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  • In today’s Process modeling and Process Mapping landscape most of the tools in the market require the input of internal decision making and support staff, but are so complex and expensive that nearly all require the use of professional consultants before they can produce useful product. This sets up a communication problem between project managers and internal analysts trying to transfer knowledge between the various groups. This is frequently not the fault of the project manager or the internal IT professional, but because of the tools and methods used for complex automation tasks, the business and step by step process requirements are not understandable to the internal decision or user staff. Talk about the context of category of the market place … reflect in the heading
  • So these are some of the applications for processes, now why is it so hard to document them? Well this slide gives you a pretty good idea. With so many standards out there and no common language to describe them, it’s little wonder that many try to avoid documenting processes, particularly in graphical form. For those that are using symbols to represent the process, there are often too many to choose from. A recent leading industry organization has just defined a symbol set for the average business person to use, it has 39 symbols. I can hear the snoring starting already. In addition, techniques are just to complex for the average individual to grasp, and add a frequently high cost associated with specialized products and you have a lot of issues to contend with.
  • We believe that the market will take a different approach to tools and technique when documenting processes. Simplifying processes is the key to this strategy. Making process capture and analysis tools easy to use and available at lower cost for all staff members to participate in these projects and is crucial to boarder based adoption of process mapping across the organization. By taking this approach a much wider audience can use a Process Mapping tools to document their “as is” models, and start the analysis process to improve and optimize them prior to implementing and automation.
  • Shorten the quotation….
  • We now have 700 companies using TaskMap for a wide variety of applications.

Transcript

  • 1. TaskMap ® Harvard Computing Group June 2009 “ TaskMap is the most feature rich cost-effective tool available for defining processes. TaskMap has enabled Natural SPI consultants to design and develop effective processes that provide significant benefit to our clients.” Michael West, CEO Natural SPI Milestones 2004 TaskMap launched 2005 50 companies using product 2006 2007 2008 150 companies using product TaskMap Professional released 800 + companies using product
  • 2. Why TaskMap is a good match for our needs
    • Overview of company
    • The problem it solves for the organization
    • Examples
    • References
    • Options and training
    • Q and A
  • 3. Customer name needs
    • A simple, affordable and consistent way to communicate & improve enterprise processes
    • Web based delivery, cutting paper costs and providing users immediate access to the latest information about a process or procedures. One source for the truth…
    • Need to link to many existing systems and data without changing them
    • Leverage Best Practices in IT and other relevant areas to gain a fast start and avoid “ reinventing the wheel ”
  • 4. Current BPM Marketplace: Complex and costly implementation cycles Process capture Optimization Implementation Increasing costs Increasing complexity Professional consultants required Complex tools and methods Internal decision making and user staff Analysis Vendors primarily focused on sales of high priced complex systems to professionals who support them
  • 5. Why is it hard to document processes?
    • There are too many standards – all of them different
    • No common language to describe them
    • Too many symbols
    • Techniques are too complex
    • Only taught to specialists – e.g. engineers and project managers
    • Products are often expensive
  • 6. Accelerates and broadens rapid and accurate documentation of processes Process capture Analysis Optimization Implementation Increasing costs Increasing complexity Professional consultants required Complex tools and methods Internal decision making and user staff
  • 7. What makes TaskMap different
    • A unique visual model to represent tasks, processes and projects that everyone understands in minutes. No need for reports. Everyone understands a TaskMap.
    • Authors can learn to create a TaskMap in an hour or less.
    • Can be used for all operational instructions, best practices and replacing lengthy documents with precise easy to follow visual images.
    • Reduces training and communication costs by a factor of 10. Cuts staff learning time about processes and procedures from days to hours. Little or no learning curve. 700 plus customers in 2008.
    • The simplest and most cost effective process improvement solution in the marketplace. Everyone can participate, communicate and improve. Strategic results are achieved because of its simplicity. Major clients in Healthcare and Finance and Government.
