1. Business Process Mapping
Tutorial:
VISIO example
Stevedoring Industry
Six Sigma Simplicity

2. Safety Contact and Quick Introductions
Who has a Safety Contact?
SAFETY FIRST!
Have participants introduce each other, where appropriate.
At terminals, they know each other.

3. Objective Learn standard format for Process Mapping
Document core processes
Communicate and share information
Determine what, where, and how improvement can be made

4. Benefits Standardized Maps allow us to: Understand a process
Simplify a process based on understanding
Implement process re-design to:
Enhance Safety
Eliminate Waste
Reduce Variation

5. Mapping Promotes Processes Standardization
Safety: Standard processes lead to safe behaviors and
hazard free conditions for predictable outcomes
Quality: Standard processes produce predictable
results and predictable cycle times
Speed: ‘Synchronized Flow/Production’ requires reliable
lead times based on predictable cycle times
Cost Standardized processes are the foundation of
Reduction: Process Excellence/Continuous Improvement

6. Common language to describe organization process groups
Standardized Enterprise-wide Categories
Common language to describe organization process groups
Category
1.0 Develop Vision & Strategy
2.0 Develop & Manage Products & Services
3.0 Market & Sell Products & Services
4.0 Deliver Products & Services (Cargo)
5.0 Manage Customer Service
6.0 Develop & Manage Human Capital
7.0 Manage Information Technology
8.0 Manage Financial Resources
9.0 Acquire, Construct & Manage Assets
10.0 Manage Enterprise Risk, Compliance, Remediation & Resiliency
11.0 Manage External Relationships
12.0 Develop & Manage Business Capabilities
Management
Operating Processes
Support
Services

7. Selecting a Process to Map
Where does the (process/ activity/task) map fit within the company?
Follow these steps:
Review and determine the best category for your process
Determine most appropriate process grouping
Pick a process (activity description) to document that is closest to the immediate work content at hand

8. Thoughts on Mapping the Process
A process is a number of steps completed in order to achieve an objective
Observe and map the actual process
Talk to the people involved & get the facts
Reality is invariably different from perception; few processes work the way we think they do
Process map what is, not what you would like the process to be
Now we will continue with “Process Mapping”.

9. Defining a Process A Process: has start and stop points
is an interrelated activities that convert inputs into results (outputs)
consumes resources
requires standards for repeatable performance

10. Creating a Map
Define specific tasks that will be required to reach desired output
Determine inputs and outputs of each step
Using standard process symbols, determine sequence of the steps
Identify people, function, or roles for each step
Map points along primary process where decisions are made
Recognize one or more alternate paths and merge paths back after decision

11. Common Mapping Symbols
Start
Start & Stop: Shows start or end of process
Line with Arrow: Denotes direction of flow
Activity: Shows tasks or activities performed
Decision: Shows a decision point
Connector: Process continued on same page
(designated with a letter or number)
Process
Step ?

12. Common Mapping Symbols continued
Hyperlink
Off page Connector: Links to another page
Predefined Process: Completed elsewhere
Document: Step deals with a document
Database: Data storage location
Call-out: Add additional information

13. Reviewing Process Mapping Grammar
Verb: action taken
Subject: person, thing that performs action
Object: thing (or person) that receives the action
lifts, locks, moves
crane driver, gear man, superintendent
container, stow plan, twist lock
Start
Decision ?
Flow Line
Process
Step
Stop
Symbols help map and understand the process flow.
Stop and Start are oval
Process step is a square
Diamond shape represents decision and should be a question

14. Benefits of the Swim Lane Format
Helps visualize operation sequence and flow of information
Maps the actions required to complete the task
Identifies hand-offs between functions
Assists in making work visible by highlighting:
Decisions
Event sequences
Wait times or delays

15. Map (Swim Lane Example)
The value of the Swim Lane technique is that is shows you who or which department is responsible for the steps in a process
The Swim lane Map adds another dimension of knowledge to the picture of the process: Now you can see which department area or person is responsible.

