail.com

  16. Overview of analysis & improvement Not to be reproduced without the written consent of Grisel Carreira - grisel.carreira@gmail.com

  17. Business process reengineering BPR “An approach aiming at improvements by means of elevating effectiveness and efficiency of the business process that exist within and across organisations.” Business process improvementBPI “Is a systematic approach to help any organisation optimise its underlying process to achieve more efficient results.” Not to be reproduced without the written consent of Grisel Carreira - grisel.carreira@gmail.com

  18. 1.Throw everything away and start again Process Reengineering 2. Break it down in small parts and improve them Process Improvement Two approaches Not to be reproduced without the written consent of Grisel Carreira - grisel.carreira@gmail.com

  19. Consider process requirements • Quality • Speed • People • Technology • Money • Compliance Not to be reproduced without the written consent of Grisel Carreira - grisel.carreira@gmail.com

  20. Visio overview for processes and schedule diagrams Not to be reproduced without the written consent of Grisel Carreira - grisel.carreira@gmail.com

  21. Flowcharts shapes Schedule diagrams Cross Functional Flowchart Basic Flowchart Timeline Not to be reproduced without the written consent of Grisel Carreira - grisel.carreira@gmail.com

  22. Microsoft Visio tricks • Format and manipulate shapes and lines • Align diagram • Group and ungroup shapes • Make diagrams look professional • Etc, etc. Not to be reproduced without the written consent of Grisel Carreira - grisel.carreira@gmail.com

  23. How the Tango 8 Steps Can Improve Your Business Processes Advanced course on process analysis and review Not to be reproduced without the written consent of Grisel Carreira - grisel.carreira@gmail.com

  24. Morning session Steps 1 to 5 Steps 1 to 3 : Salida (Exit) 1) The Whys of the review (Palms together / Start) 2) The What, Hows and Whos of the review (Walk /Focus) 3) Setting up the review (Drift / Set) Steps 4 and 5: Diagonal 4) Define ‘as is’ process (Walk to the Cross / Map) 5) Analyse dysfunctions (Close / Analyse) + 2 exercises Not to be reproduced without the written consent of Grisel Carreira - grisel.carreira@gmail.com

  25. Afternoon Session Steps 6 to 8 Resolucion (Completion) 6) Define ‘to be’ process (Forward / Design) 7) Implement (Basic Cross/ Implement ) 8) Continuous improvement (Close the loop / Review) + 2 exercises Not to be reproduced without the written consent of Grisel Carreira - grisel.carreira@gmail.com

  26. Steps 1 to 4 • Process mapping repetition • Specific reviews considerations • New techniques for: • Setting up the review and framework • Defining purpose, objectives • Stakeholders analysis • Use case, activity and relationship diagrams Grisel Carreira - grisel.carreira@gmail.com

  27. Some problems reported • No customer focused approach • No clarity around the outcome • No understanding of current process • Lack of communication • Changes based on existing tasks/ practice • Misuse of resources • Lack of guidelines • Lack of delegation/ trust , etc. Not to be reproduced without the written consent of Grisel Carreira - grisel.carreira@gmail.com

  28. Step 5: Analyse process problems Process dysfunctions list Cause, symptoms, frequency How to analyse and represent dysfunctions Not to be reproduced without the written consent of Grisel Carreira - grisel.carreira@gmail.com

  29. Step 6: Designing the ‘to be’ process Process design principles (BPI, BPR, BPM, 6 Sigma) Techniques used for fishing design ideas Representing changed process Not to be reproduced without the written consent of Grisel Carreira - grisel.carreira@gmail.com

  30. Step 7: Implementing process changes Assess implementation Some basics required before starting Techniques for a successful implementation Not to be reproduced without the written consent of Grisel Carreira - grisel.carreira@gmail.com

  31. Step 8: Continuous process improvement Measures and responsibilities (KPI, lead and lag indicators, etc.) Reporting, cycles and trends How to stay tuned with changes and new ideas Not to be reproduced without the written consent of Grisel Carreira - grisel.carreira@gmail.com

  32. Upcoming ATEM workshops • The Hows and Whys of process mapping • How the Tango’s 8 Steps • can improve your business process • www.atem.org.au 15 June 9 July Grisel Carreira - grisel.carreira@gmail.com

  33. The End Not to be reproduced without the written consent of Grisel Carreira - grisel.carreira@gmail.com

  34. Anonymous Feedback /or Comments? 1. Betterme.com 2. Register 3. Confirm email address 4. Select ‘Give’ tab 5. Enter my email: grisel.carreira@gmail.com 6. Enter feedback or go to http://processworkshops.blogspot.com Not to be reproduced without the written consent of Grisel Carreira - grisel.carreira@gmail.com

  35. Questions? Not to be reproduced without the written consent of Grisel Carreira - grisel.carreira@gmail.com

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