primer for process mapping

A Primer For Mapping Processes

Quantum Associates, Inc

The Need for Process Improvement

“It is clear that there is no longer room for negotiation in this new age of increased aggressive competition. Running the race of better, faster, cheaper leaves little time for rework. Unlike any other business eras, companies now have less room to differentiate themselves based on product or service positioning; rather they are being forced to focus their attention on process improvement to showcase their reliability and focus on the customer.”

American Productivity and Quality Center

Quantum Associates, Inc 2

What Is a Process?

• A group of activities which , together, achieve a specific goal.

• Inputs are transformed into outputs.


Process Examples

• Order fulfillment process• Employee recruitment process• Sales operations planning• Strategic planning • New product development


Process Maps

Visual Tools of a Process


Process Maps

Maps allow us to:•Understand a process•Simplify the process based on that understanding•Implement or eliminate processes through a multi-step methodology •Redesign the process


Process Maps

• Diagrams which show each step of the process

• Similar to flowcharts• Represent the logic necessary to achieve the

desired result


Process Maps

Operations As A Process

OUTPUT

MaterialMachinesLaborManagementCapital

Goodsor

Services

INPUT Transformationprocess

Feedback

© 2000 by Prentice-Hall IncOperations Management

A Picture is Worth 1000 Words


Process Maps

Attributes of Process Maps•Intuitive•Understood at every level of an organization•Sophisticated enough to model complex activities•Prevent ambiguity•Make effective use of time available to analyze a process•Identify process-related issues


Process Maps

Key Terms•Alternative Path: One or more options are presented that create a path off the primary path.

•Decision Criteria: When incorporating alternative paths into a map, there must be a choice to be made between 2 or more options; the question being asked should be specific.

•Inspection Point: A pass/fail decision to test an output in process.


Process Maps

Key Terms (cont’d)•Input: Materials, money, people, information, or other factors that are essential to the process

•Output: The end result -- the product or service that a customer receives

•Parallel Process: Another process that can be executed at the same time as the primary process

•Primary Process: The tasks that must be carried out in order to achieve a desired output from given inputs


Process Maps

• The rectangle represents each task of step within the map

• The parallelogram represents inputs

• The oval represents the process boundary

• The diamond represents a decision ?

Process Mapping Symbols


Process Maps

Step 1: Select a process

Step 2: Define the process

– Goals– Input– Output

How to Create a Process Map


Process Maps

Step 3: Map The Primary Process

• Define the tasks that will be required to reach the desired output

• Incorporate appropriate symbols in your map

• Make sure to show parallel processes

How To Create a Process Map (cont’d)


Process Maps

How To Create a Process Map (cont’d) Step 3: Map the primary process (cont’d)• Determine Inputs and outputs of each step• Determine the sequence of steps• Identify people, functions, or roles that perform each step


Process Maps

Step 4: Map alternative processes

• Map points along the primary process where decisions are made

• Recognize one or more alternative paths

• Merge those paths back into the primary path

How To Create a Process Map (Cont’d)


Process Maps

Step 5: Map Inspection Points

• Use these points to error-proof your map

• Useful to better satisfy customers and/or cut down on costs and time

• Points could lead into rework loops or do-over loops



Process Maps

Step 6: Use Your Map to Improve the Process• Eliminate non-value-added steps• Set standards for the process

– What will pass and what will fail



Process Maps

Cross Functional Process Mapping•Place a large (at least 3’ X 6’) piece of paper on a wall.•Draw one horizontal or vertical band for each function involved in the process.•Label the functions, starting with the customer (internal or external) at the top, and then the functions closest to the customer.


Process Maps

Cross Functional Process Mapping•Use the group interview method and a skilled facilitator whenever possible•Select the right people to create the map

– Knowledgeable of the process– Interested in improving the process– Available and will stay for the duration


Process Maps

Cross Functional Process Mapping•Establish ground rules at the start and post them on a flip chart•Use a room large enough that people can easily move around•Have plenty of paper to write on•Ask each group member to write on Post-it NotesTM the steps that make up their function’s portion of the process, and place the Post-it NotesTM on the map.


Process Maps

Cross Functional Process Mapping•Re-sequence the Post-itsTM until the group is satisfied that the process is accurately mapped.•Add and label all inputs and outputs to complete the map.•Consider using a laptop or other computer to record information as you work


Process Maps

Cross Functional Process Mapping•Keep the energy flowing•The facilitator should act as a catalyst to jump-start the group and help keep the group on track•Respect everyone’s contribution•Post the map so everyone can review it for correctness


Process Maps

Cross Functional Process Mapping•There should be no improvements made to the map during the review period•After sufficient review reconvene the group to start the “Should Be” map and to resolve all the open issues


Benefits of Process Maps

•Simplified processes •Higher efficiencies in employee tasks •Greater understanding of processes and procedures •Cost savings from elimination of redundant or unnecessary tasks •“Opportunities” are addressed and corrected faster •Better training programs


Process Mapping Successes

• Manufacturer of paper loudspeaker cones reduced product development cycle time from 18 months to 6 months in first pass process mapping session.


Process Mapping Successes

• A food products company achieved the following results over a 26 month period– Reduced sample order deliver cycle from 14 days to 3

days– Shortened production delivery cycle from 10 days to 6

days– On time shipments rate jumped from 56% to 91%


High-level Process Maps

•Useful in beginning of the redesign process•Contain the essential parts of a process•Focus on performance goal•Helpful for generating innovative ideas


High-level Process Maps

Input

OutputSub-process Sub-process

Sub-process Sub-process

Performance goal


Summary

Process maps are:• Simple and effective ways of visualizing and

understanding a process• Valuable and unique quality improvement tools• Waste (lean) management tools• Everyone involved can take part in improving the

process


primer for process mapping

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