16. Creating a Map Assemble those familiar with the process.
Have one individual question and challenge the group to think through the rationale to document the way things are (current state).
Identify someone who is neutral to the process and will facilitate discussion (as opposed to participating in the discussion).
Get agreement that the process map is correct from people working the process. (Functions, Sequencing, Decision points, etc)

17. Creating a Map
Think about the five to six high-level steps that occur within each individual's process 80 percent of the time or more.
Each member focuses on his or her own work process and swim lane.
Use basic flow charting symbols to outline the process steps. Beginning and end steps are ovals, process steps are written inside squares, and decisions are written inside the diamond shape.

18. Creating a Map
Connect each activity with an arrow, even if they cross swim lanes.
Ask each person to discuss the sub-processes that occur in each step.
Analyze the Swim Lane Diagram once it is completed to assure that the process steps are connected and flow from start to end.

19. Map (Stevedoring Example)

20. Mapping Tips
Use group interview method and a facilitator whenever possible
Select a few key people to help create the map
Knowledgeable of the process
Interested in improving the process
Available for the duration of the documentation effort
Establish ground rules at the start and post them
Use room large enough for people to move around
Have paper and post-it notes to write on
Ask each person for their input into the process

21. Mapping Tips
Re-sequence steps until group is satisfied that the process is adequately mapped
Keep energy flowing
Facilitator should act as a catalyst to jump start the group and help keep the group on track
Respect everyone’s contribution
Display map or route a copy around so everyone can review it for correctness

22. Create Maps Using Visio Software
A common (universal) package which features:
quicker access to other MS products/ tools
updated shapes and stencils
improved and expanded themes and effects make it easier to create professional diagrams
Electronic Maps can be stored and accessed in common shared location.

23. Visio Tutorial – Creating this Map Step-by-Step

24. A Visio Tutorial…
From the File menu, click on New > Cross-Functional Flowchart.

25. A Visio Tutorial… Highlight US Units (click radio button).
Double click on “Create” icon.
Visio will automatically create a drawing window (blank).

26. A Visio Tutorial…
Key Terms
Ribbon
Shapes
Pane
Drawing Window

27. A Visio Tutorial… Drawing window is now ready to populate and label
Determine “Title”
(Name of the process to be documented)

28. A Visio Tutorial…
Double click on the field and type name of process
“Container Import Out From Yard”
here
NOTE: Map progression builds with this step-by-step example

29. A Visio Tutorial…
Continue to label Map
Determine “Phase”

30. A Visio Tutorial…
Double click on the field and type “Phase 1 Overview” here

31. A Visio Tutorial… Continue to label Map Determine “Functions”
(Title each swim lane. They may or may not be the same as the subject.)

32. A Visio Tutorial…
Double click and label each swim lane “Vessel”, “Trucking Co.”
here

33. A Visio Tutorial…
Insert additional swim lanes by drop and dragging swim lane icon from the Shapes Pane to the Drawing Window.
(Previous Sample Map)

34. A Visio Tutorial…
Drop and drag additional swim lanes and continue to label them “Yard” “Gate” here

35. A Visio Tutorial…
Pre-determine the start and end points with team in prior meeting
Identify “Start”
(Oval shape)

36. A Visio Tutorial… Click here on ribbon to lighten background
Drop and drag oval shape here

37. A Visio Tutorial…
Add text to shapes and connectors by selecting it and then typing. Once you’re finished adding text, simply click on a blank area of the page to go back to editing.
Start
With lighten background, double click icon to begin typing.
(Previous Sample Map)

38. A Visio Tutorial…
Double click and type
“Start”
here

39. A Visio Tutorial…
When complete, click on blank area(oval icon re-appears)
Determine next step,
drop and drag another icon over …
(i.e. - Rectangle)
Double click on rectangle icon
and type
“Vessel discharges container ”
here

40. A Visio Tutorial…
When complete, click on blank area(rectangle icon re-appears)
Determine next step,
drop and drag another icon over …
(i.e. - Rectangle)

