Document & Analyze Phase - Process Improvement
The Document & Analyze phase involves conducting a process discovery in order to accurately capture current state.
Uncovering pertinent process information leads to understanding why a process exists and what customers and needs it serves. As process models are developed:
- Areas of obvious waste emerge as improvement opportunities
- Roles and organizations involved are identified
- Baseline measures are set for the process
The phase concludes with a presentation of findings.
Click image to see process flow more closely
Presentation: The Document & Analyze Phase Explained (~7 min)
Watch this brief presentation to learn more about the Document & Analyze phase.
- Kickoff Meeting Agenda (use Project Management Methodology M111)
Use this template to prepare for the process analysis effort kickoff meeting.
- RACI Matrix
A RACI matrix is a representation of the key activities and decision making authorities occurring in a process, set against all the people or key roles performing the process. Identify the key activities that are being performed. Determine for each activity who is Responsible, Accountable, Consulted and Informed. Much of the information for the RACI matrix can be gathered during the modeling sessions.
- Process Models
Process Improvement Consultants create various types of models to visualize and document a process. Modeling provides a way to communicate a process to both business and IT professionals and provides insight into process improvement opportunities. Process models are used and updated throughout a process improvement project, as well as duirng periodic reviews throughout the lifecycle of a process.
The ITS Process Improvement Methodology recommends specific models as appropriate to your particular project. See the Process Discovery Progression Quick Reference to understand the logical, hierarchical flow of the following model diagrams for purposes of process discovery and to see examples.
Note: Microsoft Office® Visio ® is the recommended application for creating process models.
- Current State Process Analysis Report
Use this document to summarize the process discovery and analysis findings. These findings are a starting point for identifying improvement opportunities and making recommendations
- Existing Process Documentation
Any existing materials related to a process - organization charts, flow diagrams, procedure manuals, training materials, vendor documentation, metrics and measurement reports, and so on - contain valuable information that contribute to an analyst's understanding of a process.
- Interviews and Shadowing Sessions with SMEs, Process Performers, Customers
These meetings are recommended for more thorough process discovery.
- Current State Review with SMEs
Meet with SMEs to verify that a correct understanding and full capture of the current process has been obtained.
- Presentation of Current-State Findings
Present findings as appropriate to discuss how the existing process really operates, the business costs of conducting the as-is process, and whether the current state is in line with the original goals and objectives of the process.
- Working with SMEs
This is a quick reference containing best practices for working with subject matter experts.
- Process Improvement Interview Questions
This document contains specific questions that you can ask to get to the root of process issues and obtain information to target for further analysis.
- Process Maturity Assessment
This document describes process maturity levels. Each process analysis effort requires decisions about the measures, process, storage, analysis, reporting and feedback. Record the assessment results and rationale for the rating in the current-state report.
- Continuous Improvement Roadmap
This tool indicates a process evolution. It recommends a logical, progressive application of select Lean or Six Sigma tools at different points on the map. Use this reference as a tool for process discovery to help diagnose problems and ways in which they can be addressed. Use this to develop awareness in the leadership team.
- Process Improvement Calculations & Tools
There are many tools and calculations that you can use to analyze, redesign, and implement a process. Many of these originated from Lean or Six Sigma disciplines.
- Process Improvement Methodology Overview
- Process Improvement Glossary