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The Portfolio Manager Kit for Continuous Process Improvement & Management How to Use…
The Portfolio Manager Kit <ul><li>What is it? </li></ul><ul><ul><li>A Business Process </li></ul></ul><ul><ul><li>Portfoli...
How to Use The Portfolio Manager Kit At-a-Glance  Italicized red text indicates a deliverable. Prepare for BPM  using The ...
<ul><li>Prepare for BPM </li></ul><ul><li>Learn strategy best practices </li></ul><ul><ul><li>How to compete </li></ul></u...
2. Learn How To Manage Processes <ul><li>How to classify & organize processes as assets </li></ul><ul><ul><li>How to use s...
3. Classify, Inventory & Evaluate  <ul><li>Create a classification model </li></ul><ul><li>Conduct a Business Process Inve...
4. Create a   Business Process Portfolio <ul><li>The BP Portfolio Manager* </li></ul><ul><ul><li>MS Access 2007 Database <...
5. Document Processes <ul><li>Capture & manage details: </li></ul><ul><ul><li>Information & Contacts </li></ul></ul><ul><u...
<ul><li>Policy/Rule details: </li></ul><ul><ul><li>Information & Contacts </li></ul></ul><ul><ul><li>Associations </li></u...
7. Manage Lifecycles, Projects & Continuous Improvement <ul><li>Track Processes Requiring Action </li></ul><ul><ul><li>Sta...
Next Step:  The PRACTICE Method TM
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The BPM Portfolio Manager Kit: How-to-Use Details

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The Portfolio Manager Kit is a Business Process Portfolio Management System that includes techniques and tools to help organizations document and evaluate their business processes as strategic assets. As a subset of The PORTFOLIO Approach™, it provides a straightforward means to create a Business Process Portfolio database and use it to initiate and run a Continuous Process Improvement Program.

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The BPM Portfolio Manager Kit: How-to-Use Details

  1. 1. The Portfolio Manager Kit for Continuous Process Improvement & Management How to Use…
  2. 2. The Portfolio Manager Kit <ul><li>What is it? </li></ul><ul><ul><li>A Business Process </li></ul></ul><ul><ul><li>Portfolio Management System </li></ul></ul><ul><ul><ul><li>Microsoft Access database </li></ul></ul></ul><ul><li>What does it do? </li></ul><ul><ul><li>Manages processes as assets </li></ul></ul><ul><ul><li>Classifies, inventories, evaluates, scorecards & documents business processes, rules & KPIs </li></ul></ul><ul><ul><li>Tracks Process Improvement Projects </li></ul></ul><ul><ul><li>Manages a Continuous Process Improvement Program </li></ul></ul><ul><li>What problems does it solve? </li></ul><ul><ul><li>Ineffective or inefficient execution </li></ul></ul><ul><ul><li>Substandard performance outcomes </li></ul></ul><ul><ul><li>Miscommunication & misalignment among process owners & stakeholders </li></ul></ul><ul><ul><li>Unstructured process management initiatives </li></ul></ul><ul><ul><li>Wasteful IT spending </li></ul></ul>
  3. 3. How to Use The Portfolio Manager Kit At-a-Glance Italicized red text indicates a deliverable. Prepare for BPM using The Strategy Guide 1 Document Processes using Process Detail Sheets 5 Document Policies, Rules & KPIs using Rules & KPI Detail Sheets 6 Learn How To Manage Processes using The Portfolio Guide 2 Classify, Inventory & Evaluate Processes using The BP Inventory Worksheet 3 Create a Business Process Portfolio using The BP Portfolio Manager 4 Manage Lifecycles & a Continuous Process Improvement Program using The BP Portfolio Manager 7
