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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.



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© Copyright 2011 Docstoc Inc.
[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.]




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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.




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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 financial cost (use average hourly employee cost if the specific process cost is unavailable).
Looking at the original assessment of the organization, look at where hours/costs can be eliminated
saving the organization time and money. Work with management to understand what measurements
would be most valuable to them? Is workflow time or cost most important? Do errors in the workflow
cost money, and if so what is the overall financial impact? This section will be a summary of why the As-
Is workflow is not working or should be changed, and how the To-Be workflow will change that. ]


Process Workflow, To-Be
[Modify the As-Is workflow, based on the assessment, using the same look and feel. It is important to be
able to quickly identify what has been changed within the workflow. For each change, there should be a
justification of either time, money, or quality. In the workflow you may even want to overlay the before
and after workflows, or show them side-by-side to demonstrate the reduced steps, or highlight the
changes.]


Transition, Training and Measurement
[With the As-Is and To-Be workflows complete, and justification for the change documented, it is always
important to provide decision-makers with the impact and cost of moving from As-Is workflow to To-Be
workflow. What changes in process are being made, and what is the training plan to get the staff up to
speed? Is the change complex or easy, and what is the risk of moving to the new workflow? Identify the
one-time cost to achieve the change, and the overall savings from the optimized workflow. Also identify



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what metrics can now be achieved with the new workflow and what management should be looking at
to measure whether the workflow is improved.]




[Business Process Name] Business Process Assessment                                  Page 6 of 7
© Copyright 2011 Docstoc Inc.
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[Business Process Name] Business Process Assessment                                                                          Page 7 of 7
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                                                                      Project name Business Process Analysis



7.4        Constraints
           Restrictions which will limit the way the objective is to be achieved (describe
           anything that might impact on the successful development and/or implementation of
           the project). This may include restrictions on budget / funding, political issues,
           limited resources to work on the project, timing constraints or constraints on the
           implementation of the outcomes of the project.
           To delete this guidance text box, double click mouse in the left margin then press
           delete.
           Type here

7.5        Urgency
           Identify the urgency of the project stating reasons.
           To delete this guidance text box, double click mouse in the left margin then press
           delete.
           Type here

7.6        Assumptions
           List all assumptions made in producing this document.
           To delete this guidance text box, double click mouse in the left margin then press
           delete.
           Type here


8          Impacts
           This can be completed in narrative or table format.
           Identify areas of potential impact, the nature of impact and who will be impacted
           (internal and external). Include both the impacts envisaged during the life of the
           project (that is, costs, disruptions, temporary arrangements, and so on) and ongoing
           impacts resulting from the project’s product/deliverables.
           To delete this guidance text box, double click mouse in the left margin then press
           delete.
           Type here




Queensland Transport and Main Roads                                                             Page 9 of 14
                                                                      Project name Business Process Analysis




8.1        Internal
           This item describes when, where and how the project will impact on areas within the
           department and should include an outline of both positive and negative influences.
           Consider here the culture change and change management aspects that will be
           needed to introduce the proposed changes the project will bring. Impacts on staff
           and likely staff attitudes need to be considered as well as the impacts on the business.
           To delete this guidance text box, double click mouse in the left margin then press
           delete.



           Area within the department              Nature of impact




8.2        External
           This item describes the impact that the project will have outside the department and
           includes both positive and negative impacts on external stakeholders.
           To delete this guidance text box, double click mouse in the left margin then press
           delete.



           Area external to the department                 Nature of impact




9          Method to date
           In this section describe the steps taken in developing this document. Describe any
           investigations carried out, research methodology used and consultation carried out
           to date.
           To delete this guidance text box, double click mouse in the left margin then press
           delete.
           Type here



Queensland Transport and Main Roads                                                           Page 10 of 14
                                                                       Project name Business Process Analysis



10         Outstanding issues
           List here any requirements that have been broadly identified but are as yet
           unresolved at the appropriate level of detail.
           To delete this guidance text box, double click mouse in the left margin then press
           delete.
           Type here


11         Business processes
           In this section, document all of the existing business processes that this project will
           affect. Identify the areas that are impacted by these changes. Also, list any new
           processes required to support this project. Indicate the areas affected by these new
           processes. This information may best be illustrated in tabular form similar to that
           shown below.
           To delete this guidance text box, double click mouse in the left margin then press
           delete.



           Item no.        Business process             Impact area                   Reference




           - Item number - A sequential numbering series suitable to the project.
           - Impact areas - The business areas upon which the impact of change will take place
           (for example,
             Customer Service Centres and Call Centres).
           - Reference - Record points of reference such as sections of legislation, regulations,
           minutes, briefing
             notes, internal policy or other documentation relevant to the particular business
           process and rules.
           To delete this guidance text box, double click mouse in the left margin then press
           delete.




Queensland Transport and Main Roads                                                            Page 11 of 14
                                                                      Project name Business Process Analysis




12         Process maps
           The following process maps show the business processes affected by the project.

           These maps will be at a high level for the PBPA document but refined to a detail
           level in the FBPA document since the selected option is then known and the level of
           detailed information will be further advanced.
           To delete this guidance text box, double click mouse in the left margin then press
           delete.
           Type here

12.1       Current business process (as is)
           Show the process map for the current business process (as is).
           To delete this guidance text box, double click mouse in the left margin then press
           delete.
           Type here

12.2       Proposed business process (to be)
           Show the process map for the proposed business process (to be).
           To delete this guidance text box, double click mouse in the left margin then press
           delete.
           Type here


13         Project performance measurement
           Detail how the performance of the project will be measured during the project’s life.
           An example table format is shown below.
           To delete this guidance text box, double click mouse in the left margin then press
           delete.




14         Product benefits realisation
           Detail how the benefits of the project will be measured. This may or may not be
           during the life of the project. Consider business outcomes such as triple bottom line
           here. An example table format is shown below.
           To delete this guidance text box, double click mouse in the left margin then press
           delete.
           Type here




Queensland Transport and Main Roads                                                           Page 12 of 14
                                                                       Project name Business Process Analysis




Success Criteria        Responsibility    Measurement         KPI                    Target
                                          Method




15         Preliminary Business Requirements
           List any critical business requirements that may be evident at this stage.
           To delete this guidance text box, double click mouse in the left margin then press
           delete.
           Type here




           When all information has been put into this document and the guidance text boxes
           have been deleted, it will be necessary to reformat the document taking out any blank
           lines. Once this is done, right click mouse in the table of content, click Update Fields,
           Update entire table, then click OK. This will update the table of contents to show the
           new page numbers.
           To delete this guidance text box, double click mouse in the left margin then press
           delete.




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                                      Project name Business Process Analysis



Appendix A - Insert title
Type here




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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.