0101 ProcessStep Structure

The ProcessStep Pyramid illustrates how ProcessStep is structured.

For each Process that is developed or improved in ProcessStep, the basis is creating the Process Map by means of interactive Workshops in a number of versions. How this is accomplished is described in the ProcessStep Body of Information (PBI) (The information on what ProcessStep is and how to use it is the Intellectual Property of the License Issuer) in the Stage:  “Process Mapping”.   Once the Process Map is developed, agreed to and “bought into” (Role Players and Process Owners have agreed to what needs to be done by whom and when), further applications (release 2 and further releases of ProcessStep) follow: 

  • The "Book" is an optional deliverable in which the “how to” of each and every Step is described.  In some Projects, for example where a Process Manual is needed or where training is needed as a specific Outcome of ProcessStep, this Stage (Book Writing) is described in detail in the PBI.  The PBI for the Book Writing Stage forms part of Release 2 of ProcessStep.

  • Any one or more of the “bubbles” shown in the top triangle of the ProcessStep Pyramid can be applied in order to focus on a specific aspect of the Process or Entity.  Working on these aspects does not depend on having the Book written first.  If “The Book” is needed as part of the Project Scope it can be written before or after working on these, or not at all, depending on the Project plan, scope and Outcomes.  The PBI for the Management Application Stage forms part of a next Release of ProcessStep.

The Project or Process Management “Workbook” is a customized Project or Process Tracking Tool which follows each Step in the Process as an audit trail, providing for details in each Step to be recorded in a status report format.  For example:  if a Step instructs:  “Capture Data”, then the Workbook would require for the Role Player to state when the data was captured, by whom and whether there were any problems in verifying the data. The PBI for the Workbook Stage will form part of a next Release of ProcessStep.

How Process Mapping Works

Assuming that the ProcessStep User has defined what Processes need to be developed and moved from the Assessment Stage across to the Define, Plan and Engage Stage into the Process Mapping Stage:  for each Process, unravel and tell the story as follows:

What needs to be done

 

Open the example.

An example

 

 

Establish the Process name.

See 1

Establish the Purpose of the Process.

See 2

In five Steps, determine at a high level what needs to be done (Scope).

See 3

Determine who the Process Owner is.

See 4

Determine what further Steps are needed to support the Scope.

See 5

For each Step, determine:

  • Who makes each Step happen, and with whom or which system does the do-er need to interface to make the Step happen.

See 6

  • How does communication occur, by email, intranet, cell, phone or fax?

See 7

  • What are the inputs and what are the outputs to each Step.

See 8

Group the Steps together in stages.

See 9

Establish

  • Risks, Controls and Checks if applicable per Step.

See 10

  • What Management Information is created and Performance Management is applied per Step if applicable.

See 11

  • Points where a financial impact occurs.

See 12

  • Interfacing Processes.

See 13

  • Interfacing Systems.

See 14

  • Laws, directives and policies that govern the Process.

See 15

Once there is agreement on the “story-line” or Process Flow as reflected in the Process Map, improvements can be made if needed, changes can be scheduled, managed and implemented.  In the case of the Process being new, Processes are implemented in a test environment, adjusted as needed and then implemented.

Putting it All Together

The ProcessStep Profile combines the ProcessStep Approach Profile  (1 and 2)  as the starting point for ProcessStep, using the ProcessStep Pyramid (3) to Scope what must be done and then applying the (4 and 5) ProcessStep Roll-out Profile.

This “kick-starts” the ProcessStep Body of Information, which is the Step by Step “how to” of ProcessStep(6).

The follow-on Phases of Testing, Implementation and Evaluation are also described in the PBI(6), but are shown in this Profile as further sequential Phases to be delivered (7, 8 and 9).  

Next would follow a review of the Vision (10) which may prompt new Processes or current Processes to change, bringing ProcessStep back to (1).

The PBI deals with each of the Process Profile aspects, from number 1 to number 10. 

Numbers 1, 2 and 3 are presented as the Define, Plan and Engage Stage in the PBI Map.

Number 4 is presented as the Process Mapping Stage in the PBI Map.

Numbers 1 to 4 form part of Release 1 of the PBI. 

The Book Write Stage of the PBI along with all the other aspects listed in 5, as well as Phases 7, 8, 9 and 10 are reflected in separate phases on the PBI Map and will form part of future ProcessStep releases.

Tool Kit

Examples:

[ Previous Page - 0101 ProcessStep Usage]  [ Next Page - 0102 Process Methodology]