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B pprocessv3 brown papers-gsw

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Gemini Deck

Gemini Deck

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  • We will first talk about: Why? What is a BP? How is it built? And who is involved? Why do you think we use BP’s in an A&D (go to flip chart and draw out need for speed and the need for an emotional/rational approach)
  • This is what a process flow looks like . . . What else might you see on a BP (cycle time, costs, volume, who)
  • GSW staff will be available to help
  • GSW staff will be available to help
  • Transcript

    • 1. Brown PaperProcess MappingGemini Skills WorkshopJuly 1998
    • 2. Outline of Session• Purpose of a Brown Paper• Elements of a Brown Paper• Building a Brown Paper• Appendix – What to include – Practical hints – Preparing for presenting at a Brown Paper Fair Gemini Consulting Limited • Proprietary and Confidential -2- BP process v3.ppt
    • 3. PURPOSE OF A BROWN PAPERThe Brown Paper helps identify and gain support forOpportunitiesThe Brown Paper... ...describes the process as it works today from start to end ...may be used to describe the process as it should be ...shows the big picture ...is high touch, low-tech ...identifies strengths and opportunities ...captures the complexity and disconnects of operational issues ...quantifies elements of timing, volume, resource requirement ...develops enthusiasm and ownership of issues ...builds project momentum ...is self-explanatory Gemini Consulting Limited • Proprietary and Confidential -3- BP process v3.ppt
    • 4. PURPOSE OF A BROWN PAPER Why Do We Use Brown Papers? For Gemini... . . . and the ClientThe Gemini Team . . . The Brown Paper map . . . • . . . often has limited time to gather • . . . describes the process as they information use it today and identifying who gets involved, how, and where • . . . understands the “generic • . . . identifies strengths and process”, but not the process opportunities as they see them specific to the client • . . . provides the basis for further • . . . has hypotheses of potential data gathering / studies opportunities - based on limited data and past experience, which need to • . . . helps to mobilise the client and be tested allows them to focus on the opportunities without blame • . . . needs to surface the politics and emotions involved in the current situation The technique is superb at breaking down hierarchical boundaries and developing broad client ownership Gemini Consulting Limited • Proprietary and Confidential -4- BP process v3.ppt
    • 5. ELEMENTS OF A BROWN PAPER What Does a Brown Paper Process Map Look Like? Title Brown Paper • xxxxxx • xxxxxx xxxxxxxxxxxxxx xxxxxxxxxxxxxx xxxxxxxxxxxxxx xxxxxxxxxxxxxx xxxxxxxxxxxxxx xxxxxxxxxxxxxx xxxxxxxxxxxxxx xxxxxxxxxxxxxx xxxxxxxxxxxxxx xxxxxxxxxxxxxx xxxxxxxxxxxxxx xxxxxxxxxxxxxx xxxxxxxxxxxxxx xxxxxxxxxxxxxx xxxxxxxxxxxxxx xxxxxxxxxxxxxx xxxxxxxxxxxxxx xxxxxxxxxxxxxx • xxxxxx xxxxxxxxxxxxxx xxxxxxxxxxxxxx xxxxxxxxxxxxxx xxxxxxxxxxxxxx xxxxxxxxxxxxxx • xxxxxx xxxxxxxxxxxxxx xxxxxxxxxxxxxx xxxxxxxxxxxxxx xxxxxxxxxxxxxx xxxxxxxxxxxxxx xxxxxxxxxxxxxx xxxxxxxxxxxxxx xxxxxxxxxxxxxx xxxx xxxxxxxxxxxxxx xxx xx Task Strength Live Red Flags Link to Another SummarySign-in (Typically Documents Highlighting Process of Sheet Green) Key Opportunities Summary Strengths Decision Clarification Opportunity of (Typically (Typically Opportunities Yellow) Pink) But for every standard there are exceptions — check what’s preferred by the client or the project manager! Gemini Consulting Limited • Proprietary and Confidential -5- BP process v3.ppt
    • 6. ELEMENTS OF A BROWN PAPERUse the following symbols for activity, decision andlink to another process • Describes activity/task performed • Starts with an action verb Task • Use few words (less than 5) – e.g. “Receive order”, “Dispatch sales person”, “Give feedback to customer” etc. • Include organisation unit/person who does the task today – Both official and daily life names Yes xx% • Describe decision as a yes/no question “Question” – e.g. “Fault found in local loop?”, “Found OK?”etc – Write English translation in brackets underneath • Quantify outcome (volume, percentage) No xx% “Process Name” • Link to another process flow outside this Brown Paper • Comments • Describe required input/output Gemini Consulting Limited • Proprietary and Confidential -6- BP process v3.ppt