  4. 4. <ul><li>Prepare for BPM </li></ul><ul><li>Learn strategy best practices </li></ul><ul><ul><li>How to compete </li></ul></ul><ul><ul><li>Michael Porter </li></ul></ul><ul><ul><li>How to focus on customer value </li></ul></ul><ul><ul><ul><li>Michael Treacy & Fred Wiersema </li></ul></ul></ul><ul><ul><li>How to measure performance </li></ul></ul><ul><ul><li>Robert Kaplan & David Norton </li></ul></ul><ul><ul><li>How to adapt </li></ul></ul><ul><ul><li>Stephan Haeckel </li></ul></ul><ul><li>Learn execution best practices </li></ul><ul><ul><li>How to align people, process & technology (resources) to support strategy </li></ul></ul><ul><ul><ul><li>Collaborative objectives </li></ul></ul></ul><ul><ul><ul><li>Control processes </li></ul></ul></ul><ul><ul><ul><li>Commitment management </li></ul></ul></ul><ul><ul><ul><li>Process-centric IT strategy & architecture </li></ul></ul></ul><ul><li>Strategy & resource alignment </li></ul><ul><ul><li>Use “Derivative Analysis” as a “self-assessment” technique </li></ul></ul><ul><li>Based on established thought leaders… </li></ul>
  5. 5. 2. Learn How To Manage Processes <ul><li>How to classify & organize processes as assets </li></ul><ul><ul><li>How to use standardized process reference models </li></ul></ul><ul><ul><li>How to create a proprietary reference model </li></ul></ul><ul><ul><li>How to manage “Core” vs. “Non-core” processes </li></ul></ul><ul><ul><li>How to create & use control processes </li></ul></ul><ul><li>How to inventory & document processes </li></ul><ul><ul><li>Manage facilitated discussion & qualitative assessment </li></ul></ul><ul><ul><li>How to capture process information in detail </li></ul></ul><ul><li>How to create & manage a Business Process Portfolio </li></ul><ul><ul><li>How to manage a continuous improvement program </li></ul></ul><ul><li>How to select processes for improvement </li></ul><ul><ul><li>Strategic vs. symptomatic process improvement </li></ul></ul><ul><ul><li>How to manage complexity </li></ul></ul><ul><li>How to measure performance </li></ul><ul><ul><li>Outcome measures vs. performance drivers </li></ul></ul><ul><ul><li>Indentifies over 500 Key Performance Indicators (KPIs) </li></ul></ul><ul><li>Based on established </li></ul><ul><li>thought leaders… </li></ul>
  6. 6. 3. Classify, Inventory & Evaluate <ul><li>Create a classification model </li></ul><ul><li>Conduct a Business Process Inventory </li></ul><ul><ul><li>To identify and value processes </li></ul></ul><ul><li>Use The BP Inventory Worksheet </li></ul><ul><ul><li>Provides step-by-step instructions… </li></ul></ul><ul><ul><li>To evaluate process quality </li></ul></ul><ul><ul><li>To inventory & prioritize (Core) processes for improvement and/or benchmarking </li></ul></ul><ul><ul><li>To expose (Non-core) processes to be consolidated, streamlined, decommissioned or eliminated </li></ul></ul><ul><ul><li>Pull down answer responses eliminates ambiguity & improve analysis & conclusions </li></ul></ul><ul><ul><li>To begin development of a Business Process Portfolio </li></ul></ul>
  7. 7. 4. Create a Business Process Portfolio <ul><li>The BP Portfolio Manager* </li></ul><ul><ul><li>MS Access 2007 Database </li></ul></ul><ul><ul><li>Import classification model and process evaluations from The BP Inventory Worksheet </li></ul></ul><ul><ul><li>Supports most standardized process reference model such as the APQC’s PCF SM </li></ul></ul><ul><li>Process management using a database to capture process, rules & performance measure documentation </li></ul><ul><ul><li>Description, ownership </li></ul></ul><ul><ul><li>Inputs, activities, tasks, outputs </li></ul></ul><ul><ul><li>Key performance indicators (KPIs) </li></ul></ul><ul><ul><li>Business policies & rules </li></ul></ul><ul><ul><li>Related control processes, best practices </li></ul></ul><ul><ul><li>Resource requirements, systems used </li></ul></ul><ul><ul><li>Reference links, document attachments </li></ul></ul><ul><li>Program management </li></ul><ul><ul><li>Manage lifecycles, projects, continuous improvement program using standard reports & custom queries </li></ul></ul>* Requires Microsoft Access 2007 (Not Included) Run-Time Version also available.