41. A Visio Tutorial… Double click on icon and type
“Trucker arrives for container ”
here

42. A Visio Tutorial… (Previous Sample Map)
Continue dragging the appropriate icon in the swim lane and with each process step use the object, verb, subject formatting methodology
i.e. “Order placed by Customer”
(Previous Sample Map)

43. A Visio Tutorial…
Continue to drop and drag icons in the swim lanes and type text within each icon…
Diamond shapes represent a decision and are worded in question format…

44. A Visio Tutorial…
Connect the different flowchart shapes together using the Connector tool from the Ribbon.
(Previous Sample Map)

45. A Visio Tutorial…
Drop and drag connecter linkage from one icon to another
here
Click on Connector
in ribbon
to activate

46. A Visio Tutorial…
Continue to connect (link) each of the remaining icons

47. A Visio Tutorial…
Additional information can be added to the map by utilizing a ‘callout’ icon from the Shapes pane and typing the text
or clicking on a connector line and inserting the ‘text’ there
“call out”
“text”
(Previous Sample Map)

48. A Visio Tutorial… Click on line to activate text box Here
Type text “Wheeled”
Here

49. A Visio Tutorial… Click on line to activate text box Here
Type text “Decked”
Here

50. A Visio Tutorial…
Completed Map

51. A Visio Tutorial…
Save file in appropriate location. (“Save as” …)

52. In pairs, create a Process Map using Visio
Visio Exercise
In pairs, create a Process Map using Visio
Scenario:
Customer starts out by deciding on a product and placing an order. This initiates the pick sheet being printed out at the warehouse and a check of “stock status”.
If the stock is unavailable, system automatically generates an ‘out of stock’ notice and new available delivery date to the Customer.
If product is available, the Customer’s Credit Card is charged by Accounting and simultaneously Oracle (system) updates the Inventory at which time the order is ed to the warehouse to pick (Fulfillment department).

53. Visio Exercise Map should include: Name of Process
Start and Stop points
Subjects
Lanes
Steps (System and Process)
Text (Call-outs/Notations)

54. Visio Exercise – Completed Map (Sample)

55. Map Hierarchy Review Follow these Steps:
Review and determine the best category for your process
Determine most appropriate process grouping
Pick a process (activity description) to document that is closest to the immediate work content at hand
Let’s walk through an example …
(H.R. process – “testing candidates”)

56. Develop & Manage Human Capital (6.0)
Develop & Manage Human Resources Planning, Policies & Strategies (6.1)
Recruit, Source & Select Employees (6.2)
Develop & Counsel Employees (6.3)
Retain & Reward Employees (6.5)
Redeploy & Retire Employees
(6.6)
Support Processes
Manage Employee Relations (6.4)
Manage Employee Information & Analytics (6.7)
Manage Employee Communication (6.8)

57. Develop & Manage Human Capital (6.0)
Develop & Manage Human Resources Planning, Policies & Strategies (6.1)
Recruit, Source & Select Employees (6.2)
Develop & Counsel Employees (6.3)
Retain & Reward Employees (6.5)
Redeploy & Retire Employees
(6.6)
Support Processes
Manage Employee Relations (6.4)
Manage Employee Information & Analytics (6.7)
Manage Employee Communication (6.8)

58. Recruit, Source & Select Employees (6.2)
Manage Employee Requisitions (6.2.1)
Recruit / Source Candidates (6.2.2)
Screen & Select Candidates (6.2.3)
Manage New Hire / Re-Hire
(6.2.4)
Support Processes
Manage Applicant Information (6.2.5)

59. Screen & Select Candidates (6.2.3)
Recruit / Source Candidates
(6.2.2)
Identify & Deploy Candidate Selection Tools ( )
Test Candidates ( )
Select & Reject Candidates
( )
Obtain Candidate Background Information
( )
Interview Candidates ( )
Manage New Hire / Re-Hire
(6.2.4)

60. Test Candidates ( )

61. Benefits A visual tool and a common language across the enterprise
Greater understanding of processes and procedures
Ease of new employee orientation
Opportunities for improvement are highlighted
Simplified processes lead to operating efficiencies

62. Process Maps
Any questions?