Word

What it Means

Action List

A ProcessStep Tool in which the activities that need to be done to change Process Outcomes from the current to an improved status are listed, scheduled and assigned to specific Actioners or Role Players.

Actioner

A Role Player who implements an action or actions.

Actioning

The set of activities needed to implement actions.

Activity

An action that a person or a system performs.  Each Process Step consists of one or more activities. 

Annexure/Appendix/Attach-ment

A secondary document that is linked to a principal document.

Associate (Third Party Vendor)

An Associate is a Contractor or Consultant or relevant professional who fulfils a role in the ProcessStep Team on a contract basis.  Also referred to as a Third Party Vendor.

Best Practice

“Best Practice” in ProcessStep means that the Process must reflect practices that are regarded as “the best possible way of doing the Process compared to what is done by competitors or industry leaders” or that it must perform against standards that are regarded as “world class”. 

Burning Point

These are areas in a Process where there are critical problems, non-compliance, Risks, non–controls in the Process that are regarded as hampering effective Process Outcomes.  The “Burning Point” Icon is placed on the Step/s where the status is cause for concern and needs to be addressed with Change Management interventions.  Refer to the ProcessStep Icons list.

Buy-in

Role Players have agreed to what needs to be done by whom and when through consultation and debate.  This leads to Role Players supporting change.

Change Management

Refers to those activities that bring about improvement or change to the Process, a Step or a System by means of improved practices, improved skills, organizational development and changed approaches and attitudes.  Steps where Change Management is ongoing or that require Change Management, are identified with the “Change Management” Icon.

Check

Used in Steps where a benchmark or an anchor point is established and/or used to compare or verify a later event or details. A Check verifies that a certain condition has been met.  The Check does not stop the Process as in the case of a Control. The “Check” Icon is placed on the relevant Steps where the comparison is made.  Refer to the ProcessStep Icons list.

Client

The Entity or person for whom the ProcessStep Team delivers the Project Outcomes.

Client Project Owner or Manager

An authorised representative from the Entity that authorises and pays (will pay) for the costs and expenses of the (proposed) ProcessStep Project and who is responsible for the Outcome of the Project.

Connect

“Connect” means that people align with the ProcessStep Methodology by understanding what the ProcessStep Process is, the role that each plays and the responsibility of all Role Players during the ProcessStep roll-out.

Consultant

A person who provides advice on a fee for service basis and who may want to use ProcessStep to document Processes.

Contractor

A person who participates in a Project and who is not a full time employee, but works on contract terms and who may want to use ProcessStep to document Processes.  Refer to the ProcessStep Icons list.  Also refer to “Associate”.

Control

A Control indicates those Points in the Process where a Role Player has the authority to influence and change the Process Outcome to a different, more optimal course.   In other words, the Process provides for  “gate keeping”:  if all is going according to plan,  no intervention is called for.  If, however, Outcomes at the Control point are less than desired, or the future Outcomes are compromised, the Controller-Role Player must perform activities that will result in an Outcome that is more desirable than if the Control was not applied.

The Control is the action that is executed to:

• Monitor the Process Outcomes and trigger the activities that need to be invoked to achieve the planned Process Outcome.  In other words, corrective action may need to take place if the current Outcome of a Step is not as desired and which may impact the Process Outcome.  This triggers a specific set of activities to steer the Process back to what “should happen in a zero defect Process”.

• Stop the Process from moving forward until deviations to the optimal path have been resolved.

• Change the elements that are causing the Process to deviate from the optimal path in such a manner that the optimal Outcome can be achieved after the intervention.

The “Control” Icon is placed on the relevant Steps where “gate keeping” is needed.

Refer to the ProcessStep Icons list.

Decision Diamond

A point in the Process where a Decision needs to be made on a specific aspect.  It usually results in a “Yes” or “No”, with a different set of Steps following the “Yes” and “No” direction respectively.   Refer to the  ProcessStep Icons list.

Option Pre-ceder

A Step may trigger a number of follow-on Step options.  The Option Pre-ceder is an Icon used to split the Process flow into the various Options. Refer to the  ProcessStep Icons list.

Dependency

A link between ProcessStep Elements. This could be Time, Data or Information that is needed to bring about an Outcome and which may be an Input to a current situation progressing to where it should progress to.  For example, in a Process Flow, Step 2 is usually dependent on Step 1’s outcomes, etc.

