/
Detailed Process Mapping Detailed Process Mapping

Detailed Process Mapping - PowerPoint Presentation

phoebe-click
phoebe-click . @phoebe-click
Follow
363 views
Uploaded On 2018-02-03

Detailed Process Mapping - PPT Presentation

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

map process detail mapping process map mapping detail detailed post steps flow points color decision work system show learn

Share:

Link:

Embed:

Download Presentation from below link

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.


Presentation Transcript

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