Process Mapping Workshop

0103 Process Mapping Workshop

The Workshop's Focus

Each Process Mapping Workshop has a specific focus. The table below describes what “happens” in each and “what to do”. Utilize this as a quick reference during the Define, Plan and Engage Stage.

Workshop

What “happens” in the session

What to do

Refer to the following step for more information

Start-up

Meeting with the Client Project Owner or Manager and Role Players.

Discussing and agreeing to the Work Plan.

Establishing/setting the scene for how ProcessStep will roll-out.

Gathering information about the Process or Processes that will be Mapped.

Note: This Workshop includes as many as possible Role Players and Line Managers.

Meet with the Project Owner or Manager, understand the Value-add requirement, agree to plans and schedules and clarify expectations.

Meet with Role Players, explain how ProcessStep works, agree to plans and schedules, understand expectations and agree on “what next”.

Achieve the following Outcome: An understanding by all Participants, including the ProcessStep Team of ProcessStep, Plans, Schedules and who participates.

Positioning Map Workshop

Understanding the Business context within which the Processes to be Mapped should be Work shopped.

Developing the Positioning Map that reflects the relevant Processes.

Prioritizing which Processes should be Work shopped first.

Setting a Performance Benchmark.

Note: This Workshop includes as many as possible Role Players and Line Managers.

Establish with key Role Players what the “Business” of the Entity to be Process Mapped is about and what Processes are deployed to reach “Entity” Goals.

Prioritize which Processes are to be Mapped, when and who should participate if relevant.

Agree to the Key Performance Areas as they align with the Entity’s Strategy and to which Processes’ KPIs must align.

Achieve the following Outcome:

Agreement on what Processes will be Work shopped when and agreement by Participants and the ProcessStep Team on Performance Benchmarks

Record of who attended (Attendance List)

Mapping Workshop 1:

Unpacking or development of the Process takes place, resulting in Version 1 of the Process and includes the definition of

the Purpose

the Scope

the Steps

the Role Players

Input & Output per Step

Interfacing Processes

Interfacing Systems

The Stages

Timelines and/or due dates/times.

Note: This Workshop includes the Process Owner and one or two of the Key Role Players in the Process.

Present the plan for the day

Agree on the Outcomes for the day

Facilitate a relaxing atmosphere and ask questions

Create and draw the Process, showing the:

Purpose

Scope

Steps

Role Players

Input & Output per Step

Interfacing Processes

Dependencies

Interfacing Systems

the Stages

Timelines or due dates/times

Action List/Parking Lot issues listed and assigned to “Actioners”.

Achieve the following Outcome:

Version 1 of the Process Map.

Action List/Parking Lot issues listed and assigned to “Actioners”.

Participation

Record of who attended (Attendance List)

Mapping Workshop 2

This session provides for the Process Owner to “walk” the Process by presenting it to Participants who would learn about the Process and who would challenge the Process, adding more information or refining the Process.

This is the first “Share and Challenge” Workshop.

Note: This Workshop includes the Process Owner, one or two of the Key Role Players and other Role Players, usually 3 – 6 people.

Facilitate the Walk-through by the Process Owner.

Facilitate Share and Challenge.

Update the Map with new or improved information.

List Actions for change.

Achieve the following Outcome:

Version 2 of the Process Map.

Action List/Parking Lot issues listed and assigned to “Actioners”.

Participation

Record of who attended (Attendance List)

Mapping Workshop 3

The Process Owner ‘walks’ the Process for the second time, continuing to take ownership of the ProcessStep Work along with Participants, at the same time refining the Process PLUS Management Elements are added to the Process.

The second “Share and Challenge” takes place in this Workshop.

Note: This Workshop should include the Process Owner, one or two of the Key Role Players and other Role Players, usually 4 – 10 people.

Facilitate Share and Challenge.

Add Management Elements.

Update the Map with new or improved information.

If this is the final version before the Evaluation Workshop (Step 11), populate the summary lines with the relevant icons. Drag the icons from the Process Map into the relevant summary line and position each vertical the Step where it is situated at in the Map.

List Actions for change.

Achieve the following Outcome:

Version 3 of the Process Map.

Action List/Parking Lot issues listed and assigned to “Actioners”.