    • 7. ELEMENTS OF A BROWN PAPERUse the following symbols for comments and to flag anopportunity • Comment on activity, process flow etc. Comment • Include valuable information, e.g: – man-years used for activity – number of iterations (rework) – dwell times – etc. Flag an Opportunity “#” • Highlights an opportunity to improve • Number flag to reference it Name of • Shows that an information system is involved IT system • Include valuable information, e.g: – name of systems – responsible persons – link to other IT support system s – etc. Gemini Consulting Limited • Proprietary and Confidential -7- BP process v3.ppt
    • 8. ELEMENTS OF A BROWN PAPERConnect activities with lines and arrows • Standard activity connection with flow direction • Indicates that flow lines cross each other • Indicates telephone or other electronic transmission Draw the lines on the brown paper itself - first with a pencil (draft), then with a thick black pen Gemini Consulting Limited • Proprietary and Confidential -8- BP process v3.ppt
    • 9. ELEMENTS OF A BROWN PAPERPlacement of Panels on Brown PaperTo the far left: introduction to the To the far right: summary ofBP, who made the BP and sign in findings, strengths andsheet. opportunities P A N E LS AT T A C H ED T O BR O W N PA P ER B R O W N P A P E R S T A N D A R D S P ro c e s s N a m e S ta r t p o in t: F in d in g s E n d P o in t : A s s u m p tio n s : F in d in g o n e C re a te d B y : O r g a n is a t io n / U n it : P hone: F in d in g tw o F in d in g s F in … … ( F la g g e d ) e tc . L o c a t io n : D a te : P R O S J E K T ‘9 8 P R O S J E K T ‘9 8 1 9 :0 9 2 0 -1 0 - 9 4 T o o ls - ( 0 4 2 ) B r o w n P a p e r S t a n d a r d s - 34 - 4 :3 1 a m 1 9 /1 0 /9 4 T o o ls - (0 4 2 ) B ro w n P a p e r S ta n d a rd s - 15 - P A N E LS AT T AC H ED T O BR O W N P A PE R B R O W N P A P E R S T A N D A R D S W h a t is a B r o w n P a p e r ? S tre n g th s B r o w n P a p e r s a r e u s e d to i llu s tr a t e p r o c e s s flo w s in a h i g h - to u c h , lo w - te c h w a y . B y in c o r p o r a t in g t h e v ie w s o f a b r o a d c r o s s - s e c tio n o f e m p lo y e e s w h o p a r tic ip a t e • S tre n g th o n e o r a r e a ffe c t e d b y th e p r o c e s s e s , B r o w n P a p e r s p r o v id e in s ig h ts in to s t r e n g th s a n d o p p o r tu n it ie s , a n d h ig h li g h t fo c u s a r e a s fo r im p r o v e m e n t • S tre n g th tw o Y O U R P A R T IC IP A T IO N • S tr… P le a s e a d d y o u r • • R ed G re e n H ig h lig h ts a n o p p o r tu n it y t o im p r o v e H ig h lig h ts a s t r e n g t h to b e p r e s e r v e d • … • Y e llo w C o m m e n ts o n p ro c e s s flo w P le a s e s ig n t h e lis t b e lo w w h e n y o u h a v e g o n e t h r o u g h t h e B r o w n P a p e r • e tc . TH A N K S FO R Y O U R H E LP ! 1 9 :1 2 2 0 -1 0 - 9 4 P R O S J E K T ‘9 8 T o o ls - ( 0 4 2 ) B r o w n P a p e r S t a n d a r d s - 35 - 4 :3 1 a m 1 9 /1 0 /9 4 S tre n g th s P R O S J E K T ‘9 8 T o o ls - (0 4 2 ) B ro w n P a p e r S ta n d a rd s - 15 - P A N E LS AT T AC H ED T O BR O W N P A PE R B R O W N P A P E R S T A N D A R D S R e v ie w e d b y O p p o r tu n itie s • O p p o r tu n ity o n e • O p p s tw o • O pp… • … • e tc . P R O S J E K T ‘9 8 P R O S J E K T ‘9 8 4 :3 1 a m 1 9 /1 0 /9 4 T o o ls - (0 4 2 ) B ro w n P a p e r S ta n d a rd s - 15 - 1 9 :1 4 2 0 -1 0 - 9 4 T o o ls - ( 0 4 2 ) B r o w n P a p e r S t a n d a r d s - 36 - Gemini Consulting Limited • Proprietary and Confidential -9- BP process v3.ppt
    • 10. ELEMENTS OF A BROWN PAPERUse different coloured “Post-it” notes for comments Red • To point out an area of improvement Green • To point out a strength • To comment on process flow Yellow – e.g. disagreement with the way the process has been mapped Gemini Consulting Limited • Proprietary and Confidential - 10 - BP process v3.ppt
    • 11. BUILDING A BROWN PAPERThe “Brown Paper process” includes more than theactual mapping of the process flow Plan Do Review Prepare Logistics Build Review Analyse• Hypothesize • Invite the • Map the “As • Invite people • Analyse for about todays “right” people Is” process to give root causes process to build the flow comments to • Try to process flow the Brown • Gather as understand Paper• Think about • Logistics much costs, cost what information • Validate the drivers and information around the Brown Paper key you need to process as with staff and performance validate possible management indicators hypothesis • Arrange Brown Paper Fairs Gemini Consulting Limited • Proprietary and Confidential - 11 - BP process v3.ppt
