Process Maps
The cornerstone of what we do at Process Envision is process mapping and process discovery. We use a tried and tested methodology to create our processes. this is a typical look and feel of a process utilising one of our software tools Triaster.
Process Mapping Reports
For projects that need to understand what is happening in more detail in a functional area, we provide written feedback on the processes we have created with stakeholders engaged.
All of our processes are numbered, making it easier when referring to processes from other documents. These reports contain feedback and observations, and copies of the process maps and any supporting data captured.
The Team have an end to end process that describes the main activity of conducting site visits. There are also other disconnected processes that support secondary activities.
There are several clear gaps where the current process is not sufficiently understood. These relate to:
- Work Area A – Now that there is no internal support for this activity, nearly all stakeholders were unclear what should be done or who should do it
- Work Area B – Should they be used, and if so, how should they be applied?
- Work Area C – How should these be applied, and what is the process?
This report supports the process maps, which have been provided separately in PDF formats to be viewed easily. The methodology followed is that of Deliverables and Activities, sometimes referred to as Noun-Verb.
- The deliverables are shaded in blue, and the activities in white rectangular boxes on all of your process maps. Every activity needs a trigger to initiate it, so there must always be a deliverable before an activity.
- The activity must also identify which role (team/people) performs it.
- The activity must also produce something; therefore, there must always be a deliverable after an activity.
- The deliverables are what join the whole process together and enable the flow of activity across an organisation, end to end.
- Documentation which supports the activities through this end to end process is stored with the process maps.
As part of the project, we have been asked to look at the usage of CRM and other systems in use. Our full analysis can be found in the Appendix at the end of this report, but this high-level chart identifies all the activities analysed.
Sample Report Extract
Overview
Work Area A Processes
QUA000 Work Area overview
This is a high-level summary of all the processes and has been driven by the data within them. It allows navigation to any area of the whole end to end process.
- No process for Output A
- No process for Output B
QUA001 Conduct a joint visit
This process is only operated from one location. It is unclear which what triggers the visit to take place
Is it applicable to any other site?
QUA002 Conduct an onsite visit and record outcome
There is a wide range of methods that are using to record audits. Engineers are using a mixture of:
- Completing the full audit report while onsite
Completing only the relevant parts. - Not completing the hard copy form at all (but making informal notes)
- Using an unofficial ‘walkaround’ sheet (various versions)
Appendix 1:
Activities where a Management System is being used during the Work Area end to end process
| Map | Activity Name | Application | Process Owner | Level | Process Number |
|---|---|---|---|---|---|
| Work Area Overview | Enter Work Area audit findings in Management System and identify outcomes | Management System | Quality Manager | 1 | QUA000 |
| Work Area Overview | Process a Work Area audit finding identified as compliant | Management System | Quality Manager | 1 | QUA000 |
| Work Area Overview | Process a Work Area audit finding identified as deficient | Management System | Quality Manager | 1 | QUA000 |
| Conduct a joint inspection | Close job and service in Management System | Management System | Quality Manager | 2 | QUA001 |
| Conduct a joint inspection | Create Service in Management System | Management System | Quality Manager | 2 | QUA002 |
| Conduct a joint inspection | Write up findings in Management System | Management System | Quality Manager | 2 | QUA002 |
| Conduct a joint inspection | Send a formal letter with findings | Microsoft Word | Quality Manager | 2 | QUA002 |
| Enter Work Area audit findings | Enter data from Audit form and other notes into Audit System | Audit System | Quality Manager | 2 | QUA003 |
| Process a Work Area audit finding identified as compliant | Close job and service in Management System | Management System | Quality Manager | 2 | QUA003 |
Appendix 2
Roles identified as performing activities throughout the Work Area process
- Quality Manager
- Group Manager
- Requestor
- Total ARC