Participation

Record of who attended (Attendance List)

Mapping Workshop 4-6 or more

The Process Map is firmed-up in these sessions and uncertainties clarified. The Workshops will continue to clarify Steps and Roles, reinforce Ownership and agree Actions for change and improvement in support of Improved Practices.   In each Workshop, the goal is to continue to engage with Role Players who will learn about the Process and challenge the ProcessStep work developed up to that point.

Note: This Workshop includes the Process Owner, one or two of the Key Role Players and other Role Players, usually those who have not yet been involved in the Process before or who need to further understand and/or develop/improve on the Process.

Facilitate Share and Challenge.

Update the Map with new or improved information.

For the final version before the Evaluation Workshop (Step 11), populate the summary lines with the relevant icons. Drag the icons from the Process Map into the relevant summary line and position each vertical the Step where it is situated at in the Map.

List Actions for change.

Achieve the following Outcome:

Version 4, etc. of the Process Map.

Action List/Parking Lot issues listed and assigned to “Actioners”.

Participation

Record of who attended (Attendance List)

Mapping Evaluation

In order to conclude or close Process Mapping, the “Evaluation” Workshop is conducted. Evaluation sessions include all Processes that have reached the “Best Practice” stage, and which have evolved through the various Versions.

The goal of Evaluation is to look at all the ProcessStep Work done in terms of Consistency, Links, Cross-Dependencies, Transparency, Role Clarity, Management Elements and Actions to be implemented and to complete the Change Controller which measures how well the goals of the Project is being addressed in each Process.

Much like the Share & Challenge, this session provides the platform for the Process Owner to ‘walk’ the Process, but for a bigger audience and within the Context of all Processes developed in the Project. Challenges at this stage should be at a high level, with detail challenges already dealt with in Process specific Work-sessions for each version.   Role Players and Management in particular review the Process Map whether involved in the Process or not.

Note: This Workshop includes all Role Players and Line Management that have an interest in one or all of the Processes, i.e. all the Participants of the Start-up and Positioning Map Workshop participate in the Evaluation.

Facilitate Process by Process Evaluation.

Update Process Information.

Add to Action Lists and facilitate agreement on how to implement. Actions that remain on the Action List.

Facilitate agreement that each Process is “signed-off” as “Best Practice” for the time being.

Achieve the following Outcome:

Best Practice Process Maps signed off or pending sign-off.

Action List/Parking Lot issues listed and assigned to “Actioners”.

