Measure Kaizen Facilitation Objectives Understand several types of detailed process mapping techniques available Learn how to create a detailed map Begin to analyze a process 2 Detailed Process Mapping ID: 627566
Download Presentation The PPT/PDF document "Detailed Process Mapping" is the property of its rightful owner. Permission is granted to download and print the materials on this web site for personal, non-commercial use only, and to display it on your personal computer provided you do not modify the materials and that you retain all copyright notices contained in the materials. By downloading content from our website, you accept the terms of this agreement.
Slide1
Detailed Process Mapping
Measure
Kaizen
FacilitationSlide2
Objectives
Understand several types of detailed process mapping techniques available
Learn how to create a detailed map
Begin to analyze a process
2Slide3
Detailed Process Mapping
A detail process map is simply a pictorial representation of the sequence of actions that comprise a process
It differs from the High Level Process Map previously created, in that it details how the work gets done
3Slide4
Different Levels
High level process map
Focused on process sequence
Characterized by linear flow
Lacks sufficient detail for a new person to successfully complete task
Detailed process map
To understand details of how a process works
Characterized by decision points and complexity
Following the detailed map should lead to a completed task
4Slide5
Why is Detailed Process Mapping Important?
It provides the team an opportunity to learn about the work that is being performed
Dr. Myron Tribus said:
“
You don’t learn to Process Map,
You
Process Map to learn.”
5Slide6
Process Mapping
6
There are usually three views of a process:
What you
THINK
it is..
1
What it
ACTUALLY
is..
2
3
What it
SHOULD
be..Slide7
Detailed Process Maps Are Used To:
Document processes
Provide a reference to discuss how things get done
Describe and understand the work we do
Identify and eliminate waste
Analyze and improve on processes
Identify areas of complexity and re-work
Generate ideas for improvement
7Slide8
Important Points on Mapping
Go to the place where the process is performed
Talk to people involved in the process and get the real facts
Observe and chart the actual process
Reality is invariably different from perception; Few processes work the way we think they do
The purpose of process mapping is to identify waste, not to develop the perfect process map
Process map what is, not what you would like it to be
Process Mapping is dynamic,
use
Post-it notes, dry erase markers, pencils, etc…
All Process Maps must have start and stop pointsSlide9
Preparing to Map Your Process:
Assemble the Team
Agree on which process you wish to map and the purpose of the process
Agree on beginning and ending points
Agree on level of detail to be displayed
Start by preparing a narrative outline of steps
Identify other people who should be involved in the process map creation, or asked for input, or perhaps to review drafts as they are prepared
9Slide10
Common Symbols Used to Process Map
Start & End
: An
oval is used to show the materials, information or action (inputs) to start the process or to show the results at the end (output) of the process
Activity
: A
box or rectangle
is used to show a task or activity performed in the process. Although multiple arrows may come into each box, usually only one arrow leaves each box
Decision
: A diamond
shows those points in the process where a yes/no question is being asked or a decision is required
Break
: A
circle or home-plate
with either a letter or a number identifies a break in the process and is continued elsewhere on the same page or another page / map
10Slide11
Process Mapping
In order to correctly manage a process, you must be able to describe it in a way that can be easily understood
Show the workflow with a Process Map and describe its purpose with an operational description
The first activity is to adequately describe the process under investigation
Choose a charting technique most appropriate
11Slide12
12
Place Order
Inventory Check on website
Inventory Available?
System Updates Inventory
Order e-mailed to Fulfillment
No
Yes
Simple Flow Chart Example
System returns ‘Out Of Stock’ notice and suggests alternative
Customer
Web System
Web System
Customer charged
Accounting
Web SystemSlide13
Simple Flow Chart with Data Example
13Slide14
Linear Flow Map Example
14
As the name states, this diagram shows the process steps in a sequential flow, generally ordered from an upper left corner of the map towards the right side.Slide15
Swim-lane Map Example
The value of the Swim Lane map is that is shows you who or which department is responsible for the steps in a process
A timeline can be added to show how long it takes each group to perform their work
Also each time work moves across a swim lane, there is a
“
Supplier – Customer
”
interaction, this is usually where bottlenecks and queues form, and – this may be a data collection point
15Slide16
Value of Detail Process Mapping
Provoke thought for improvement opportunities
Promote common understanding
Increase cross-functional learning
Train new employees
Use as a presentation
16Slide17
17
Detail Map Example
Make Process Visible
Different Functions identified by lanes
Steps identified on post-it notes
Actual Documents attached on MapSlide18
Detail Mapping Versus Flowcharts
Detail Maps
Capture formal, informal and emotional processes
Are self-explanatory working documentsInclude “live” or operational documents
Capture important data
Quality levels
Volumes (Inputs, throughputs, outputs, backlog)
Labor hours
Elicit employee involvement and ownership
Highlight opportunities for improvement (color code)Key difference is the level of detail and the ability to add documents and data directly on the map itself
18Slide19
‘Kraft’ or Brown
Paper*
MapDescribes in detail the process as it works today
This is the “as-is” current state
Shows the “big picture” but, with the details
Is high touch, low tech (inexpensive to produce)
Captures the complexity and disconnects of key operational issues
Identifies outside areas involved in the process
19
* It’s called Brown Paper because of the color of the paper that is typically used, you can use any color paper… flip chart paper is also commonly usedSlide20
‘Brown Paper’
Map Example
20Slide21
Steps for Creating a Detail Process Map
Use the post-it as simple flow chart symbols
Hang as rectangle for a Process Step and turn 45 degrees to act as a Process Decision point
Don’t forgot to draw lines showing the flow
Decision points should always have at least 2 lines coming from it
21
Process Step (Verb)
Process
Decision?
(Question)Slide22
Steps (continued)
Use different color post-its to represent different aspects such as, value added and non-value added
If you don’t have different colors, use a colored marker and draw a box around the post-it
Color coding examples:
22
Non-Value Added Step
Step Needing Follow-up
I.T. SystemSlide23
Detail Map Example
23
Note: Decision points, red dots, different color post-it notes used to designate separate functions / hand-offs or other process related information
“As-Is” Map w/ Post-It notesSlide24
Things to Look For
Long Cycle times
Bottlenecks
Rework loopsDuplicate workCheckers checking the checkers
Excess Handshakes (between functions)
Broken interfaces
Unclear roles and responsibilities
24Slide25
Guidelines
Format Guidelines
Include a title of the process
Have a list of the Builders / ReviewersInclude a timeline across the bottom
Use the actual printed documents as part of the flow
Artistic Guidelines
Use small pieces of masking tape to attach items in first pass; they may need to move later
Use creative icons / color / humor where possible to tell the story
Quantify the Process Steps
Cycle Times
Volumes (inputs, throughputs, outputs, backlog)
25Slide26
Mapping Tips
No matter which technique you use:
Walk the process (backwards) with your team
Involve those closest to the process
Can be hand-written or done on Microsoft Office® tools: i.e. – excel or visio
Consider using post-it notes as the process steps and post the charts on the wall to get your ideas across to othersSlide27
Mapping Tips (continued)
If your map does not have enough space to list all the information, use numbered reference sheets
Maintain your process maps and data and update them as necessary, use them as reference
27
“timeline”Slide28
Review
Understand several types of detailed process mapping techniques available
Learn how to create a detailed map
Begin to analyze a process
28