  • 8. Competitive Advantage
    • Easier to learn and use
    • Price advantage for both Standard and Professional versions (50-75 percent lower)
    • Web-based output and Excel input
    • Integration with MS Office products
    • Microsoft partnership (Visio and MVP)
    • Addresses business not just technical or professional users (much larger need in the organization)
  • 9. Competitive matrix Courtesy of iSix Sigma magazine
  • 10. TaskMap: Single source application to final output Excel TaskMap Pro Only Web PDF Word (2009)
  • 11. Products and Services
    • TaskMap Standard Edition
      • Ideal for process documentation and communication
      • Standalone and network licenses
    “ The business processes being reviewed by our project team were originally depicted in flowcharts. Subsequently, the flowcharts were restated as TaskMaps. Project team members and associated business managers were asked which they preferred – flowcharts or TaskMaps. The unanimous response? TaskMaps. The project team has adopted TaskMaps as the standard tool in the capture, analysis, and presentation of business processes.” Nelson Osborn Director, IT Corporate Initiatives Sanmina-SCI Corporation
    • TaskMap Professional Edition
      • Ideal for analysis and improvement applications
      • Standalone and network licenses
  • 12. TaskMap Professional Edition
    • Data visualization
    • Improved capability to create analysis and improvement applications
    • Excel data capture and updating
    • Database connectivity
  • 13.  
  • 14. Complete ITIL Best Practice Suite Copyright 2008 Harvard Computing Group: THIS COPY NOT FOR RESALE OR INTERNAL REUSE
  • 15. ITIL Best Practice Suite includes:
    • Organizational license of the complete set of linked TaskMaps ready to use ITIL templates:
      • Incident management and resolution
      • Software Release management,
      • Change Management
      • Service desk
    • An electronic copy of the best practices document used to create the templates (based on the MOF ITIL extensions)
    • 1 single user license of TaskMap Pro
    • 2 hour online training session to review the templates
    • 1 yr maintenance plan for the TM Pro license including all upgrades and incident support
    • 1 Process passport which includes 4 one hour training courses
    Copyright 2008 Harvard Computing Group: THIS COPY NOT FOR RESALE OR INTERNAL REUSE
  • 16. Training programs
  • 17. Consulting
    • Knowledge capture and transfer - Capture of existing processes - Designing interview questionnaires - Conducting interviews with subject matter experts - Development of training materials for knowledge transfer
    • Process analysis and improvement - Review of existing processes - Analysis of existing processes - Recommendations for improvement opportunities - Creation of "as is" and "to be" process maps - Facilitation services
    • Project Management - Project management services and templates - Risk analysis - Outsourced project management services Visual and communication analysis and conversion - Usability analysis of existing process maps - Conversion of "swimlane maps" to TaskMap format - Testing and roll-out recommendations for new applications
  • 18. How the TaskMap system works
  • 19. TaskMap modeling
    • Using TaskMap for ITIL applications click for details
    • Activity/Task symbol includes:
      • Controls (guidelines)
      • Resources
        • Tools, systems, materials
      • Inputs (Task link or user defined field)
      • Outputs (Task link or user defined field)
      • Roles (Responsible and 4 supporting roles)
      • Task numbering and renumbering
      • Time taken (for elapsed time between tasks as well as tasks)
      • Notes
      • Hyperlinking to each element
  • 20.  
  • 21. Creating hyperlinks
    • Hyperlinks can be created to link:
      • Connectors
      • Drill down
      • Sub processes within Tasks/activities
      • Documents (to within document with bookmarks)
      • Programs
      • Email address
      • Web pages (internal or external URLs)
      • Roles and directories
      • No limits to number of links per connection
    • Click for example here with drill down published to web
    • Hyperlinks can be created to link:
      • Connectors
      • Drill down
      • Sub processes within Tasks/activities
      • Documents (to within document with bookmarks)
      • Programs
      • Email address
      • Web pages (internal or external URLs)
      • Roles and directories
      • No limits to number of links per connection
    • Click for example here with drill down published to web
  • 22. How to create hyperlinks ( click image for live demo file )
  • 23. Image files and screen shots
    • In addition to hyperlinks to relevant files, screen shots can also be used to create a visual example of how a process or procedure should be followed
    • Go to next slide and click to see example
  • 24.  
