How to conduct a successful business process discover analysis session , conducting workshops and conducting user interviews. BPM, Workflow, Process Management, "AS-IS" Analysis

1. Business Process Discovery : Effective “AS-IS” Analysis
Digital Transformation and The Art of Managing Change

2. Often customers are eager to get rolling with the software and minimize the need for a detailed current state analysis
In our experience this is almost always a poor course of action, as the current state analysis forms the detailed basis for the future state design
• Current state provides a performance baseline to measure success against and allows the team to be quantitative regarding process improvements.
• ”As-IS” analysis often identifier hidden technology enables(like excel, access and other custom tools) , hidden process tasks and sometime even hidden procedures too. And can then be
addressed in solution design.
• All process dependencies are identified, thus ensuring other processes are not “broken” as one process is “fixed”
• Key issues identified, fully inform future state design and solution development
Current state analysis also enables to engage all major stakeholders, process owners and key SMEs to build consensus around project objectives.
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Why Current state (“AS-IS”) Analysis

3. www.nimbe.co.uk info@nimbe.co.uk
Current state (“AS-IS”) Analysis steps
Interviews &
Workshop prep
•Interviews
•Workshop Prep
Workshop & Process
Mapping
•Level 1 Map
•Level 2 Map
•Level 3 Map
Detailed assessment
•Assess workflow
•Assess pain points
•Assess technology
•Assess policy
Confirmation
•Stakeholder
Review
•Updated ROI

4. • Level 1 – 3 process maps
• Detailed view of task type
– Manual and paper-driven tasks
– Technology-enabled tasks
• Detailed list of process issues
• Detailed list of technologies used
• Clear understanding of all major roles
• Clear understanding of user experience
• Outline of key policies driving process behavior
• Consensus around key project objectives used to
drive future state design
Current State Assessment
Key Workshop Outputs

5. » Workflow Design Assessment
» Technology/User Experience Assessment
» Resources and Skills Assessment
» Policy Assessment
Current State Assessment
Detailed Assessment

6. • Once the assessment is complete, the key process
stakeholders and SMEs are reassembled to finalize
the analysis
• Project objectives are updated and agreed to
• Project ROI is updated reflecting the new insight
• The project plan is updated and all key project
resources are assembled
• Future state design is ready to begin
Current State Assessment Verification
While this phase is commonly called “current state assessment”, we have really done
most of the design activity in the process; future state design is now a very rapid
exercise

7. • We use Prognition, a process analysis and
business change management solution from Nimbe
(www.nimbe.com), to conduct the workshops and
record the outputs.
• Traditionally workflow/process maps are
created along with use cases or user
stories during such workshops and user
interview sessions.
Current State Assessment
How, what and tools

8. • Process Visibility
• Today's business processes, associated policies and procedures are not only
complex, expensive and demanding, often they are hidden in files and
folders.
• Prognition enables process to be documented and published along with
associated policies and procedures with a click of a button, making your
processes easily accessible and visible for operational, training and auditing
needs.
What is Prognition
• Change Management
• Business change initiatives often fail, not because of technology but due to lack of
alignment, lack of communication and lack of collaboration.
• Prognition helps align, communicate and collaborate not only during process
modelling but also during requirements gathering, development and testing
phases. With pre-built templates for best practices and industry standards and the
ability to customize and create your own methodology, Prognition enables
complete change governance.

9. • During the process analysis phase we use the following features of
Prognition
– Business process and workflow mapping
– Capturing Requirements/User Stories in context to a process or individual activities
– Capturing Paint Points in context to a process or individual activities
– Capturing Objectives, milestones or processes feasibility before performing any “to-be” or future state process
design.
– Capture current forms, reports or other associated inputs and outputs.
Analysis using Prognition

10. • Joint Process/workflow mapping
Prognition
Workshop

11. • Understand and capture process objectives, goals.
Prognition
Workshop

12. • Understand and capture pain points both at the processes level and at the
individual task level.
Prognition
Workshop

13. • Capture details about individual user tasks and associated details using properties panel
• Following is an example of an email task
• Extend this properties as necessary (useful for following a custom methodology or
business architecture)
Prognition
User Interview

14. • Understand and capture pain points specific to individual users/individual tasks.
• Capture existing documents, reports, excel or macros etc. (any input or outputs).
Prognition
User Interview

15. • After user interviews is finished, export details either to a PDF document or as a standard
HTML page to review and playback for confirmation.
– For distribution use PDF.
– For confirmation workshop use HTML exports.
– HTML exports can also be used for training and visibility.
Prognition
Confirmation

16. • We work with a number of industry leading products in workflow, BPM and
Case management. Contact us at info@nimbe.co.uk with regards to any
questions or comments about Digital transformations, Business process
discovery, Process analysis or workflow/process implementations.
• Any questions/comments or if you would like to schedule a more detailed
demo about Prognition and see how Prognition can help you design and
succeed with your next process initiative, contact us at
prognition@nimbe.co.uk
Q&A