Directive

Any specific set of rules that provide guidelines within which a Process must operate.  Directives, Policies, Charters and Statutes are the directives against which Process compliance (how what is done is being done) is measured. Directives may not be directly enforceable, but the expectation is that they are adhered to and provided for in a Process to set the framework within which the Process operates.

Document

A hardcopy or electronic copy of information or data including official forms and documents that is recorded and which can be used as Input to a Step, as Output to a Step or as an audit trail.  Refer to the ProcessStep Icons list.

Entity

The Business or Corporation or Organization or Institution or Team or Division or Department for which ProcessStep is applied.

Event

An occurrence that happens independent of the Process.  For example, an event may occur that triggers a Process to start. Alternatively, during a Process, there is an event that continues whether the Process is in operation or not such as when Entity IT systems run batches of data whether or not the Process is ready for those to run.

Facilitator

The ProcessStep Team Member, usually a Team Leader,  who drives and manages the Workshop or Work-session Plan, prompts and manages information flow, data capture and who is the decision maker and interventionist during the Work-session.

Fast Track

The Shortest possible route that will render a defined Outcome most effectively. 

For example, if one decides to fast track ProcessStep, an Outcome that includes fewer of the ProcessStep Elements must be defined at the start of the Project and the Steps to achieve the quick Outcome are the minimum requirement to deliver such an Outcome.

Financial Impact

“Financial Impact” refers to those Steps in the Process where a transaction is triggered that will affect the financial position of the Entity by impacting the Balance Sheet or Cash Flow.   The “Accounting Point” Icon represents a Financial Impact when placed at a Step.

Folder

Refer to ProcessStep Folder.

Improved Practice

Improved Practice in ProcessStep means that within the current Entity environment, resources and ability,  the Process, Steps and activities in the Process is more effective at delivering the intended Outcome than it was prior to the ProcessStep intervention.  The idea is that the Process and Outcome can be achieved and completed with fewer problems and unforeseen complications as prior to the intervention.   Improved Practice further means that the Entity is moving towards Best Practice.

Information Monitor

A volunteer Participant who has to flag information as irrelevant.  Based on the role this person has in the discussions, this should be someone who has a fairly deep knowledge of the Process being discussed (a Subject Matter Expert) and should have some level of authority or be given that authority in the Work-sessions.

Key

“Key” in ProcessStep means that unless a very important or principal aspect of an activity or event occurs or is executed, it will result in less than desired or planned Outcomes.

Key Performance Area (KPA)

Key Performance Areas (KPAs) are “areas” or strategically important aspects where performance in the Entity is specifically needed and targeted.   KPIs (Key Performance Indicators) provide the metrics for the areas of performance.  In other words, a number of KPIs may support for example the strategic goal of Growth (which is a KPA), etc.  Refer to the ProcessStep Icons list.

The Key Performance Indicator (KPI)

This is the metric or set of metrics used to measure performance.  It is a measure of how well a person, machine or Process performs, i.e. the point(s) in the Process where the performance of the Process is measured.

Loop backs

Loop-backs are the Process flow connectors which point  in the opposite direction as the main flow and are used when the Process needs to go back to a previous Step. 

Master Contract

A standard contract in which all the Vendor-Client terms and conditions are recorded and which is customized for each Client and Vendor or Service Provider.

Management Elements

The Element on which ProcessStep focus to improve Process performance.  These include Risks Management through Controls and Checks that address amongst other Burning Points and areas of non-compliance (Governance), providing business metrics through Management Information, measuring performance with Key Performance Indicators within Key Performance Areas which are further enhanced by Escalation activities, identifying and in some instances quantifying Financial Impacts (Accounting Point), effecting Quality Management through specific Steps that has QM as an Outcome and Change Management which uses the Action List as driver.

Management Information (MI)

Management Information is data and/or information that is applied to reach the goals of the Process and provide the metrics for Performance Management. MI is created in reports, spreadsheets, e-mails, websites or on a system.  It is a defined point in the Process Map that produces Management Information.  MI may be copied to specific documents (for example Reports), sent to specific Managers and used to make business decisions with.

