Define

Discover the D in DMAIC

Discover the D in DMAIC

ProActivity Company Confidential

Discover

Understand

ACT

Business Process Knowledge from ProActivity


What is ProActivity?

Enables comprehensive discovery, understanding, and deployment of business process knowledge across the extended Enterprise Business Process Knowledge vs. models One repository vs. personal tools Cross-project views vs. project only views Reusable knowledge vs. pictures

Bridges the communication gap between the Business Analyst and IT professional

Provides superior multidimensional reporting, analysis and design

Collaborative Business Process Analysis & Design Solution


Improve operations

Redesign their demand chain

Shorten their supply chain

Implement standardized ERP

Implement sales force automation

Support merger & acquisitions

Establish & extend E-operations

Digitize the FDA approvals process

Customers use ProActivity to:


ProActivity is the first and only product designed to:

Capture, validate and create detailed AS IS business process knowledge into one central Business Process Knowledge base for all to share

Automatically generate dynamic process graphics & multidimensional analytics from the process knowledge base

Create a dynamic, strategic asset of explicit processes that can be reused and shared across the extended enterprise


What normally took 4 to 6 weeks, got done in 7 days.

A similar-sized project in the past would have taken 3 months. ProActivity cut that time to a month for a newer project.

Previous 3 month manual project collected only 50% of the information.

Superior results fasterfor lessStrong ROI from actual customer experience


The Process Knowledge BaseTM

Unlike modeling or drawing tools, ProActivity captures business process information in a dynamic knowledge base

Automatic generation of processdiagrams, data flows & analytics

Process knowledge can be continually updated, shared, and re-used across the enterprise

Process DiagramsProcess Diagrams

A ctivityT ouch T im e

E xternal D elay

Q ueue T im e T otal

R eceive ord er n otification 1 0 0 1R eceive h an d off d ocu m en tation 4 0 0 4H old p lan n in g call 0 .5 0 0 0 .5A p p rove ord er 0 .1 0 4 4 .1C reate job fold er 0 .3 0 4 4 .3B ook ord er 0 .3 0 4 4 .3C reate d raft op en in g letter 2 1 6 8 3 1 7 3 .0R eview C on tract 0 .5 0 2 2 .5

T otal (hours) 8.75 168 17 193.75

AnalyticsAnalytics


Enterprise Process Sharing

BusinessUnit IT

CorporateQuality

Project

BusinessUnit IT

CorporateQuality

Project

Department ADepartment A

BusinessUnit IT

CorporateQuality

Project

BusinessUnit IT

CorporateQuality

Project

Department BDepartment B

BusinessUnit IT

CorporateQuality

Project

BusinessUnit IT

CorporateQuality

Project

Department CDepartment C

BusinessUnit IT

CorporateQuality

Project

BusinessUnit IT

CorporateQuality

Project

Department DDepartment D

BusinessBusinessObjectsObjects

ProcessesProcesses

AnalyticsAnalytics


The ProActivity & Six Sigma Fit

Process Discovery and Capture

Project Identification and Project Scoping

Analysis and Capture of Process Information in Process Context

Unmasking the Hidden Factory


Six Sigma Transactional ProjectsSpecial Challengesand Opportunities

Service processes dealing with the flow of information, paperwork, decision making (i.e, order processing, procurement, payroll, human resources, forecasting, etc.)

Many silos and people involved

Difficult to define metrics; little existing data

Hard to identify problem

Butpayoff estimated to be easily DOUBLE


Process Discovery and Capture

Powerfulbut simplemethodology for identifying and organizing complex processes with wide organizational span.

Process maps are generated (and updated) automaticallyno drawing

Multiple views of same process instantly available ReusablesharableFAST


ActivityActivity

BusinessExperts

InputInput OutputOutput

Sub-Process (optional)

Sub-Process (optional)

Expertise (optional)Expertise (optional)

ProcessProcess

DeliverableDeliverable

Business FunctionBusiness Function

ScopeScope

Sources Destinations

ProActivity Process Hierarchy


Detailed, Complete Knowledge Discovery

In Discovery, subject matter experts are interviewed

ProActivity wizards guide the information gathering

Multiple sessions take place in parallel, saving time

ProActivity ensures that full detail is captured

ProActivity DynamicDatabase




SMESME

SMESME

SMESMESMESME

SMESME SMESME

ProcessProcessKnowledgeKnowledge

BaseBase


Consistency and Completeness

0

200

400

600

800

1000

1

Inconsistencies

Total

No Input

No Output

No Resource

No Source

No Destination

Total 987No Input 60No Output 54No Resource 23No Source 275No Destination 202

Q ProActivity validates that process information is correct Enables high quality analysis Reduces risk through decisions based on complete data


One of the early Six Sigma proverbs was: the defects are in the process.

