MIRAGROUP

Change Toolkit Process Workstream Overview

Purpose

Process Design is an integral aspect of most Change Programmes. The Process Design maps how work will be processed through the business. These maps form the basis of design as they will also describe:

• Who will do what tasks within the process
• How systems will be expected to operate to support the task within the process.

Resulting changes to jobs will need to be agreed with the Organsation Design workstream. There is usually a compromise between how readily jobs may be changed versus the ‘best process’ approach.

Resulting changes to systems will need to be agreed with the Systems Workstream. There is usually a compromise between how readily systems can be changed versus the ‘best process’ approach.

Using Systems to define Process

In some Change Programmes it is decided that, where possible, the systems processes will define the business processes. This is done to avoid unnecessary system customisation. This does not mean that the Process Design workstream can be ignored.

When using the system as the basis of design the Process Design team will need to be trained in the system(s). System experts will also need to be play an integral role in the entire Process Design workstream.

Standard Process Model

The are many models to map processes. An example model is:

Another way of looking at this model:

Design Principles

Every Process Design is developed based on the design principles. Other areas of the Programme should develop the design principles.

Team	Design Principles
Sponsor & Stakeholders	Strategy Vision Objectives Scope Constraints Priorities
Programme Management	Benefits Detailed Scope Conceptual Design
System workstream	System constraints
Organisation workstream	Organisation change constraints
Change Management	Change Targets Constraints

Examples of design principles are:

• Reduce costs
• Minimal system change
• Minimal organisation structure change
• Improved customer focus
• Faster delivery to market.

The Process Design team will use these design principles to test that the new processes are fulfilling the purpose of the Change Programme.

Translating the Vision

The strategy and vision are usually stated at the highest level. The Programme Management team should have developed a Conceptual Design that should map the vision into a more detailed view and include:

• Corporate Strategy
• What outcomes need to be achieved
• What the future state needs to look like
• Measures of success
• Anticipated benefits
• What is likely to be impacted to achieve the change (people, systems, process, culture)
• What the business looks like today
• What changes will need to be made
• What the likely cost will be
• What are the barriers to achieving the change
• What support will be needed to make the change possible
• What are the major risks to the Programme delivery and benefits.

The Process Design team should use the Conceptual Design as the basis of their design. If there is no Conceptual Design done then the Process Design team often need to develop this as part of the Initiation of the workstream.

Involving the Business

Business involvement is recognised as essential to successful Process Design. The business can be involved in a number of ways:

Approach	Description
Business specialist team	The Process Design team can form a team of business specialists that are available on a full or part time basis. These specialists are involved in the majority of design and validation activities. The specialists represent most areas of business knowledge.
Business experts	Some business specialists have very specific areas of expertise. These specialists only need to be brought in for very specific aspects of the design.
Business forums	Business forum groups meet to review key aspects of the design.
Validation teams	Validation teams review the design done by the Business Specialist team. It's a good idea to spread the knowledge of the design through the validation process.

Working with Workstreams

As the Process Design forms the basis of the Systems and Organisation design it is important that the methods of the workstreams are integrated.