One-on-One Session

At times a Role Player works alone with the ProcessStep Team, for instance when writing The Book.  One-on-one sessions mean that a Key Role Player works with ProcessStep Team Members to Input information into a Process Map, Book, Workbook or to work on Action Lists.

Overall Control

The principal Control by which the entire Process is kept on track.  It is the one, main Control (which is an action or activities) that overrides all other Controls and that ensures the optimal Process Outcome on a continuous basis.

Parking Lot

A space on paper or on electronic format where issues which cannot be resolved immediately or that should  not be addressed in the current Work-session due to time or scope constraints, but which are important to the Project or the person who raised the point,  are noted for later discussions or actions.

Participant

“Participants” are the people (Client) who are in the Work-sessions and who partake in achieving the Workshop Outcomes.  Participants do not necessarily play a role in the Process.

Playback

ProcessStep includes “hearing” information, processing it and presenting it in ProcessStep format. “Playback” means that after the Process has been worked on during a Work-session, the information is read back to the Participants to check accuracy and flow logic along with all the elements that were worked on during the session.

Policy

The terms of reference within which a Process operates.

Populate

An activity where data is filled out in a Word document, a Map, a spreadsheet or any other document.

Positioning Map

A Positioning Map shows how one or many Processes form part of an Entity’s operations and structure.  The Positioning Map states at high level what the Entity does by using Steps, Processes and Role Players.   The Processes that form part of the Scope of the ProcessStep Project are linked into this structure, showing what Process contributes to which functional part of the Entity.

Procedure

Details how to perform aspects within Step in a Process.  These are also known as “work instructions”.

Process

Provides Step by Step information on what to do to achieve a specific Outcome or goal along with the sequence of what need to be done when.

Process Owner

The person who ensures that the Purpose of a Process is achieved and who is accountable for the Outcome of the Process.

Process Practitioner

An individual who has an interest in Process documentation and who may want to apply ProcessStep to document Processes.

ProcessStep

A methodology that extracts information from Process operators through interactive Work-sessions.   ProcessStep structures information into user friendly “what to do” Process maps and details the “how to” in easy reference word format.   In order to deliver Process Outcomes successfully, ProcessStep uses a set of Management Elements to extract value and achieve best possible Outcomes.

ProcessStep Body of Information (PBI)

The information on what ProcessStep is and how to use ProcessStep that is the Intellectual Property of the License Issuer.

ProcessStep Book

Provides detailed “how to” information for each Step in the Process Flow and as filed in Section 3 to 22 of the ProcessStep File.

ProcessStep File

Is the printed ProcessStep Body of Information as summarized in the ProcessStep “Contents” and includes the ProcessStep Map and ProcessStep Book

The File comprises Lead-in Information,  the ProcessStep Map (what to do), the ProcessStep Book (the what to do) and supporting information which includes more information that pertain to specific Steps (Know More), Templates and Examples.  

ProcessStep Folder

Is the electronic ProcessStep Body of Information as summarized in the ProcessStep “Contents” and includes the ProcessStep Map and ProcessStep Book.

The Folder comprises Lead-in Information,  the ProcessStep Map (what to do), the ProcessStep Book (the what to do) and supporting information which includes more information that pertain to specific Steps (Know More), Templates and Examples. 

ProcessStep Map

Reflects the Step by Step “what to do” if using ProcessStep as the methodology to define document Process/es and improve Process Performance.

ProcessStep Project Owner

The person or designated ProcessStep Team Leader representing the company that is licensed to apply ProcessStep and who delivers the Project to the Client.

ProcessStep Quality

ProcessStep “Quality” means the number of Role Players who provide and verify accurate and correct information and the number of repetitions needed to reach the desired quality.  This implies that the “appropriate” Role Players are required to provide the correct information at the level of detail that is agreed to in the Project Terms of Reference.

ProcessStep Team

“ProcessStep Team” means:

• Two people (for example Consultants) using ProcessStep (this includes The ProcessStep Practitioner) where one person acts as the  Facilitator & Process Architect and the second person acts as the Assistant Process Architect/Capturer OR

• One person (for example a Consultant) using ProcessStep and who fulfills the function of both the Facilitator & Process Architect and Assistant Process Architect/Capturer.

• A combination of the above, with as many people to do the work  as is needed for the Project.