In many transactional projects, the hardest part is

finding and defining the process.

Breakthrough Management Group May 2001


Project Identification & Scoping

Cast a wide net Discovery the Big Picture quickly, accurately Find the processes Involve multiple organizations easily

Analyze the big picture Handoffs, Business Objects, Primary Path

Identify Projects and Project Scope Early buy-in and involvement from the Right Folks Avoid unintended (!) consequences


Process Mapby Organization


Create New SwimlanesEasy, FAST


Process Mapby Role


Process Mapfor Business Object


Process MapPrimary Path


Process Mapselected Path only


Analysis and Capture of Process Information in Process Context

User-Defined Attributes Defined by customer for any entity in the DB Categorize (i.e., manual/automated, VA/NVA) Measure (i.e., quality targets, duration)

Attachments Links to any other related electronic documents (i.e., performance data,

procedures, regulations)

Notes galore! Explanation, Suggestions, Issues, Plans

Capture and leverage SMEs knowledge/experience


User-Defined Attributes

0

200

400

600

800

1000

1

All Activities - Summary

Total

Manual

System supported

PFD

CTQ

RentalMan supported


Name Dur Hrs Manual Automate Dur Hrs Manual Automate SavingsSort required parts by capital/non capital spares 2 0 2Compile a final list of the parts required for outage 16 0 16Write Purchase Order to I&RS to Inspect Refurbishable Cores 1 1 0Verify and forward Quote for outage required parts to the owner purchasing 4 1 3Sort capital spare part required for outage by refurbishable criteria 2 0 2Review Inspection Quote 2 2 0Generate Part/Service orders for parts required for outage 4 1 3Generate RFQ for parts required for outage 2 1 1Generate RFQ to I&RS for Parts Inspections 2 1 1Verify contract requirements for use of third party used parts 2 2 0Identify parts requirements 4 1 3Generate part order for parts required for outage w/o Quote 2 1 1Review Parts Quotes 4 - 4 0Prepare Quote for Capital Cores 4 - 4 0Provide parts requirements recommendation for outage 2 2 0Reconcile the parts list versus actual inventory 8 0 8Get/Validate part numbers 4 0 4Parts Order to GEEPI for Used Parts for Unplanned Outage 2 1 1Parts Order to GEEPI for New Parts for Unplanned Outage 2 1 1Review Quotes for Parts Lists for Unplanned Outage 4 - 4 0Check Other Service Directors for Parts Availability 16 1 15Request to Other Service Directors for Parts for Unplanned Outage 2 2 0Replenish Parts Borrowed from Other Service Directors 4 1 3Check Responsibility for Parts Procurement for Work (Quick Turnaround) 2 2 0Check GEEPI for Used Parts Availability and Pricing 2 2 0Check GEEPI for New Parts Availability and Pricing 2 2 0Total of automated Activities - 21 101 37 64

Mining the Knowledge Base

64 hours of savings per cycle

Q Generate tangible results for cost justification, financial planning, focused improvements,

12

3

101 H ou rs a cycle

37

64

0

20

40

60

80

100

120

S av ings C hart

A fter

B efo re

S avings

0

5

10

15

20

25

Number of Activities

Before After

Parts Orders Degree of Automation - Before and After EAM

ManualAutomated


Unmasking the Hidden Factory

Using UDAs, categorize activities Value-Added, Non-Value Added Reason for doing (Safety, Regulatory, Documentation/Reporting,

Value-Added, Other) Leverage knowledge of Subject Matter Expert

Identify and quantify Hidden Factory Recognize Project Opportunities


Process Mapthe Hidden Factory


ProActivity and Six Sigma

Process Process Discovery & Discovery &

Capture Capture

Process Process AnalysisAnalysis

Project Project ScopingScoping

Unmasking Unmasking the Hidden the Hidden

FactoryFactoryProject Project

IdentificationIdentification


Questions??


Contact Us

If you would like more information on ProActivity Phone: 617-332-0095 Email: [email protected] Web site: http://www.proactivityinc.com

Visit our booth at the ISSSP Leadership Conference, October 1-3, 2001 at the Hyatt Regency at Gainey Ranch in Scottsdale, AZ

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