  • 25. Connectors and numbering
    • Numbering scheme links page name to the Task numbering scheme
    • Automatic generation of unique Task IDs : Each Task shape in a map should have a unique ID, and each ID should reflect the context within the process where the Task resides. TaskMap automatically assigns a unique ID to each Task based on its location within the process, accomplishing both objectives. TaskMap also allows users to renumbers Tasks as a process evolves.
  • 26. Hyperlinks on connectors
    • Automatic hyperlink updates on Connectors : When TaskMaps span multiple pages, the Connector shape allows users to create dynamic page-to-page links using the built-in hyperlink facility. These links typically lead to specific Tasks on the target page so process map users know exactly where the process resumes.
    • In some process mapping applications, if the user changes the ID of the hyperlink target, e.g., the Task ID on the target page, the hyperlink is broken. Not only does TaskMap update the underlying hyperlink when target Task IDs change, it also updates the label on the Connector shape and the mouse-over text (tooltip) that is displayed when the user hovers over the Connector.
    • CLICK TO SEE CONNECTORS IN ACTION (then click on connector)
    • Automatic hyperlink updates on Connectors : When TaskMaps span multiple pages, the Connector shape allows users to create dynamic page-to-page links using the built-in hyperlink facility. These links typically lead to specific Tasks on the target page so process map users know exactly where the process resumes.
    • In some process mapping applications, if the user changes the ID of the hyperlink target, e.g., the Task ID on the target page, the hyperlink is broken. Not only does TaskMap update the underlying hyperlink when target Task IDs change, it also updates the label on the Connector shape and the mouse-over text (tooltip) that is displayed when the user hovers over the Connector.
    • CLICK TO SEE CONNECTORS IN ACTION (then click on connector)
  • 27. Activity reporting
    • Reports include:
      • All meta data
      • for tasks, task
      • links and
      • connectors
  • 28. Reporting
    • Click to see web report in Excel format
    • Reports are wizard driven and include the following options
      • Excel, HTML, xml and Visio
      • Roles, Task Descriptions, TaskIDs, Task links, Guidelines, Resources, notes, time taken, risks, controls, task frequency and user defined fields.
  • 29. Sharing and updating files
    • TaskMap stores files in .vsd format
    • Version and revision control can be used with SharePoint and other repositories
    • Web files can be published and distributed with viewing controls based on the audience needs. No software required but a browser.
    • Redlining and notation in the file is supported by:
      • Notes feature in TaskMap Standard Edition
      • User defined text field in TaskMap Pro
      • Visio 2007 Notes and comments field
      • Excel notes and change control
  • 30. TaskMap Capture for Excel
  • 31. Enforcing consistent rules in model
    • Simple to use and understand symbol set
    • Automatic visual shape enhancement : Most products rely on text labels or callouts to display data about steps in a process, and even worse, the person creating the map must manually create and position data items for display.
    • TaskMap, on the other hand, automatically generates Task shape enhancements that visually represent the data and provide key process details. For example, the TaskMap designer merely enters the description of a Guideline or Resource, or selects a role name from a pre-defined list, and the software automatically modifies the appearance of the Task shape to represent those crucial details.
  • 32. Enforcing consistent rules in model
    • Visual representation of hyperlinks : While some other process mapping tools provide the ability to create links to documents, the presence of hyperlinks typically isn't obvious until a map user rolls their mouse over a hyperlinked object.
    • TaskMap technology automatically places a hyperlink indicator on every hyperlinked object.
