Guide to Business Process Modelling

1. Guide toBusiness Process Modelling

2. Contents • What is business process modelling? • What is process mapping? • Why and when is process mapping used? • How to produce a process map • Draw and label the swimlanes • Add in the process flows • Swap lanes and show decision points • Complete the process map • Example process map • Further assistance

3. What is business process modelling? • Descriptive models: written explanations of the processes • Active models: a working model that represents the processes (eg. computer simulations) • Diagrammatical models: a diagram that shows the processes and the relationships between them (eg. process maps and flowcharts.) Business process modelling is a means of representing the steps, participants and decision logic in business processes. There are three main types of process models: This guide will focus on process maps.

4. What is process mapping? Process mapping is a technique of diagrammatical modelling. The diagram represents a series of processes and how they are related. Process mapping provides a representation of who does what and in what order.

5. Why and when is process mapping used? Process mapping helps to clarify the steps involved in a particular process. • It is used for: • understanding the current processes • clarifying responsibilities • identifying process inefficiencies • designing new procedures • training

6. How to produce a process map • Consult with the experts. These are the people managing and working with the process. • Identify the boundaries. Where does the process begin? where does it end? • Identify the participants. What roles are involved in the processes? • Hand draw the process in front of the expert, getting then to confirm the steps. • Identify the steps. What is done first? What is done next? By who? • Identify the decision points. What are the alternatives? What determines which alternative is chosen? • Draw an initial process flow. Draw and label the swim lanes (see next slide for details) using standard symbols. • Check for completeness. Are all participants represented? Are all processes shown? Are there any alternatives that have not been considered? Refine and finalise. • Review with the experts to ensure completeness.

7. Draw and label the swim lanes Employee Supervisor Administration The swim lanes represent the area of involvement of each participant who has a role in the processes being mapped. The participant may be an individual, a team, a department or an organisation.

8. Add in the process flows 1.1 Fill out expense form 1.2 Submit expense form Employee Supervisor Administration Starting at top left with the start symbol. Draw processes along the swim lane, and use arrows to represent the sequence. Each process is given a number, and starts with a verb.

9. Swap lanes and enter decision points 1.4.1 notification to employee 1.1 Fill out expense form 1.2 Submit expense form Employee No 1.4 Expenses Valid? 1.5 Submit authorised expense form 1.3 Receive expense form Supervisor Yes Administration When a process is performed by a different participant switch lanes. If the next step depends on a decision show this as in the example above, labelling the alternatives and showing the steps that follow.

10. Complete the process map Remove any unused swim lanes. Make sure there is one start point and all flows have an end point. Check that all decision points have all options labelled and have flow arrows to the next step. Review with participants for verification. An example of a completed process map is shown on the next slide.

11. Business process 1 – Process expense claim 1.1 Fill out expense form 1.2 Submit expense form 1.8.1 notification to employee 1.4.1 notification to employee Employee m m No 1.3 Receive expense form 1.5 Submit authorised expense form 1.4 Expenses Valid? Yes m m m Supervisor 1.8 Make payment 1.6 Receive expense form m sol 1.7 Log expense form Administration sol M = manual Sol = facilitated by solution