Documenting Processes

1
Documenting Processes
2
Transform Enterprise Methodology
Develop Vision and Plan
Plan for change
Create Desired Culture
Improve and Integrate Processes

• A Passion for
• Better
• Faster
• Cheaper

Develop Technology Solutions
3
Improve Integrate Processes
Understand and Improve the Product (2)
Understand the Customer (1)
Understand and Improve the Process (3)
Design Implement Effective Controls (4)
4
Understand and Improve the Process
Bound Process and Identify Relationships (1)
Document and Analyze Process (2)
Implement Improved Process (4)
Design Improved Process (3)
5
Understand and Improve the Process -
Implementation Methodology

• 1. Identify all major processes - List all the
  major processes the organization performs to
  serve the customer (what do we do as a
  department, organization, etc)
• 2. Identify opportunities - identify those
  processes that provide the most "bang for the
  buck" or the greatest chance of producing
  successful results that will benefit the company
• 3. Bound the process Determine a starting and
  ending point of the process (use Process
  Identification Worksheet)
• 4. Identify relationships Determine how the
  process interacts with other processes inside and
  outside the organization. (Perform SIPOC
  (Suppliers, Inputs, Process, Outputs, Customers)
  analysis)
• 5. Document the process - Develop a flowchart of
  the process, define all activities and identify
  resources required to perform the process
• 6. Determine the current condition of the process
  - Collect data about the process. Determine what
  data to collect, how to collect it, when, etc

6
Understand and Improve the Process -
Implementation Methodology

• 7. Stabilize the process Make adjustments to
  the process such that it produces consistent
  results
• 8. Determine what customers want from the process
  - Ask customers what they want from the process
  to guide process improvement goals and strategies
• 9. Identify problems with current process -
  Prepare cause and effect diagrams to reveal root
  causes
• 10. Design a new process - Make changes to the
  process based on what customers want and problems
  that were identified
• 11. Implement the new process - Prepare an action
  plan for testing and implementing the new process
• 12. Determine the impact of the changes on the
  process - collect data about the new process and
  continuously improve the process

7
Bound the ProcessProcess Identification Worksheet
Process
Parent
Purpose
Starts with
Ends with
Owner
Team
8
Identify Relationships Suppliers, Inputs,
Process, Outputs, Customers SIPOC

• Suppliers Inputs Process Outputs Customers

Those who provide the inputs
Materials, people, processes, all contributions
which will affect the process
A series of interrelated steps which result in an
output, a product, service, or action.
The result of a completed process. This can be
the input to a further process.
People who receive the output of the process.
9
Process Documentation Options

• When documenting a process, several options are
  available. Your choice will depend on your
  needs. Options include
• Flow charts (with scripting)
• Top-down
• Detailed flow
• Operation Process Charts
• Flow Diagrams
• Flow Process charts

10
Flow Charts

• Basic flow charts include inputs, outputs,
  resources, and constraints

Constraints
Inputs
Outputs
Process
Resources
11
Why Document a Process?

• Enables a team to come to a common understanding
  of the process
• Enables a team to clarify perceptions of a
  process
• Serves as a reference point for improvement
• Provides a common language about a process
• Serves as communications tool
• Functions as planning tool
• Defines roles
• Demonstrates inter-relationships
• Facilitates problem solving
• Identifies opportunities for improvement

12
Simple Symbols

• Boundaries
• Decision Point
• Direction
• Process Step

13
Guidelines

• Decide upon level of detail
• Draw from top left to bottom right of page
• Use single verb descriptions for clarity
• Number the steps
• Keep activities in proper sequence
• Use noun for output
• Do not draw branches that leave process being
  charted
• Use the simplest symbols possible
• Make sure feedback loops have escapes
• Have only one arrow from a process box
• Provide a legend of symbols used
• Complete scripting form

14
Example Scripted Flowchart
4.8 Product Identification And Traceability
4.8.1 Policy The company has established and
maintains processes for identifying the product
from applicable specifications or other
documents, during all stages of receiving,
production, and delivery. Traceability of all
individual products or lots is assured through a
unique identification. This identification is
recorded on applicable documents. 4.8.2
Procedure The flowchart is keyed numerically to
the procedure. Documents used in this process
are in bold and underlined in the task section.
15
Example Scripted Flowchart
16
Be the Product (Gather Data)

• Walk the process and see what happens to you
• Identify each activity
• Determine if you are being operated on,
  transported, inspected, queued (waiting) or
  stored
• Determine how far you are moved
• Determine how long each activity took
• Determine what value-added work was done on you
• Determine the worst-case cycle-time
• Summarize the information