    • 12. BUILDING A BROWN PAPERHow do I start?Prepare• Be clear about the objective and scope Pl a• Hypotheses about the process today n – and about benefits, opportunities, data• Create a draft of the process• Decide appropriate level of detail – given the potential opportunities and time constraintsSet-Up Logistics• People to make it (owner, credible experts & users, facilitator/helper)• Prepare materials (cut/taped brown paper, post-it’s, icons)• Location (wall space, strong wall-paper)• Time contract Gemini Consulting Limited • Proprietary and Confidential - 12 - BP process v3.ppt
    • 13. BUILDING A BROWN PAPERHow do I create a Brown Paper?Build the Brown Paper• Reiterate objectives and expectations Do• Clarify scope - start and end points, interfaces• Provide some guidance on level of detail• “Just-do-it” — it’s easy to course correct, but it’s painful to procrastinate• Identify where you need further details and arrange next steps to get them• Capture strengths and opportunities as you progress• Ask the participants at the end what they think the key opportunities and concerns are• Allow time for client to air complaints and frustrations Gemini Consulting Limited • Proprietary and Confidential - 13 - BP process v3.ppt
    • 14. BUILDING A BROWN PAPERWhat do I do next? Review Rev • Follow-up next steps iew • Smarten up the paper as necessary • Capture/review builds from review group(s) • Highlight and validate key strengths and weaknesses Analyse • Design necessary in-depth studies • Identify “Early Wins” • Identify root causes • Look at the process from a customers point of view • Use the BP as a starting point to understand costs, cost drivers and key performance indicators Gemini Consulting Limited • Proprietary and Confidential - 14 - BP process v3.ppt
    • 15. Appendix – What to include – Practical hints – Preparing for a Brown Paper Fair Gemini Consulting Limited • Proprietary and Confidential - 15 - BP process v3.ppt
    • 16. WHAT TO INCLUDEThe Brown Papers should include facts to enable acomprehensive evaluation of the process• Person/function carrying out each activity (who does what)• How many people involved• How much time is spent in the process/activity (man years used)• Volumes, Values of flows• Backlogs• Touch times• Time in system – elapsed time, cycle time• Dwell times & reasons – e.g. “rest” time on a desk before being processed• Errors – how often Gemini Consulting Limited • Proprietary and Confidential - 16 - BP process v3.ppt
    • 17. WHAT TO INCLUDEThe Brown Papers should include facts to enable acomprehensive evaluation of the process (cont.) (Cont:)• Rework - Nº of iterations• Checking – when, by whom, how much time, why• Approval points & funding gates• Authority level needed to take decision, sign document etc.• Interface traffic & hand offs – mail, telephone, office system, E-mail etc.• Input/output that are required• Duplication of work at boundaries• Information about the IT systems used in the process Gemini Consulting Limited • Proprietary and Confidential - 17 - BP process v3.ppt
    • 18. WHAT TO INCLUDEGet as much written information around the process aspossible• Attach copies of actual documentation used, e.g. forms• Obtain copies of all working documents• Get documents/reports describing process• Get information on past and present initiatives that address the process – Project Plan – Names, org. unit and phone numbers of key persons involved in the initiative – Preliminary reports etc.• IT systems supporting the process should be clearly shown on the Brown Paper – indicate along the process where the different IT systems are used (e.g. use different icons for different systems) – have a separate section on the Brown Paper describing the different IT systems Gemini Consulting Limited • Proprietary and Confidential - 18 - BP process v3.ppt
