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Business Process Analysis Template

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					This document sets forth a template for a business’ process analysis. Process
assessment can help optimize business efficiency and reduce risk by documenting,
tracking and measuring each process. This form has standard language to track and
document a business process and also contains opportunities to add custom language
under each section, such as a description of the business process, the desired
outcome, workflow analysis, and metrics for measuring change. This document should
be used by businesses seeking to develop a process assessment and analysis tool.
[Process Name] Business Process Assessment




[Process Name]




[Assessment Manager Name]




[Business process assessment is an important task for optimizing business. Notably, unless its
documented, there’s not shared understanding. If its not tracked, it can’t be measured. If it can’t be
measured, it can never be optimized. Business process assessment not only optimizes the business, but
it also leads to important make/buy decisions for software workflow tools, or outsourcing. Or on the
otherwise, justification against the latter. Assessment make be time consuming, but there’s no better
way to clearly understand the organization.



[Business Process Name] Business Process Assessment                                        Page 2 of 7
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[Business Process Name]

Document Change Log
[Include a table of changes that track version number, single line summary of changes, date of latest
version, and who made the changes. This document is a live document that will continue to change up
through production. As the document will guide the development process, it is important to track the
latest version and understand why changes were made.]

       Ver                               Summary                             Date             Owner
                                                                                             (initials)




Acronyms & Definitions
[Documenting acronyms and definitions is important to ensure all nomenclature is consistent. This
consistency is important so that the project team clearly understands the customer, and customer
clearly understands and is comfortable with the deliverables received from the project. ]

#                                Acronym                                             Description




Customer Organization Function
[Document what the Customer does. What is the organization’s role within the company? How many
members are part of the organization, how critical is the team to the success of the company? This
section is necessary to understand the criticality of the effort, and justify the changes and investment if
later necessary.


Description of Business Process
[Document the business role. What does it accomplish, and how critical is the workflow to the success
of the company? How often does the workflow get executed, and what happens when the workflow
fails? How is the workflow measured?]


Desired Outcome from Process Assessment
[Discuss with the Customer and document the desired result from the business process assessment. Is it
to simply have the process documented for consistency across the organization? Is the documentation
to transition the workflow to another organization or an outside vendor? Or is the documented
workflow to be used in a project automating the process? It’s important to understand the end-result of
the effort, which ultimately will be to optimize the workflow, or the utilization of the workflow.]




[Business Process Name] Business Process Assessment                                                Page 3 of 7
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Techniques
[Before entering the workflow documentation process, its important to first understand the many
techniques that can be used. There are many books and online resources that discuss process
documentation which are recommended to read. The techniques discussed here will be:

Fishbone Diagram

Sticky Note

Process Flows

Fishbone Diagrams
Fishbone diagrams get their name from their structure. Envision a horizontal line with the business
process written on it. Draw lines at 450 to the horizontal line representing independent groups of tasks,
and write the name on the lines. Now draw horizontal lines off the diagonal lines, writing the steps to
achieve each task. In the end of the diagram will look as follows.

                 Task 1                     Task 3




                              Step 3

    Step 2                      Step 2

      Step 1                      Step 1

                                                                                     Business Process
                    Step 1                     Step 1

                  Step 2                     Step 2

                Step 3                     Step 3




                              Task 2                     Task 4


Sticky Note
The Sticky Note process is exactly what it sounds – a process using sticky notes. It’s a collaborative
process involving the key players in the process. Using different color sticky notes representing inputs,
process, and outputs, the participants write out everything they believe relates to the process. A
separate color can even be identified that identifies pain points in the process that participants know of.
Duplication is allowed at first, followed by a facilitator who reviews the board and eliminates duplicates
and facilitates discussion or disagreement. The goal at the end of the process is to identify the “as-is”
workflow, and ultimately “to-be” workflow, simply by moving sticky notes around.




[Business Process Name] Business Process Assessment                                             Page 4 of 7
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Six Sigma
Six Sigma is a statistical approach to workflows; more of a tool to optimize workflow than a tool
facilitating documentation of workflow. It deals heavily in mathematical evaluation of workflows, which
are some benefit in documenting workflows. This approach is best pursued with a software package or
certified Six Sigma professional.


Process Workflow, As-Is
[Document the As-Is workflow. It is important to understand what the agreed upon process is today, so
that when the To-Be workflow is documented the changes can be identified. Along with the workflow it
should be identified how many steps are involved, how many different roles are utilized, if and how the
process is measured, and inputs and outputs of the process. If there are pain points within the process,
or areas where the process repeatedly fails or requires frequent heroics, note those areas. ]


Assessment of Workflow and Determination of Metrics
[With the workflow identified, the assessment activity begins. This may be performed by an individual
or special working team. Listing all the pain points, address those areas first; list several ways how the
problem can be overcome. Look to measure the cost of the as-is process, in cumulative hours expended
and the financia
				
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Description: This document sets forth a template for a business’ process analysis. Process assessment can help optimize business efficiency and reduce risk by documenting, tracking and measuring each process. This form has standard language to track and document a business process and also contains opportunities to add custom language under each section, such as a description of the business process, the desired outcome, workflow analysis, and metrics for measuring change. This document should be used by businesses seeking to develop a process assessment and analysis tool.