Process Mapping for Project ManagersPRESENTED BY MICHAEL MCCULLOUGH

MARCH 1ST, 2018

Agenda

IntroductionBenefits of

Process Mapping

Process Mapping Overview

Scoping the Process Summary

“You cant describe what you are doing as a process, if you don’t know what you are doing.”

Dr. Edward Deming

Agenda

IntroductionBenefits of

Process Mapping

Process Mapping Overview

Scoping the Process Summary

Process Mapping ExperiencesU.S. Navy

Deloitte

Anthem

Amtrak

Intelligence Reporting ProceduresDetainee Handling

Audit ReadinessTraining

Knowledge ManagementProcess Improvement

EnrollmentClaims

Call Center OperationsPaymentsData FlowReporting Positive Train Control

Acela Express Customer ExperienceReportingData Flow

28 Years Experience

Agenda

IntroductionBenefits of

Process Mapping

Process Mapping Overview

Scoping the Process Summary

Eight Benefits of Process Mapping

Improves Team Involvement &

Morale

Compliance & Auditing

Allows for Process

Improvement

Assists in Training

Discover Best Practices

Defines the “Big Picture”

Identify Problem Areas

Reduces Information

Burden

Why Not Just Write it Out?Information Overload◦ More information created in the last 10 years

than in all of human history

Ever hear the phrase, (A picture is worth a thousand words)?

Simple shapes, colors, and symbols are an effective method of communication

Don’t believe me?

Translate the Following WordsNO GOOGLE!

ArêtesBahnhofCeda El Paso

Translate the Following WordsNO GOOGLE!

ArêtesBahnhofCeda El Paso

Which Would You Rather Read?

Agenda

IntroductionBenefits of

Process Mapping

Process Mapping Overview

Scoping the Process Summary

What is a Process Map?Graphic rendering using shapes, colors, and symbols used to help understand, analyze, document, communicate, and improve processes

Displays the sequential steps involved in creating value from input to output

Process Mapping MethodsBusiness Process Model & Notation (BPMN)

Data Flow

Perigon Method

Value Stream

Spaghetti Map

Event Driven Process Chain (EPC)

Unified Modeling Language (UML)

Specification and Description Language (SDL)

Total Quality Management (TQM)

Supplier, Input, Process, Output, Customer (SIPOC or COPIS)

Information Technology Information Library (ITIL)

Each method works well in certain situations just as each method

would be inappropriate in certain situations

Process Mapping Software/ToolsVisio

Lucid Chart

PowerPoint

E Draw

Concept Draw

Napkins

Notebooks

Whiteboards

Post It Notes

A Process Map Should….Tell a clear story

Give us enough information to be able to make informed business decisions

Help us solve business problems

Answer the Who, What, When, Where, Why, and How questions

Flow naturally

Agenda

IntroductionBenefits of

Process Mapping

Process Mapping Overview

Scoping the Process Summary

Eight Goals for Scoping the ProcessCommunicate clear & defined expectations to process team

Establish scope of the process & its boundaries

Define the product and/or service deliverables

Evaluate the purpose of the process – The Why

Define who are the key customers

Understand the needs of the customers

Determine key processes that supply inputs

Document the activities & their sequence

Identifying the Process Team

Process Team

Process Owner Supplier(s)

Customer(s)Key Process User(s)

Subject Matter Expert(s)

CommunicationPurpose◦ Let the team know what they will be doing &

why they are doing it

Team Roles◦ Who does what & why

Explain your methodology◦ Why am I writing on a napkin◦ Why cant we fix all our problems now

Timeline◦ How long will this take

ChallengesGetting the process team to open up and become comfortable highlighting their challenges

Legacy opportunities

Time

Methodology & terminology adoption

Define the ProductProducts can be physical, intellectual, or a service deliverable

Key Customers use the service deliverable to add value to their own product

The purpose of any process is to help enable the production of defect free products in a timely manner and at the lowest possible cost

Start StopStep 1 Step 2 Step 3 Step 4

Value Increase

Create an Architecture MapGoal is to create an outline highlighting the main tasks of value

Serves as a basis or outline for future & more detailed process maps

Establish the main product or service

Define primary suppliers & customers

Reach a consensus on where the process starts and ends

Define the main tasks of value (in any order)

Put the tasks in order

Review with team

Adjust if necessary

Keep it Simple

Identify all Inputs & Outputs

ExampleHOW TO DO THE LAUNDRY

How to dothe laundry Dad

The Family

CustomersSuppliers

SME (Mom)Process Users

Dirty clothes Clean clothesClean clothes

When the cleanclothes are returned to

their proper placeWhen laundry bins are

full or on a schedule

Start CollectClothes from Bins

Sort clothes according to color Wash clothes Dry clothes Fold clothes Return clothing to

owner End

Each pass will uncover more detail

Architecture Map

Process Map

Agenda

IntroductionBenefits of

Process Mapping

Process Mapping Overview

Scoping the Process Summary

SummaryProcess Mapping is a tool for Project Managers◦ Improves communication◦ Defines process◦ Help Identify problems

Numerous methods can be used to map◦ No “one size fits all”

Scope the Process◦ Communicate clear & defined expectations to process team◦ Establish scope of the process & its boundaries◦ Define the product and/or service deliverables◦ Evaluate the purpose of the process – The Why◦ Define who are the key customers◦ Understand the needs of the customers◦ Determine key processes that supply inputs◦ Document the activities & their sequence

Questions?THANK YOU FOR YOUR TIME!