Orchestrating Change through
Process Re-engineering!
Millennium Software & Service Solutions
September 24 – 8:15 to 9:15
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Presentation Agenda
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Process Mapping – what is it?
Why do we do it?
How do you know if you need to map a process?
What are some of the common tools/techniques?
What are some of the basic steps to mapping?
How do we keep improving and test the change?
How do we get from conceptual to reality?
What else is happening at Millennium?
Questions/Discussion
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What is Process Mapping?
“any method that is used to create comprehensive,
visual outlines or outputs of any process that
consumes specific inputs to create specific
outputs”
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Why do we do it?
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to let stakeholders see and help them understand
all the relevant components (ICOR’s) of a process
to identify opportunities for streamlining and
removing bottlenecks and to know what is working
well
to more fully understand the up and downstream
implications, stakeholders and touch points of a
process
to create knowledge and understanding amongst
all the stakeholders of the end to end process
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How do you know if you need to map?
1. Are there problem areas that have been
raised within you business units
2. Are you getting complaints from external
users (faculty, students, public) about services
3. Do you have areas or services that are
constantly backed up or unable to keep up
4. Do you have data for inconsistencies,
incompleteness or inaccuracies
5. Are there lots of shadow systems or
workarounds
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Some Common Tools and Techniques
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Flow Charting
Dynamic modelling
Brainstorming
Process Swim lanes
DRIVE diagrams (define, review, identify, verify and
execute)
6. LEAN – BPI and LSS techniques
7. ICOR (inputs, controls, outputs, resources)
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High Level BPM Approach
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Mapping your process…….
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Identify all the inputs, controls, outputs and resources
associated with the holistic process
Identify all the key resources/stakeholders that are
involved in the process
Bring together a fairly broad stakeholder group to
brainstorm all activities that occur within the scope of
the process
Group the activities in 4-6 key sub-processes (varies)
Identify the sequence of events and links between the
processes and sub-processes
Define a high level process map and sub-process map
using the methodology of your choice……..and then……..
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Mapping your process……..continued……
1. Start to map your sub-processes and identify where the
work is occurring
2. Begin to identify themes or areas of focus that need to
be considered as you think about ‘future state’
3. Meet with smaller focused teams to review sub-process
areas and to drill into the details for each sub-process
area
4. Map out the high level, sub and inter-related process
areas
5. Identify pinch points, bottlenecks and opportunities
upstream and downstream to focus on for optimization
and maximization
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Continuous Improvement Approach
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How do we implement and test the change?
Feedback and
incremental,
continual small
tests of change
allow for
reflection and
feedback to
continually
improve
processes
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Moving from Design to Implementation
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Continuous Improvement Life Cycle
There are many
methodologies or
approaches that can
be used to engage in
continuous
improvement – pick
one that works for
your institution and
use it!
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Manage the change for process sustainability!
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Formulate the change
Plan the change
Implement the change
Manage the change transition
Sustain the change
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Transformation from concept to reality…..
Activities will
occur in the
various
business areas
throughout
the change
process but
the key is
getting all of
them to future
state!
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Many of our clients are engaged in transformation projects!
Academic
• University of the Fraser Valley
• Vancouver Island University
• Okanagan College
• University of Victoria
• University of Northern British Columbia
• Thompson Rivers University
• Wilfred Laurier University
• University of British Columbia – Northern Medical Program
Health
• Northern Health
• Interior Health
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What else is happening at Millennium?
Reporting Applications
• Finance
• Student
• Human Resources and Payroll
Data Entry Applications
• Web Requisitioning
• Budgets
• PCARD
• Journal Voucher
• Accounts Receivable
• Research Administration
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Thanks for coming? Questions?
Contact us at:
• Lynda Pattie – lynda@mcsl.com
• Peter Gray – pgray@mcsl.com
• Peter Bruynzeel – peteb@mcsl.com
• Rob McMicking – rob@mcsl.com
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