Prognition (current state business process analysis)
- 1. Business Process Discovery : Effective “AS-IS” Analysis Digital Transformation and The Art of Managing Change
- 2. Often customers are eager to get rolling with the software and minimize the need for a detailed current state analysis In our experience this is almost always a poor course of action, as the current state analysis forms the detailed basis for the future state design • Current state provides a performance baseline to measure success against and allows the team to be quantitative regarding process improvements. • ”As-IS” analysis often identifier hidden technology enables(like excel, access and other custom tools) , hidden process tasks and sometime even hidden procedures too. And can then be addressed in solution design. • All process dependencies are identified, thus ensuring other processes are not “broken” as one process is “fixed” • Key issues identified, fully inform future state design and solution development Current state analysis also enables to engage all major stakeholders, process owners and key SMEs to build consensus around project objectives. www.nimbe.co.uk info@nimbe.co.uk Why Current state (“AS-IS”) Analysis
- 3. www.nimbe.co.uk info@nimbe.co.uk Current state (“AS-IS”) Analysis steps Interviews & Workshop prep •Interviews •Workshop Prep Workshop & Process Mapping •Level 1 Map •Level 2 Map •Level 3 Map Detailed assessment •Assess workflow •Assess pain points •Assess technology •Assess policy Confirmation •Stakeholder Review •Updated ROI
- 4. • Level 1 – 3 process maps • Detailed view of task type – Manual and paper-driven tasks – Technology-enabled tasks • Detailed list of process issues • Detailed list of technologies used • Clear understanding of all major roles • Clear understanding of user experience • Outline of key policies driving process behavior • Consensus around key project objectives used to drive future state design Current State Assessment Key Workshop Outputs
- 5. » Workflow Design Assessment » Technology/User Experience Assessment » Resources and Skills Assessment » Policy Assessment Current State Assessment Detailed Assessment
- 6. • Once the assessment is complete, the key process stakeholders and SMEs are reassembled to finalize the analysis • Project objectives are updated and agreed to • Project ROI is updated reflecting the new insight • The project plan is updated and all key project resources are assembled • Future state design is ready to begin Current State Assessment Verification While this phase is commonly called “current state assessment”, we have really done most of the design activity in the process; future state design is now a very rapid exercise
- 7. • We use Prognition, a process analysis and business change management solution from Nimbe (www.nimbe.com), to conduct the workshops and record the outputs. • Traditionally workflow/process maps are created along with use cases or user stories during such workshops and user interview sessions. Current State Assessment How, what and tools
- 8. • Process Visibility • Today's business processes, associated policies and procedures are not only complex, expensive and demanding, often they are hidden in files and folders. • Prognition enables process to be documented and published along with associated policies and procedures with a click of a button, making your processes easily accessible and visible for operational, training and auditing needs. What is Prognition • Change Management • Business change initiatives often fail, not because of technology but due to lack of alignment, lack of communication and lack of collaboration. • Prognition helps align, communicate and collaborate not only during process modelling but also during requirements gathering, development and testing phases. With pre-built templates for best practices and industry standards and the ability to customize and create your own methodology, Prognition enables complete change governance.
- 9. • During the process analysis phase we use the following features of Prognition – Business process and workflow mapping – Capturing Requirements/User Stories in context to a process or individual activities – Capturing Paint Points in context to a process or individual activities – Capturing Objectives, milestones or processes feasibility before performing any “to-be” or future state process design. – Capture current forms, reports or other associated inputs and outputs. Analysis using Prognition
- 10. • Joint Process/workflow mapping Prognition Workshop
- 11. • Understand and capture process objectives, goals. Prognition Workshop
- 12. • Understand and capture pain points both at the processes level and at the individual task level. Prognition Workshop
- 13. • Capture details about individual user tasks and associated details using properties panel • Following is an example of an email task • Extend this properties as necessary (useful for following a custom methodology or business architecture) Prognition User Interview
- 14. • Understand and capture pain points specific to individual users/individual tasks. • Capture existing documents, reports, excel or macros etc. (any input or outputs). Prognition User Interview
- 15. • After user interviews is finished, export details either to a PDF document or as a standard HTML page to review and playback for confirmation. – For distribution use PDF. – For confirmation workshop use HTML exports. – HTML exports can also be used for training and visibility. Prognition Confirmation
- 16. • We work with a number of industry leading products in workflow, BPM and Case management. Contact us at info@nimbe.co.uk with regards to any questions or comments about Digital transformations, Business process discovery, Process analysis or workflow/process implementations. • Any questions/comments or if you would like to schedule a more detailed demo about Prognition and see how Prognition can help you design and succeed with your next process initiative, contact us at prognition@nimbe.co.uk Q&A
Editor's Notes
- #6: Key Questions for Workflow design assessment Are there too many actors? Are there too many handoffs? Low or non-value added steps? Bottlenecks and wait times? Can serial tasks be done in parallel? Are there excessive loops? Are exceptions frequent? Is there a “process fixer” role? Technology/User Experience Assessment Is workflow visible to management from beginning to end? Is workflow visible to users? How are task lists and queues managed? Are performance management tools in place? Is workflow controlled by more than one application? Is there significant re-keying of data at various points in the process? Is there a significant learning curve for the systems currently in place? Resources and skills Assessment Are the roles well matched for the tasks assigned? Is training adequate? Is scope of the actor’s responsibilities adequate for the tasks assigned? Is the knowledge of the “super SME” available to other process participants? Are there overqualified resources doing lower-level tasks? Is there a “help” function within the process? Policy Assessments Policies direct or influence decisions, actions and flow Often policies create process inefficiencies that result in more pain than benefit Our goal is to review key policies within a process (especially those resulting in bottlenecks) and ask “WHY?” Avoid “so let it be written so let it be done” perspectives; often a simple change in outdated or ineffective policies result in significant process efficiency