7/14/16 CTC-RI IBH Pilot Quarterly Meeting Process Mapping 101 7/14/16 CTC-RI IBH Pilot Quarterly Meeting

What is process mapping? Workflow Diagram that enables improved understanding of a process Brings team together on how the work actually happens Allows team to see how work could be better

Why process mapping? Helps determine what is and what isn’t a problem Streamlines work activities Before you can improve a process you must understand it

Step 1 Determine the boundaries Where does the process begin? Where does the process end?

Step 2 List the steps Use a verb to start the task description

Step 3 Sequence the step Use post-it notes so you can move tasks around Do not draw arrows until later

Step 4 Draw appropriate symbols Ovals show input to start process or output to end process Boxes or rectangles show task or activity performed in the process Arrows show process direction flow Diamonds show points in the process where yes/no question is asked or decision is required If there are feedback arrows, make sure feedback loop is closed

Step 5 Finalize the flowchart Ask if the process is being run the way it should be Are people following the process as charted Do we have a consensus? What is redundant; add what is missing

Let’s get started

Simple process map

More complex process map

Oval is used to show the input to start process or output at end of process Box or rectangles shows a task or activity performed in the process There is usually only one arrow out of an activity box Diamond shows points in process where yes/no question asked or decision required No Yes Oval is used to show the input to start process or output at end of process

Group Time (20 min) Think about a process within current IBH pilot that could be improved Use the post-its supplied to create the building blocks of the process map as it currently operates Once post-its arranged on large white paper, designate where there is a gap or space for improvement Be prepared to share with the group once complete