    • 19. PRACTICAL HINTSSome practical hints• Have complete supply kit – Keep a spare set of icons - you never have enough• Strengthen the edges of the Brown Paper with tape• Use yellow or white “Post-it” notes first for each activity/task before rewriting them on white rectangles• Make sure hand-written text is easy for others to read• Draw connections with a soft pencil first, to enable adjustments• Initially attach papers in a way that they are easy to move around – Don´t glue down any papers until the Brown Paper has been reviewed• Make sure you use glue that will last• Tape “post-its” on with small tape Gemini Consulting Limited • Proprietary and Confidential - 19 - BP process v3.ppt
    • 20. PRACTICAL HINTSSome process hints• Prepare a rough draft (high level flow) – Based on preliminary discussions and knowledge on a separate sheet and integrate with content experts• Clearly define the start and stop points in the process• Manage the scope – Do not try to depict a lengthy/complex process Flow in a single session• Clear objectives• Get “creators” to do the work while joint team member “facilitates” – When they get involved they will really feel ownership for the outcome• Focus on what really happens - not what is supposed to happen• Keep participants focused on the “As Is” - not the “To Be”• To maintain continuity try to have a team of people that can be there for the whole session when constructing the Brown Paper Gemini Consulting Limited • Proprietary and Confidential - 20 - BP process v3.ppt
    • 21. PRACTICAL HINTSSome process hints (cont.)• Continue probing, what else?, what happens next?, how often?• Keep them moving; don´t let them deliberate too much (maintain focus)• Remember the 80:20 rule when driving the detail• Integrate “presenting back” what is on paper – This helps clarify the process and facilitates knowledge transfer• Never leave the Brown Paper to be done by people who do not have the proper training• Always ask: who else should see this, or who else is involved in the process? Gemini Consulting Limited • Proprietary and Confidential - 21 - BP process v3.ppt
    • 22. PREPARE FOR A BROWN PAPER FAIR How Do I Prepare for a Brown/White Paper Fair1. Schedule Time(s) 3. Communicate Expectations – There will never be a perfect time - be & Promote the Event brave and pick one - with interest, people – Use all available methods of will make time communication (meeting cascade, E-mail, – May need a few events e.g. night shifts; 1-2-1’s) different sites/offices; management &/or – If necessary create concern / intrigue to others ensure participation – Pre-position key clients to be there2. Plan the Logistics and be interested – Client owner / champion - at /near ‘the top’ – Discuss behavioural norms – Coordinator with time and 4. Prepare the Papers accountability(client & Gemini involvement – . . . And prepare the people to ‘man’ them needed) – Too perfect and people won’t want to – Agenda criticise – Room & layout – Appropriate running order of the papers 5. Do It – Extraordinary needs - popcorn in America, – Welcome and ‘sign-in’ at entrance Oompah bands in Europe! – Keep the atmosphere up beat – Launch / instructions by a (client) leader – Role-model listening and post-it issues capture, and coach people to do it – Hand-out for guidance and to collect feedback 6. Follow-up – Expect, plan for, and fulfill/manage the Gemini Consulting Limited • expectations that are generated Proprietary and Confidential - 22 - BP process v3.ppt
    • 23. PREPARE FOR A BROWN PAPER FAIRHow do I Present the Brown Paper?• Define the work process flow: – Purpose of the flow – Legend describing brown paper icons• Describe the client involvement: – Participation from people in various functions• Describe the process analyzed: – Identify the process – Describe the beginning and end point of the process – Describe major blocks of activity in the process• Describe activities and decisions – Capture vital details (ratio, # of times, etc.) – Understand decision dynamics • Made alone/group • Importance/frequency • Individuals involved• Describe overall strengths and opportunities: – Key comments and anecdotes made by client participants – Solicit input from the audience – Summarize strengths and opportunities Presentation of the process can be anywhere from five minutes to one hour depending on the objectives of the presentation. Gemini Consulting Limited • Proprietary and Confidential - 23 - BP process v3.ppt
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