ProcessStep Team Leader

Any person who is licensed to use ProcessStep to document Processes and who delivers ProcessStep to Clients as a single person or as Leader of a Team.

Project

Process work that have a start and end date.

ProcessStep views each assignment as a “Project”.  In terms of ProcessStep, “Project” is the activity that takes place to bring about a specific Outcome using ProcessStep as the methodology and tool with which to achieve the Outcome and which has a specific start and end date.

Project Manager (Client)

The person who is managing the Process work on behalf of the client.

Prompt text

The text in blue or red italics used in Templates.  The italics must be replaced with actual information when used.

Quality Management

Quality Management means that activities take place in a Step to specifically measure compliance to Quality Standards.  Quality Standards includes internal quality standards or ISO standards or any other standards that may apply to the Process.

Risk

An event or non-event that may compromise the desired Outcome of a Process.  Risk is the potential “harm” that may arise from a current event or from a future event. It is the probability of a detrimental occurrence, which will have a negative effect on a desired Outcome.

Role Player

“Role Players” are the people (Client) who operate in the Process and who have knowledge of the Process, but who may or may not be in a Work-session.

“Role Player” is also a person or persons that either receive Output from the Steps and/or provide Input.

Share & Challenge

“Share & Challenge” means the Process Owner shares his or her Process with Role Players and Participants who have the responsibility to Challenge what has been Mapped.   It is expected of Role Players and Participants to fully participate by asking questions, clarifying areas of uncertainty and adding relevant information or detail to ensure that once the Work-session is concluded, the Process is at “Best Practice” or “Improved Practice”.  Share& Challenge is an important element of ProcessStep Quality (Refer to ProcessStep Quality).

Sign-off

The activity that hands over all Output from the ProcessStep Tea closes a Project and triggers the ProcessStep Team to exit the Project.

Sign-over

The activity in which work that still needs to be done and Action Lists are passed on to the Client Project Owner or Manager or any other agreed to Role Player for further actioning.  This implies that the ProcessStep Team hands over the Project, which either remains ongoing, or which is closed and moves into Implementation phase.  The ProcessStep Team becomes a support to the Project or Implementation with the “driver” status being transferred to the Client.

Stage

A group of Steps result in a functional Outcome.  Each Process comprises a number of stages, for example the Planning Stage, The Documentation and Improvement Stage, etc.

A “Stage” in ProcessStep means the logical grouping of a number of Steps to achieve specific Outcomes which all contribute to the Process Outcome.  Stages relate to the Process Scope and are logical “breaks” in the Process which may or may not coincide with “function silos” in a Process.  Note:  Stages should not be determined by “current” functions, especially since this may prevent ProcessStep to move a Process to Improved Practice.

Statement of Work

The Statement of Work is a short summary describing the Project Key Role Players, what the Projects goals and high level deliverables are, who will do what, the duration, the relevant money, timing and scheduling matters and the terms and conditions which govern the Project.

Step Name

The name of the Steps in ProcessStep.

Trainer

A person who uses ProcessStep to train learners on how to document Processes.

Unpacking

“Unpacking” a Process means that its Purpose, Scope, Activities, Role Players and other relevant elements are identified, defined, discussed, agreed to and recorded.

Walk

“Walking” in ProcessStep means that a Role Players (usually the Process Owner) present the Process Map in a manner that simulates walking along Stepping Stones, stopping at each Step to provide details on the flow of the Process, Activities, Role Players, means of Communication, and so on.  

In other words, the Presenter: 

• Narrates Step by Step what the icons represent and

• Tells the “story”,

• Stopping to respond to questions, challenges and suggestions and

• Instructing the ProcessStep Data Capturer to make notes at specific Steps on the Process Map.

Way forward

What needs to happen next, the actions needed to progress what needs to be done and the Role Players who will action those.

Workbook

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.

Work-session

A scheduled block of time in which Participants work interactively and agree on agenda points that achieve a Workshop outcome. A Work-session is different from a Workshop in that a number of Work-sessions may be needed to work through a Workshop Agenda. 

Workshop

Scheduled time in which a specific agenda is followed and where Participants and Role Players interactively collaborate with the ProcessStep Team to achieve a specific Outcome through ProcessStep facilitation.  

Wow Factor

A ProcessStep expression that captures the emotion and excitement of what ProcessStep achieves both visually and in improved Process Performance.