A process is the logical set and sequence of steps to achieve specific outcomes from specific inputs.
The Process Design and Analysis Tool has two uses:
to analyse current situations to find opportunities to improve existing processes
to design and manage new processes.
When it is being used to analyse the current situation it is used in a particular way. First you design an effective process to achieve the outcomes you need to achieve in the current situation, and then compare this process design to the process that is currently in place.
This ‘fresh look’ at how current targets could be achieved from a design perspective is important, and needs to be done before too much time is spent looking at what is currently done.
Support should be sought from a person who has significant experience in using the Process Design and Analysis Tool if you are using it for the first time, or attempting to help others use it.
Steps to follow
1. Identify and assemble the participants (no more than 20) who are interested in the Focus.
2. Set up a venue so that you have a large bare wall space (at least 3m wide) or large whiteboard around which participants can gather and work.
3. Develop the Focus, target outcomes, key performance indicators and principles based on the need and confirm these with participants. 4. Ask: ‘What steps or activities do you think would have to be undertaken to achieve the focus?’ Ask each person to record their ideas on ¼ A4 pieces of yellow paper using a marker pen.
Ask them to record one activity or step per piece of paper. When they have generated as many ideas as they can, ask them to place their cards on the wall using blutac or masking tape.
Suggest they place their cards in a timed sequence across the wall. That is, those activities and steps that have to happen first should be placed on the left side of the wall space, and those that happen later to the right.
5. Group the suggested activities and steps into possible key steps. Develop an appropriate name for each step, write it on green paper, place it above the ideas that it applies to, and order the steps time-wise across the wall.
6. Check that everyone thinks their contributions have been put into the appropriate steps. If needed, duplicate cards so that they can be placed in more than one step.
7. Check the logic of the sequence of steps. Make sure all the steps are absolutely essential to achieve the focus and target outcomes, and make sure they are in the correct sequence. Check that implementing the process would achieve the focus and target outcomes.
8. Once the steps and activities have been arranged, ask people to think about what the outcomes, outputs and Key Performance Indicators (KPIs) for each step would be. Get them to record these on blue cards and place them above the appropriate steps.
9. For each step ask people to think about the skills and attributes, roles, resources and time/timing required to implement the step. Get them to record these on pink cards and place them below the appropriate steps.
10. After the meeting, document the framework as soon as possible, and get feedback from the participants to check the design.
A framework to support the use of the Process Design and Analysis Tool is shown below.