Establish the Process Boundaries Business Process and Project

Establish the Process Boundaries

Business Process and Project Scope • All Projects (esp. Process Improvement Project) requires clear scope – Spirals aimlessly – Improvements that make things worse – Host of other problems

Business Process and Project Scope • Project Scope : – What you will include – What you will exclude Business Processes Project • Small enough to master, large enough to make a difference • “Project scope probably should not extend beyond the authority of your sponsor” (Koulopoulos)

Business Process and Project Scope • It is perfectly reasonable to have project boundaries that do not correspond to business processes… – make sure you don’t damage any processes – don’t expect the benefits that come from improving a cross-functional process Process A Process B Project Boundaries

Business Process and Project Scope • Common errors in drawing process boundaries : Scope is not right – Too Big – Too Small – Grab Bag • Avoided errors using these 3 principles – Bottom Up – Identify related processes outside scope – Simply naming process

The Overall Process Map Show other related process “chunks” of about the same size as your project

Identifying Processes • Step-by-step – Brainstorm Milestones (any necessary result)

Identifying Processes • Step-by-step – Link the milestones/steps together • Rephrasing steps name in verb-noun format • Identify ratio

Identifying Processes • Step-by-step – Assemble processes based on frequency and affinity

Identifying Processes • Step-by-step – Name the process • Avoid mushy words

Identifying Processes • Step-by-step – Identify triggering events • Is there protocol event?

Identifying Processes • Step-by-step – Identify stakeholders and expected result • Result is not an objective • Result – Order is taken – New product is developed – Distributor is acquired • Objective – Reduce turnover to 4% per annum within 18 months – Increase circulation to 150, 000 by 4 Q – Increase advertising revenue by 10% this year

Identifying Processes • Step-by-step – Identify major steps • Represents the critical milestones

Identifying Processes • Step-by-step – Identify roles • Main organizations and jobs functions involved – Develop glossary or Preliminary Data Model

Choose Your Process • Divine intervention – Key Issues • Is this REALLY business processes? • Is executive team expect cross-functional benefits? • Can I Repackage this in an appealing way with the boundaries of a true business process? – On most actual projects • Receives directive • Iteratively manipulates • Analytic approach

Choose Your Process • Analytic approach – Identify Critical Success Factors (CSF) – Identify major processes – Build matrix of process versus CSF – Asses the “brokenness” of each process – Where to focus by rankings

The End… • Questions? • Discussion!