    • See example on the next slide
  • 33. Example of hyperlink visualization
  • 34. Products and Services
    • TaskMap Standard Edition
      • Standalone and network licenses
      • Starting at $249 per user
        • Includes single license, training and online tech support
      • Enterprise licensing starts at $3,735
        • Includes 5 concurrent licenses
        • Unlimited installs on Visio 2003/2007
        • Training for 15 staff
        • Incremental licenses are $747 each
        • Volume discounts apply after 25 users
  • 35. TaskMap Professional Edition
    • Data visualization
    • Improved capability to create analysis and improvement applications
    • Excel data capture and updating
    • Database connectivity
    • Starts at $449 per user (includes one license of TaskMap Capture for Excel)
    • Enterprise licensing starts at $6,735
        • Includes 5 concurrent licenses
        • Unlimited installs on Visio 2007 Professional
        • Training for 15 staff
        • Incremental licenses are $1,347 each
        • Volume discounts apply after 25 users
  • 36.  
  • 37. References “ The primary reason for choosing TaskMap is the consistent yet uncomplicated method of TaskMap which makes it a good deal easier to record and communicate this complex process with its numerous interdependencies and touch-points in a straightforward manner… Now we can wrap all the tough thinking and hard work into a clean and tidy parcel!” Barry Steyn Vice President - Finance Department Manager Riyad Bank Riyadh, Saudi Arabia
  • 38. References One of our earliest efforts to use TaskMap involved the customer feedback process. Mapping the process identified redundant and unnecessary steps that we could eliminate to the point that we cut the monthly cycle time from 33 to five hours – a 78% reduction in staff time every month. These savings immediately galvanized managements support for TaskMap. From our initial few licenses for TaskMap, we have moved to enterprise licensing of both TaskMap and TaskMap Professional so that employees in our offices around the world can have access to this valuable solution. The dual benefits of process improvement and clarity of communication are immense. Process Improvement Director at major Pharma
  • 39. References “ The business processes being reviewed by our project team were originally depicted in flowcharts. Subsequently, the flowcharts were restated as TaskMaps. Project team members and associated business managers were asked which they preferred – flowcharts or TaskMaps. The unanimous response? TaskMaps. The project team has adopted TaskMaps as the standard tool in the capture, analysis, and presentation of business processes.” Nelson Osborn Director, IT Corporate Initiatives Sanmina-SCI Corporation
  • 40. References
    • “ We are a medium-sized hospital in western Connecticut. The installation of 19 applications in the Cerner Millennium suite of products caused us to review our processes. As an engineer by education I looked hard for a mapping technique that could be used by administration as well as clinical staff. The TaskMap system possesses the traits our user community can most appreciate: it can be taught in a few hours, it is simple, the functionality supports web presentation and linking of related documents and its help files are extensive. Information Services supported the education of 40 staff. These people are using the TaskMap system as well as serving as consultants for the hospital. We have over 20 process initiatives employing TaskMap as their tool to document the “as is” situation, the “desired state” and the movement to the “desired state”. All this has happened over the 6 weeks since training.
    • A user conference in early October will see TaskMap output. We are describing our newly installed, electronic-supported coding process for the emergency department. It will assist in understanding how we have improved our manual process and our emergency department documentation. Attendees will see the integration of our tasks with their supporting policies, procedures and tools. It is a very powerful visual tool.”
  • 41. References
    • "You can’t beat the simplicity and ease-of-use of TaskMap", according to Karl Scott, both for people creating maps and for those using them. “TaskMap does what it advertises.” And the simplicity is saving him money – he estimates that it takes much longer to document each of Synagro’s processes with ANY other solution.
    • Karl Scott, Vice President of Corporate Development and IT, at Synagro in Houston
  • 42.  
  • 43.  
  • 44. “ TaskMap is a unique tool that can be used by any healthcare organization to capture and communicate key processes. One advantage of TaskMap is that it's user-friendly results in consistent approaches to process capture in the organization. It addition, it can be used at all staff levels very successfully. TaskMap is a documentation tool that can be applied to business and administrative procedures as successfully as clinical processes.” Thom J. Sloan, MBA, FACHE Vice President of Business Development Texas Medical Foundation