La Trobe University implemented a process improvement initiative using Promapp to address issues like a lack of process clarity and silos. They established strong governance, provided training to over 170 staff, and engaged 40 champions across business areas. This has resulted in over 350 published processes and identification of over 100 improvement ideas through workshops. In the future, Promapp will become the single source of truth for processes and active process thinking will be embedded in the organization's culture.

1. A fresh approach to BPM
drives engagement.
Michelle Marcantonio,
Senior Manager, Process Improvement
La Trobe University

2. 2La Trobe University

3. 3La Trobe University
La Trobe University
• Seek to broaden participation in higher education among communities we support
• Committed to world class research that makes a difference to some of the world’s most pressing problems
• Seek knowledge, challenge convention and change the way people think
La Trobe is a place where social inclusion and globally recognised excellence come
together for the benefit of our students and our communities.

4. 4La Trobe University
La Trobe University: Size/Scale
• Established in 1964
• First enrolments (552) in 1967
• More than 36,000 students from 90 countries
• More than 180,000 alumni
• 7 Campuses
• 2 Colleges:
Science, Health and Engineering (SHE)
Arts, Social Sciences and Commerce (ASSC)
• 11 Schools
• 17 Central Support Areas

5. 5La Trobe University
La Trobe University: Background behind our journey
• Significant change in 2014
• Leaner staffing model
• Staff trying to do same with less people
• Leadership focus was around embedding structure and
supporting staff

6. 6La Trobe University
La Trobe University: Need to invest in Processes!
• Lack of process clarity/shared knowledge
• Processes sitting in silos (not considered at an
organisational level)
• Staff to busy to focus on ‘the way things are done’
• Ambiguity on who is responsible
• Promapp was already in a pilot phase
Change the way staff think about, and interact with processes across La Trobe

7. 7La Trobe University
La Trobe University: The pathway to a better place
Establish strong
foundations
(governance &
support)
Build staff capability
and high quality
content in Promapp
(visibility, ownership)
Encourage, coach and
promote shared
understanding and
process improvement
Evolve, transform,
embed a culture of
continuous improvement

8. 8La Trobe University
La Trobe University: Setting up for Success
• Governance & Quality Control (multi layer)
• Training: – simple, repeatable, self sufficient
• Support Network: champions to support, train, engage across areas
• Leverage and connect to existing systems (ICT, policies)
The work also needs to be valued, recognised,
and visible, with a high level of Sponsorship

9. 9La Trobe University
Process Improvement Initiative: Governance & Quality Control
Process Governance Committee
(Administration Senior Leaders)
Local Process
Steering Group Process Improvement
Team
Process
Champion/s
Process
Experts
Process
Owners
Training and
support
Training and Support
Report progress, issues, risks

10. 10La Trobe University
Process Improvement Initiative: Our own training model
Writing a Process
Identifying process boundaries
Simplifying process language
Capturing the right information
Good Process Writing techniques.
Introduction to Promapp
Governance
Navigation
Structure
Creating maps
Adding documents, links, policies
Process Improvement
Improvement opportunities
Where to look
What to look for
How to prioritise

11. 11La Trobe University
Process Improvement Initiative: Champions are the key
• Champions in each business area providing quality control
and support
• Access to shared resources (SharePoint)
• Worksheet to capture hand off points to process maps in
other areas
• Monthly Champion engagement meetings
• Forums to celebrate successes
• A Primary Champion in each area to coordinate and lead

12. 12La Trobe University
Achievements
• In excess of 350 published processes (run rate 50 per month)
• 17 improvement workshops so far, generating >100 improvement ideas
(44 currently being implemented)
• 40 Champions across 14 business areas and 4 campuses with others to come
• Over 170 Experts trained
• Cross divisional mega processes published in Admissions, Exams, Recruitment
> Leading to improvement workshops
• Promapp being leveraged in system design (process before technical solution)

13. 13La Trobe University
Future State
• Promapp becomes absolute source of truth for process
• Active thinking around process is part of La Trobe DNA
• Improvements are made ‘as a matter of course’
• Processes are discussed and analysed at an organisational level
• Staff are recognised, rewarded and celebrated for achievements
around great process management and process improvement.

14. 14La Trobe University
Top 10 Tips for getting the most out of promapp
1. Quality control and consistency is key to maximise value
2. If you want to achieve a change in thinking work “WITH” your staff, not around them!
3. Run small scoping sessions so staff don’t get overwhelmed
4. Understand current state before you jump to improvement
5. Pick clusters of activity to focus on – so that you realise improvement value quickly
6. Make sure there is lots of support available
7. Only train people that will be directly involved in process mapping (don’t train curious on-lookers)
8. Take the time to recognise achievements and reward the right behaviour and commitment
9. Inspire others and provide recognition by promoting successful improvement stories
10. Always Engage leadership all the way up the organisational chain – especially when you have great news to
share!!

15. 15La Trobe University
Are there any Questions?
Michelle Marcantonio
Senior Manager
Process Improvement
La Trobe University | Victoria 3086
Australia
T: 03 9479 3491 | M: 0427 920 185|
E: m.marcantonio@latrobe.edu.au

16. Questions?
www.promapp.com