1. Process optimisation based on life events
Slovak Republic
Martina Brachnakova
15th May 2017

2. Optimisation key metrics
Quantitative metrics
Qualitative benefits
Complex process view institutions, based on legislation
Each process that is done by institutions is attributed to specific life-event
Structured look on setting the scope of projects for process improvement
Regulatory impact assessment of policy and its impact on service delivery for citizens (RIA)
Create business architecture for optimization of IT
Foundation for creation process maps, reform proposals and feasibility studies
Create environment for sustainable process management in PA after OP EPA
involved employees 35
TIME
60 months project duration
SCOPE
1350 optimized processes
RESOURCES
trained employees

3.   Roadmap: Simplify our lives 3 5 7 4 1 6 2
3. AS-IS analysis of processes, competencies and management system
7. Education of employees when implementing innovated form of work
5. Measurement, assessment and improvement of processes 3 5
1. Creation of business architecture 7 4  1 6  2
4. Design and implementation of innovated processes
6. Realization of international internships, visits and conferences
Do&don´t
2. Creation of methodology

4. Life event catalogue
FROM TO

5. Life event catalogue Process Life event
VIA
1. Create the structure (life events- processes)
2. Identify the Life events & process atributes
3. Create logical data model
Process
Inputs
Outputs
Data entity
Atribute
Legisla- tion
§, interfaces
Participants
Process owners
Gestors
Life event
LE group & category
Start & end action
Interfaces
Process
Systems
Dates, Fees, Fines
575 basis for LE catalogue
700 analyzed acts
900 identified acts
BENEFIT
- Structured look on setting the scope of projects for process improvement
- Regulatory impact assessment of policy and its impact on service delivery for citizens (RIA)
- Create business architecture for optimization of IT

6. Process of planning permission
Life event catalogue
External influence
Legislation
103/2015
135/1961
541/2004
669/2007
513/2009
657/2004
175/1999
145/1995
7/2010
44/1988
139/2002
50/1976
608/2003
351/2011
314/2001
582/2004
The municipality aligns the permitting of buildings and the determination of the spatial organization and functional use of the territory in the municipality's municipal plan or in the territorial plan of the Flood Protection Zone included in the approved flood risk management plan and its update
Inputs:
Outputs:
Application for building permit
Documentation
Basis for assesing proposed building or maitanance work
Annoucement of construction office
Documentation of simple and small buildings
Construction general technical reguirement
Annoucement to relevant authorities
Development plan (local)
Process of planning permission
Planning permission
Information about availability of valid decision issued in the inquire procedure
Final statement
Construction documentation
Permission or rejection of application
Decision about lenghtening validitation of planning permission
Public notice
Decion on the additional authorization of the construction
Internal influence
UP_AH_Municipality
UP_AK_County
UP_J_Ministry of Interior
UP_CU_District Office
UP_C_Ministry of Economy
UP_VO_Traffic inspectorate
UP_BV_Citizen/Company
UP_A_Ministry of Transport, Construction
and Regional development
UP_H_Ministry of justice
UP_CA_Construction office
UP_BE_National Motorway Company
UP_HO_Slovak Construction Inspection
UP_BK_Public Health Office
UP_EA_European commission
UP_IC_Special construction office
UP_GO_Government
UP_M_Ministry of Environment
UP_CS_Distric office in place of County
UP_ID_Military Construction office
UP_E_Ministry of Defense
UP_BL_Regional Public Health Office
UP_AB_Nuclear Supervisory Authority
Participants

7.   Roadmap: Simplify our lives 3 5 7 4 1 6 2
3. AS-IS analysis of processes, competencies and management system
7. Education of employees when implementing innovated form of work
5. Measurement, assessment and improvement of processes 3 5
1. Creation of business architecture 7 4  1 6  2
4. Design and implementation of innovated processes
6. Realization of international internships, visits and conferences
Do&don´t
2. Creation of methodology

8. Methodology for process optimization
FROM TO
1. Methodology & training materials (94 slides / 52 slides)
Individual methodology based on:
Project
Subject
Available systems
Content:
Terminology
AS-IS process mapping
Process performance evaluation
TO-BE design
Implementation
Performance monitoring
Process mapping
Process Performance monitoring
2. Standard tools definitions

9. Methodology for process optimization
VIA
BENEFIT
Standardisation of process mapping (unified process mapping rules)
To shorten time of process optimization
Comonnly understanding of process execution
1. Process of optimisation cycle
2. Standard proces models (2)
3. Template definition
Collaboration
diagram
Process
diagram
Lifeevent & process card
Process modelling conventions
(49 rules)
Process events
Activities
Decisions
Swimlines
KPI Catalogue

10.   Roadmap: Simplify our lives 3 5 7 4 1 6 2
3. AS-IS analysis of processes, competencies and management system
7. Education of employees when implementing innovated form of work
5. Measurement, assessment and improvement of processes 3 5
1. Creation of business architecture 7 4  1 6  2
4. Design and implementation of innovated processes
6. Realization of international internships, visits and conferences
Do&don´t
2. Creation of methodology

11. FROM AS-IS TO TO-BE FROM TO Number of cases (car evidence)
Waiting time (car evidence)
List of optimization
opportunities
2. List of process KPI

12. FROM AS-IS TO TO-BE VIA BENEFIT 1. AS-IS specify pain points
2. Measurement
1. Shortend waiting time, process cycle time
2. Process execution centralisation
(central administrative support: post, archiving, ...)
3. TO-BE DESIGN

13. Project learning experience
CONCEPT
1. Analyze the structure of required information which will be needed in the future
METHODOLOGY
2. Using „agile“ methodology by project - divide the task into weeks „packages“
RESOURCES
3. Plan the capacity reserves by legislation analyzis because of necessity of higher coordination.
COMMUNICATION
4. Communicate goals and expectations with responsible people before project
5. Prepare Memorandum (specification of cooperation) with involved counterparts
INFORMATION SYSTEM
6. Use verified systems to collect data from all participants
TIME
7. Plan the time for „data cleaning“ after data collection

14. Thank You
Martina Brachnakova