what’s our starting point?: an introduction to process mapping and reviews
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What’s our Starting Point?: An introduction to process mapping and reviews. Student Centre Conference, Sydney, 30 th of April 2010 Presenter: Grisel Carreira. - PowerPoint PPT PresentationTRANSCRIPT
Friday 30 April 2010 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 - [email protected]
2Friday 30 April 2010
“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 - [email protected]
3Friday 30 April 2010
Presentation outline 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 - [email protected]
15 min
15 min
5 min
Friday 30 April 2010 4
The Hows and Whys of process mapping
An introduction to process mapping
Not to be reproduced without the written consent of Grisel Carreira - [email protected]
5Friday 30 April 2010
What is covered ?
Processes overview & methodologiesfor 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 - [email protected]
Morning session - Theory
Friday 30 April 2010 6
Processes overview & methodologies for
representation & documentation
Not to be reproduced without the written consent of Grisel Carreira - [email protected]
7Friday 30 April 2010
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 - [email protected]
8Friday 30 April 2010
What is process mapping used for?
Process reengineering
Regulatory compliance
Activity analysis Simulation Role clarity (SLA)
Systems architecture definition
Projects
Not to be reproduced without the written consent of Grisel Carreira - [email protected]
9Friday 30 April 2010
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 - [email protected]
10Friday 30 April 2010
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
Strategy
------Policy-------
--------Guidelines---------
-------------Operations-------------- Processes
Not to be reproduced without the written consent of Grisel Carreira - [email protected]
11Friday 30 April 2010
Other process related diagrams Use Case Activity Schedule
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12Friday 30 April 2010
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
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Process diagrams
13Friday 30 April 2010
http://xkcd.com/518/
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Process diagrams for real
14Friday 30 April 2010Not to be reproduced without the written consent of
Grisel Carreira - [email protected]
15Friday 30 April 2010
Process documentation and review sheet
Process
Person 1
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Friday 30 April 2010 16
Overview of analysis & improvement
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17Friday 30 April 2010
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 - [email protected]
18Friday 30 April 2010
Two approaches
1.Throw everythingaway and start again
ProcessReengineering
2. Break it down in small parts and improve them
Process Improvement
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19Friday 30 April 2010
Consider process requirements Quality Speed People Technology Money Compliance
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Friday 30 April 2010 20
Visio overview for processes and schedule diagrams
Not to be reproduced without the written consent of Grisel Carreira - [email protected]
21Friday 30 April 2010
Flowcharts shapes Cross
Functional
FlowchartBasic Flowchart
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Schedule diagrams Timeline
Microsoft Visio tricks
Format and manipulate shapes and lines
Align diagram Group and ungroup shapes Make diagrams look
professional Etc, etc.
22Friday 30 April 2010Not to be reproduced without the written consent of
Grisel Carreira - [email protected]
Friday 30 April 2010 23
Advanced course on process analysis and review
How the Tango 8 Steps Can Improve Your Business Processes
Not to be reproduced without the written consent of Grisel Carreira - [email protected]
24Friday 30 April 2010
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)
Morning session Steps 1 to 5
+ 2 exercises
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25Friday 30 April 2010
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 - [email protected]
Steps 1 to 4 Process mapping repetition Specific reviews considerations New techniques for:
Setting up the review and framework
Defining purpose, objectivesStakeholders analysisUse case, activity and relationship diagrams
Grisel Carreira - [email protected] 26Friday 30 April 2010
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.
27Friday 30 April 2010Not to be reproduced without the written consent of
Grisel Carreira - [email protected]
Step 5: Analyse process problems Process dysfunctions list Cause, symptoms,
frequency
How to analyse and represent dysfunctions
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Actor A + verb + something
Decision T?
Yes
Actor B + verb + something
OutputInput3
Notes ...3 – Explain what dysfunction, why it happens, when, how often
Not to be reproduced without the written consent of Grisel Carreira - [email protected]
Step 6: Designing the ‘to be’ process Process design principles
(BPI, BPR, BPM, 6 Sigma)
Techniques used for fishing design ideas
Representing changed process
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Grisel Carreira - [email protected]
Step 7: Implementing process changes
Assess implementation
Some basics required before starting
Techniques for a successful implementation
30Friday 30 April 2010Not to be reproduced without the written consent of
Grisel Carreira - [email protected]
Step 8: Continuous process improvement
31Friday 30 April 2010
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 - [email protected]
Upcoming ATEM workshops
15 June
9 July
Grisel Carreira - [email protected] 32Friday 30 April 2010
The Hows and Whys of process mapping
How the Tango’s 8 Steps can improve your business process
www.atem.org.au
Friday 30 April 2010 33
The End
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Questions?
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