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MS VISIO OVERVIEW:
GUIDE TO PROCESS MAPPING
KEY TOPICS
• Process mapping concepts
• Swimlane map
• Example – making a cuppa
• Best practices
• MS Visio demo
• Supporting material
CONCEPTS
WHAT IS PROCESS
MAPPING?
• Technique used to visually map
out processes and workflows
• This includes outlining and
mapping the inputs, actions, and
outputs in a clear step-by step
map of the process
IMPORTANCE OF PROCESS MAPS
IDENTIFICATION OF
INEFFICIENCIES/PAIN-
POINTS TO HIGHLIGHT
AREAS OF
IMPROVEMENTS
PLANNING FOR
CONTINGENCIES (LINK
TO CUSTOMER
PERSONAS)
USED AS A
COMMUNICATION
TOOL
DELEGATION OF
RESPONSIBILITIES
PROVIDES
DOCUMENTATION OF
PROCESS
CAN BE USED AS A
TRAINING TOOL
GAP ANALYSIS
(BETWEEN AS-IS AND
TO-BE PROCESSES)
CAN BE USED TO
HIGHLIGHT KEY AREAS
OF IMPROVEMENT
DIFFERENT TYPES OF PROCESS MAPS
• Flow chart
• High level process map
• Details process map
• Swimlane process map
• SIPOC diagram
• Value stream map
6 SIGMA (LEVELS 1-4)
• Level 1 – Organisation level i.e. PwC
Taxonomy
• Level 2 – High level process i.e. Hire To
Retire
• Level 3 – Mid level process i.e. Job
Evaluation
• Level 4 – Task level (sub process)
Remember.. You either go up or down a level, based on a case by case basis.
SWIMLANE MAP
SWIMLANE PROCESS MAPS
Swimlane process map/cross functional map captures the key stakeholders/Systems
(Actors) in a process, and list the activities carried by each of these ‘Actors’
Ideal for identifying inefficiencies in a process i.e., delays, redundancies, potential
process failure
We can use the swim lane process maps to map out the As-Is and To-Be processes,
which will then help as complete the GAP analysis
KEY SYMBOLS
These are the basic symbols that you will require when mapping a process in a Swimlane map.
Start
Process step
Notification
Timeframe
System
End
Document
Decision
Flow
Smimlane
6. Receives ServiceNow
form (with role profile
attached)
How will resourcing
receive the SN form? Is
this assigned to
Resourcing via HR
Service Desk?
System
Notif
Subprocess
EXAMPLE – MAKING A CUPPA
CUPPA TEA AS-IS MAP L3 V0.1
Process: Making a cup of tea
Scenario: Dad is making a cup of tea with his daughter
BEST PRACTICES
GENERAL BEST PRACTICES
Clear identification of the process actors and key activities
undertaken
Subject Matter Experts and Process owners to be involved in the
development and continuous improvement of the maps
Maps to adhering to the Unified Modelling Language (UML) for
consistency
SUPPORTING MATERIAL
What is Process Mapping?
https://sixsigmastudyguide.com/process-mapping/
Guide to understanding Swimlane Diagrams
https://www.mindmanager.com/en/features/swim-lane-diagram/
What is a Swimlane on a Process Map?
https://www.processmaker.com/blog/what-is-a-swimlane-on-a-process-map/

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Geziee Consulting - Process Mapping - MS Visio Overview.pptx

  • 1. MS VISIO OVERVIEW: GUIDE TO PROCESS MAPPING
  • 2. KEY TOPICS • Process mapping concepts • Swimlane map • Example – making a cuppa • Best practices • MS Visio demo • Supporting material
  • 4. WHAT IS PROCESS MAPPING? • Technique used to visually map out processes and workflows • This includes outlining and mapping the inputs, actions, and outputs in a clear step-by step map of the process
  • 5. IMPORTANCE OF PROCESS MAPS IDENTIFICATION OF INEFFICIENCIES/PAIN- POINTS TO HIGHLIGHT AREAS OF IMPROVEMENTS PLANNING FOR CONTINGENCIES (LINK TO CUSTOMER PERSONAS) USED AS A COMMUNICATION TOOL DELEGATION OF RESPONSIBILITIES PROVIDES DOCUMENTATION OF PROCESS CAN BE USED AS A TRAINING TOOL GAP ANALYSIS (BETWEEN AS-IS AND TO-BE PROCESSES) CAN BE USED TO HIGHLIGHT KEY AREAS OF IMPROVEMENT
  • 6. DIFFERENT TYPES OF PROCESS MAPS • Flow chart • High level process map • Details process map • Swimlane process map • SIPOC diagram • Value stream map
  • 7. 6 SIGMA (LEVELS 1-4) • Level 1 – Organisation level i.e. PwC Taxonomy • Level 2 – High level process i.e. Hire To Retire • Level 3 – Mid level process i.e. Job Evaluation • Level 4 – Task level (sub process) Remember.. You either go up or down a level, based on a case by case basis.
  • 9. SWIMLANE PROCESS MAPS Swimlane process map/cross functional map captures the key stakeholders/Systems (Actors) in a process, and list the activities carried by each of these ‘Actors’ Ideal for identifying inefficiencies in a process i.e., delays, redundancies, potential process failure We can use the swim lane process maps to map out the As-Is and To-Be processes, which will then help as complete the GAP analysis
  • 10. KEY SYMBOLS These are the basic symbols that you will require when mapping a process in a Swimlane map. Start Process step Notification Timeframe System End Document Decision Flow Smimlane 6. Receives ServiceNow form (with role profile attached) How will resourcing receive the SN form? Is this assigned to Resourcing via HR Service Desk? System Notif Subprocess
  • 12. CUPPA TEA AS-IS MAP L3 V0.1 Process: Making a cup of tea Scenario: Dad is making a cup of tea with his daughter
  • 14. GENERAL BEST PRACTICES Clear identification of the process actors and key activities undertaken Subject Matter Experts and Process owners to be involved in the development and continuous improvement of the maps Maps to adhering to the Unified Modelling Language (UML) for consistency
  • 16. What is Process Mapping? https://sixsigmastudyguide.com/process-mapping/ Guide to understanding Swimlane Diagrams https://www.mindmanager.com/en/features/swim-lane-diagram/ What is a Swimlane on a Process Map? https://www.processmaker.com/blog/what-is-a-swimlane-on-a-process-map/