Combining a Process Map and Written Procedure

[hoef03]

The company I work for is currently documenting their processes. We are doing process maps and written procedures. Currently they are 2 seperate documents. I have had many requests asking that these documents be put into one document. Does anyone else have any experience with this and maybe some examples I could see?

[AndyN]

Welcome Hoef!

When many organizations document their systems and methods, it is often the case that they 'over' produce documents. If you have well contructed flows or process maps, the procedures shouldn't be needed. You may need some further explanation of a step in the flow, so that might indicate a work instruction - very task specific - is needed. As long as you are not trying to descibe the same thing in both process flow/map and procedure, you should be o.k.

I'll see if I can find an example - others will give you their's I'm sure!

[mmantunes]

I wholeheartedly agree with AndyN point of view - it´s better to take some more time in preparing a better flowchart or process map. In fact, the "process approach" is just that, less documented procedures (which are in fact very difficult to folow in the real word) and better defined process (a shame some auditors still think the old "say what you do and do what you say" way - this is good for computer programming, though :-).

Anyway, there´s need for more information about the process in the process description thatn only the flowchart or process map. Just to name a few: process owner, process objective, interrelatioship with other process (this can be shown in the mapping but sometimes it´s can´t be done right in this way), measurement activies, data collection points, planning activites, etc. Although in the final process map some of these are already dealt with (and other related information also), as you´re in the step of process mapping i suggest you try to keep the history of the process development inside the process descrition (or at least in a easily reference) in this way any decisions regarding process change (for example, due to process variation, process improvement, or process risk management) can be made using the "factual aproach to decision making" quality principle.

[Jimmy the Brit]

Originally Posted by hoef03

The company I work for is currently documenting their processes. We are doing process maps and written procedures. Currently they are 2 seperate documents. I have had many requests asking that these documents be put into one document. Does anyone else have any experience with this and maybe some examples I could see?

We insist on a process map within our procedures, as it is so much easier to follow than pages of words. If you add procedural references to the flowchart, you can use the map as a sort of index, for when you need to add additional information, for example what the roles and responsibilities are associated with a particular step, or a reference to another procedure.

It works very well, especially when using multiple languages - flowcharts seem to be universally understood and this limits the mangling of the original intent by translation.

Jimmy

[Boscoeee]

What software package do you use to document the process within your procedures?

[Boscoeee]

Originally Posted by Jimmy the Brit

We insist on a process map within our procedures, as it is so much easier to follow than pages of words. If you add procedural references to the flowchart, you can use the map as a sort of index, for when you need to add additional information, for example what the roles and responsibilities are associated with a particular step, or a reference to another procedure.

It works very well, especially when using multiple languages - flowcharts seem to be universally understood and this limits the mangling of the original intent by translation.

Jimmy

What software are you using?

[Claes Gefvenberg]

Welcome to the Cove, Hoef,

Originally Posted by Jimmy the Brit

We insist on a process map within our procedures, as it is so much easier to follow than pages of words.

Likewise. Our maps are not intended to be stand-alone documents (we use Visios, usually the "swimlanes" template - there is an example somewhere in the Cove). We include them in our written procedures and keep the written word to a minimum.

/Claes

Added in edit: Found the example: Internal Audit System

[hoef03]

We are using Viso