  8. 8. 5. Document Processes <ul><li>Capture & manage details: </li></ul><ul><ul><li>Information & Contacts </li></ul></ul><ul><ul><li>Evaluation Criteria & Comments </li></ul></ul><ul><ul><li>Execution Steps (Activities) </li></ul></ul><ul><ul><li>Associated Rules, Controls & Processes </li></ul></ul><ul><ul><li>Associated Systems (IT) </li></ul></ul><ul><ul><li>Collaborative Objectives </li></ul></ul><ul><ul><li>Resources (workforce) </li></ul></ul><ul><ul><li>Performance Measures / KPIs </li></ul></ul><ul><ul><li>Risks </li></ul></ul><ul><ul><li>Related Information & Documents </li></ul></ul><ul><ul><li>Lifecycle Management </li></ul></ul>Process Detail Sheets
  9. 9. <ul><li>Policy/Rule details: </li></ul><ul><ul><li>Information & Contacts </li></ul></ul><ul><ul><li>Associations </li></ul></ul><ul><ul><li>Rules/Decision Table </li></ul></ul><ul><ul><li>Risks </li></ul></ul><ul><ul><li>Lifecycle Management </li></ul></ul><ul><li>KPI details: </li></ul><ul><ul><li>Measurement Perspectives </li></ul></ul><ul><ul><ul><li>Customer, Finance, Internal Business Process, Learning & Growth </li></ul></ul></ul><ul><ul><li>Outcome measures, Performance Drivers </li></ul></ul><ul><ul><li>Short- Long-Term Indicators </li></ul></ul><ul><ul><li>Leading, Lagging Indicators </li></ul></ul><ul><ul><li>Calculations & Data Sources </li></ul></ul><ul><ul><li>Targets </li></ul></ul>6. Document Policies, Rules & KPIs Rules & KPI Detail Sheets
  10. 10. 7. Manage Lifecycles, Projects & Continuous Improvement <ul><li>Track Processes Requiring Action </li></ul><ul><ul><li>Status </li></ul></ul><ul><ul><li>Reprioritize as required </li></ul></ul><ul><li>Core Processes – Lifecycle Management </li></ul><ul><ul><li>Issues, changes and trends in the quality, effectiveness and efficiency of execution </li></ul></ul><ul><ul><li>Workforce execution </li></ul></ul><ul><ul><li>Information technology issues </li></ul></ul><ul><ul><li>Opportunities for improvement and/or benchmarking </li></ul></ul><ul><li>Non-Core Processes – Lifecycle Management </li></ul><ul><ul><li>Performance </li></ul></ul><ul><ul><li>Issues, changes and trends in the quality, effectiveness and efficiency of execution </li></ul></ul><ul><ul><li>Workforce execution </li></ul></ul><ul><ul><li>Information technology issues </li></ul></ul><ul><ul><li>Opportunities to streamline, consolidate or eliminate </li></ul></ul><ul><li>Business Rules – Lifecycle Management </li></ul><ul><ul><li>Status and/or state of compliance of each policy & rule </li></ul></ul><ul><ul><li>Activate new, decommission expired policies &rules </li></ul></ul><ul><ul><li>Execute Communications Plan </li></ul></ul><ul><li>Business Process Inventory </li></ul><ul><ul><li>Interpret the findings of the most recent exercise </li></ul></ul><ul><ul><li>Identify Process Categories & Groups to be evaluated in the next exercise </li></ul></ul><ul><li>Follow-up required </li></ul><ul><ul><li>Action items assigned to accountable & responsible parties for all of the above </li></ul></ul><ul><li>Business Process Portfolio </li></ul><ul><ul><li>Update to track changes </li></ul></ul><ul><ul><li>Keep current Process, Rules & KPI Details Sheets </li></ul></ul>
  11. 11. Next Step: The PRACTICE Method TM

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