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Friday 30 April 2010 1 Whats our Starting Point?: An introduction to process mapping and reviews Student Centre Conference, Sydney, 30 th of April 2010.

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Presentation on theme: "Friday 30 April 2010 1 Whats our Starting Point?: An introduction to process mapping and reviews Student Centre Conference, Sydney, 30 th of April 2010."— Presentation transcript:

1 Friday 30 April Whats our Starting Point?: An introduction to process mapping and reviews Student Centre Conference, Sydney, 30 th of April 2010 Presenter: Grisel Carreira Not to be reproduced without the written consent of Grisel Carreira -

2 2 Friday 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 -

3 3 Friday 30 April 2010 Presentation outline Introductory program: The Hows and Whys of process mapping Advanced program: How the Tangos 8 Steps can improve your business process Questions? Not to be reproduced without the written consent of Grisel Carreira - 15 min 5 min

4 Friday 30 April The Hows and Whys of process mapping An introduction to process mapping Not to be reproduced without the written consent of Grisel Carreira -

5 5 Friday 30 April 2010 What is covered ? 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 - Morning session - Theory

6 Friday 30 April Processes overview & methodologies for representation & documentation Not to be reproduced without the written consent of Grisel Carreira -

7 7 Friday 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 -

8 8 Friday 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 -

9 9 Friday 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 -

10 10 Friday 30 April 2010 Process mapping / diagrams Basic 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 -

11 11 Friday 30 April 2010 Other process related diagrams Use Case Activity Schedule Not to be reproduced without the written consent of Grisel Carreira -

12 12 Friday 30 April 2010 Methodology - Standards for process representation Diagrams: Unified Modeling Language (UML) Business Process Modeling Notation (BPMN) Documentation: Join Information System Committee (JISC) review/printable-version.pdf Not to be reproduced without the written consent of Grisel Carreira -

13 Process diagrams 13 Friday 30 April Not to be reproduced without the written consent of Grisel Carreira -

14 Process diagrams for real 14 Friday 30 April 2010 Not to be reproduced without the written consent of Grisel Carreira -

15 15 Friday 30 April 2010 Process documentation and review sheet Not to be reproduced without the written consent of Grisel Carreira -

16 Friday 30 April Overview of analysis & improvement Not to be reproduced without the written consent of Grisel Carreira -

17 17 Friday 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 improvement BPI 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 -

18 18 Friday 30 April 2010 Two approaches 1.Throw everything away and start again Process Reengineering 2. Break it down in small parts and improve them Process Improvement Not to be reproduced without the written consent of Grisel Carreira -

19 19 Friday 30 April 2010 Consider process requirements Quality Speed People Technology Money Compliance Not to be reproduced without the written consent of Grisel Carreira -

20 Friday 30 April Visio overview for processes and schedule diagrams Not to be reproduced without the written consent of Grisel Carreira -

21 21 Friday 30 April 2010 Flowcharts shapes Cross Functional Flowchart Basic Flowchart Not to be reproduced without the written consent of Grisel Carreira - Schedule diagrams Timeline

22 Microsoft Visio tricks Format and manipulate shapes and lines Align diagram Group and ungroup shapes Make diagrams look professional Etc, etc. 22 Friday 30 April 2010 Not to be reproduced without the written consent of Grisel Carreira -

23 Friday 30 April 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 -

24 24 Friday 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 exercises Not to be reproduced without the written consent of Grisel Carreira -

25 25 Friday 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 -

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 - 26 Friday 30 April 2010

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. 27 Friday 30 April 2010 Not to be reproduced without the written consent of Grisel Carreira -

28 Step 5: Analyse process problems Process dysfunctions list Cause, symptoms, frequency How to analyse and represent dysfunctions 28 Friday 30 April 2010 Not to be reproduced without the written consent of Grisel Carreira -

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 29 Friday 30 April 2010 Not to be reproduced without the written consent of Grisel Carreira -

30 Step 7: Implementing process changes Assess implementation Some basics required before starting Techniques for a successful implementation 30 Friday 30 April 2010 Not to be reproduced without the written consent of Grisel Carreira -

31 Step 8: Continuous process improvement 31 Friday 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 -

32 Upcoming ATEM workshops 15 June 9 July Grisel Carreira - 32 Friday 30 April 2010 The Hows and Whys of process mapping How the Tangos 8 Steps can improve your business process

33 Friday 30 April The End Not to be reproduced without the written consent of Grisel Carreira -

34 Anonymous Feedback / or Comments? 1. Betterme.com 2. Register 3. Confirm address 4. Select Give tab 5. Enter my 6. Enter feedback or go to 34 Friday 30 April 2010 Not to be reproduced without the written consent of Grisel Carreira -

35 Friday 30 April Questions? Not to be reproduced without the written consent of Grisel Carreira -


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