To understand what a BPM process mapping is, and what are the techniques used in process mapping, we must grasp the definition of process. A process is a sequence of tasks, or activities, that when executed turn inputs into a result with added value. A business process execution consumes material and human resources that come from internal or external suppliers that feed the process. The results are products or services that meet the needs of clients.
The BPM process mapping techniques have as an aim to determine the way the received inputs are treated and changed, to accomplish this process with a full effectiveness (efficacy + efficiency).
To apply the techniques of BPM process mapping, you must analyze all details of the process. Afterward, you can map and diagram it to show the operational flow and the relationships between the different areas and processes.
The techniques used by the BPM process mapping make it easier and possible to build measures systems and performance indicators. It allows evaluating in real-time the execution of tasks, result measuring, costs, production, productivity, risks, and more, making the management easier and more complete.
Through this mapping and using these techniques, it is possible to calculate the total cost of the process, the execution time, the people responsible, the staff allocated, the time dedicated to each resource and the implement of improvements or optimizations.
Stages of BPM process mapping and processes improvement
To know for certain, you will achieve a real improvement in your organization, be sure to follow all the best practice and process mapping techniques so that your investment will be worth.
Stage 1 – Establish teams that can present the process routine.
The people who participate in this phase are the ones who perform this process on a daily basis. Also, personnel from the supplier process and the client process should engage on this stage.
Stage 2 – Identify processes.
Get a comprehensive knowledge about the organization gathering the following information:
- Organizational structure, the attributions of each area and leading managers.
- Growth strategies in each sector.
- Central business processes.
- Accurate key performance indicators.
- Information systems used by the organization.
- Strategic prioritization for the implementation.
Stage 3 – Diagram current processes.
Gather data about the policies that govern the processes, the executed tasks, time spent in activities, people involved in each activity, who are the suppliers and consequential internal clients and what are their interactions.
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Stage 4 – Analyze current process and propose improvements.
Do a critical review of the processes to detect the root of the problems and betterment opportunities in the processes. Sources of problems and opportunities:
- Work method.
- Equipment and machines.
- Raw material.
- Physical environment.
- Pareto Diagram.
- Ishikawa Diagram or Cause and Effect Diagram.
These are just some of many process mapping techniques available to achieve the stage 4. See this business process mapping software to document your processes for free.
Stage 5 – Mapping flows To Be.
Develop alternative solutions to the problems of the processes. It is one of the most important processes mapping technique, and we must evaluate each option as a result of their impacts in:
- Implementation period.
- Best improvement alternative.
- Diagram the new version of the process. Find out this tool for process modeling.
Stage 6 – Prioritize and Automatize.
Identify the primary processes to implementation and automating. Define automating strategy:
- Which flows are going to be automatized in the ERP (Enterprise Resource Planning)?
- Which flows need to use a support/control system?
- Acquire software and hardware.
- Assign controls to evidence generation.
- Disclose and train people.
- Effective implementation and assisted support.
Stage 7 – Monitor, improve and expand automation.
Arrange periodical meetings to follow indicators and suggest improvements.
- Create processes to register and treat changes in processes.
- Establish an improvement of processes committee.
- Keep control of process versions.
- Identify new processes for automation and repeat the previous step.