Process Mapping Engagement Cycle, Part 1: Scoping & Data Gathering
When you engage with an organization to define and map their business processes, you need to establish an approach that breaks down the various phases using an Engagement model. There are various models to use in a Process Mapping Engagement Cycle. In this model, there are five key phases; each one has its own set of tasks, outcomes, and deliverables. I have found that this model works well for most initiatives.
In this series of articles, I will address the major phases in a Process Consultant Engagement cycle. This article addresses the first phase, Scoping & Data Gathering.
The Scoping & Data Gathering phase is perhaps the most important phase in a Process Improvement project, and it takes years of experience to become good at scoping out the project. It establishes a path to follow, and if done correctly you won’t need to change the scope or direction in the middle of the engagement. If this becomes necessary, it could mean that the project wasn’t properly planned.
Phase 1: Project Scoping & Data Gathering
Key Objectives
- Develop the tools & methods to be used for the initiative
- Verify the As-is processes
- Define the To-be processes, including the levels and types of processes to be mapped
- Verify the department and corporate goals to be achieved
- Determine the metrics that will be used to measure success
Key Benefits
- A more organized and methodical approach, leading to more efficient processes
- Better integration with organizational initiatives & goals
- Better management of resources & personnel
- An organized approach to measuring success for the initiative
Phase 1 Tasks, Outcomes, and Deliverables
Major Tasks
- Define & clarify Scope, deliverables, & timelines
- Define Owners /Approvers, SMEs (Subject Matter Experts), & assignments
- Discuss Issues & desired outcomes.
- Collect artifacts.
Outcomes
- Owner / Approvers & SMEs
- Current state & needs assessment
- Issues & Pain Points
- Approved Engagement Agreement (with Scope summary)
Deliverables & Tools
- Process team facilitation tools
- Needs Assessment
- Engagement Agreement (with Scope summary)
- Stakeholder assignments
- Issue Log
- Client artifacts
CNXT
Thanks, Paulo. I intend to publish the other four phases in upcoming articles, so please stay tuned.
I liked so much of this very clear Process Mapping Engagement Cycle, that first phase for Scoping & Data Gathering is really the most important for Process Improvement and it requires a hard work to discovery the opportunities and finding new ways for business processes establishment. Many thanks for sharing.