Participation

Record of who attended (Attendance List

Workshop	What “happens” in the session	What to do
Start-up	Meeting with the Client Project Owner or Manager and Role Players. Discussing and agreeing to the Work Plan. Establishing/setting the scene for how ProcessStep will roll-out. Gathering information about the Process or Processes that will be Mapped. Note: This Workshop includes as many as possible Role Players and Line Managers.	Meet with the Project Owner or Manager, understand the Value-add requirement, agree to plans and schedules and clarify expectations. Meet with Role Players, explain how ProcessStep works, agree to plans and schedules, understand expectations and agree on “what next”. Achieve the following Outcome: An understanding by all Participants, including the ProcessStep Team of ProcessStep, Plans, Schedules and who participates.
Positioning Map Workshop	Understanding the Business context within which the Processes to be Mapped should be Work shopped. Developing the Positioning Map that reflects the relevant Processes. Prioritizing which Processes should be Work shopped first. Setting a Performance Benchmark. Note: This Workshop includes as many as possible Role Players and Line Managers.	Establish with key Role Players what the “Business” of the Entity to be Process Mapped is about and what Processes are deployed to reach “Entity” Goals. Prioritize which Processes are to be Mapped, when and who should participate if relevant. Agree to the Key Performance Areas as they align with the Entity’s Strategy and to which Processes’ KPIs must align. Achieve the following Outcome: Agreement on what Processes will be Work shopped when and agreement by Participants and the ProcessStep Team on Performance Benchmarks Record of who attended (Attendance List)
Mapping Workshop 1:	Unpacking or development of the Process takes place, resulting in Version 1 of the Process and includes the definition of the Purpose the Scope the Steps the Role Players Input & Output per Step Interfacing Processes Interfacing Systems The Stages Timelines and/or due dates/times. Note: This Workshop includes the Process Owner and one or two of the Key Role Players in the Process.	Present the plan for the day Agree on the Outcomes for the day Facilitate a relaxing atmosphere and ask questions Create and draw the Process, showing the: Purpose Scope Steps Role Players Input & Output per Step Interfacing Processes Dependencies Interfacing Systems the Stages Timelines or due dates/times Action List/Parking Lot issues listed and assigned to “Actioners”. Achieve the following Outcome: Version 1 of the Process Map. Action List/Parking Lot issues listed and assigned to “Actioners”. Participation Record of who attended (Attendance List)
Mapping Workshop 2	This session provides for the Process Owner to “walk” the Process by presenting it to Participants who would learn about the Process and who would challenge the Process, adding more information or refining the Process. This is the first “Share and Challenge” Workshop. Note: This Workshop includes the Process Owner, one or two of the Key Role Players and other Role Players, usually 3 – 6 people.	Facilitate the Walk-through by the Process Owner. Facilitate Share and Challenge. Update the Map with new or improved information. List Actions for change. Achieve the following Outcome: Version 2 of the Process Map. Action List/Parking Lot issues listed and assigned to “Actioners”. Participation Record of who attended (Attendance List)
Mapping Workshop 3	The Process Owner ‘walks’ the Process for the second time, continuing to take ownership of the ProcessStep Work along with Participants, at the same time refining the Process PLUS Management Elements are added to the Process. The second “Share and Challenge” takes place in this Workshop. Note: This Workshop should include the Process Owner, one or two of the Key Role Players and other Role Players, usually 4 – 10 people.	Facilitate Share and Challenge. Add Management Elements. Update the Map with new or improved information. If this is the final version before the Evaluation Workshop (Step 11), populate the summary lines with the relevant icons. Drag the icons from the Process Map into the relevant summary line and position each vertical the Step where it is situated at in the Map. List Actions for change. Achieve the following Outcome: Version 3 of the Process Map. Action List/Parking Lot issues listed and assigned to “Actioners”. Participation Record of who attended (Attendance List)
Mapping Workshop 4-6 or more	The Process Map is firmed-up in these sessions and uncertainties clarified. The Workshops will continue to clarify Steps and Roles, reinforce Ownership and agree Actions for change and improvement in support of Improved Practices. In each Workshop, the goal is to continue to engage with Role Players who will learn about the Process and challenge the ProcessStep work developed up to that point. Note: This Workshop includes the Process Owner, one or two of the Key Role Players and other Role Players, usually those who have not yet been involved in the Process before or who need to further understand and/or develop/improve on the Process.	Facilitate Share and Challenge. Update the Map with new or improved information. For the final version before the Evaluation Workshop (Step 11), populate the summary lines with the relevant icons. Drag the icons from the Process Map into the relevant summary line and position each vertical the Step where it is situated at in the Map. List Actions for change. Achieve the following Outcome: Version 4, etc. of the Process Map. Action List/Parking Lot issues listed and assigned to “Actioners”. Participation Record of who attended (Attendance List)
Mapping Evaluation	In order to conclude or close Process Mapping, the “Evaluation” Workshop is conducted. Evaluation sessions include all Processes that have reached the “Best Practice” stage, and which have evolved through the various Versions. The goal of Evaluation is to look at all the ProcessStep Work done in terms of Consistency, Links, Cross-Dependencies, Transparency, Role Clarity, Management Elements and Actions to be implemented and to complete the Change Controller which measures how well the goals of the Project is being addressed in each Process. Much like the Share & Challenge, this session provides the platform for the Process Owner to ‘walk’ the Process, but for a bigger audience and within the Context of all Processes developed in the Project. Challenges at this stage should be at a high level, with detail challenges already dealt with in Process specific Work-sessions for each version. Role Players and Management in particular review the Process Map whether involved in the Process or not. Note: This Workshop includes all Role Players and Line Management that have an interest in one or all of the Processes, i.e. all the Participants of the Start-up and Positioning Map Workshop participate in the Evaluation.	Facilitate Process by Process Evaluation. Update Process Information. Add to Action Lists and facilitate agreement on how to implement. Actions that remain on the Action List. Facilitate agreement that each Process is “signed-off” as “Best Practice” for the time being. Achieve the following Outcome: Best Practice Process Maps signed off or pending sign-off. Action List/Parking Lot issues listed and assigned to “Actioners”. Participation Record of who attended (Attendance List

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0103 Process Mapping Workshop

The Workshop's Focus

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