How do you handle process variations and exceptions in your process maps and management?

Process variations are the differences in how a process is executed under different circumstances, such as varying inputs, outputs, customers, resources, or rules. These variations may be planned or unplanned, but they all deviate from the standard process flow. Process exceptions, on the other hand, are unexpected deviations or errors that prevent the process from being completed as intended. These could be due to missing data, system failures, human errors, or other unforeseen issues. Both variations and exceptions can impact process efficiency, quality, and consistency, and therefore require careful identification, documentation, and management.

Process Variations (Scenarios and Situations): Expected: These are anticipated differences in how a process is carried out based on factors like customer type, product variant, etc. Handling: Build a base process and then specialize/Override it(e.g., Pega's Circumstancing). UX Impact: Variations typically don't require specific user intervention from a UX standpoint. Process Exceptions (Errors, Suspensions, Failures, Mistakes): Unexpected: Deviations from the expected process flow due to errors, system issues, or human mistakes. Handling: UX variants. Immediate validation: Catch errors like typos during data entry. Complex exceptions: Use an "Exception/Attention" task list to flag the issue for appropriate attention.

A simpler way to think about variations versus exceptions: Variations occur when a process deviates from an agreed upon standard based on outside conditions or factors. These conditions or factors are known ???????????? the process begins. Variations include factors like geographical location, business unit, product type, and customer. Exceptions occur when a process deviates from the standard or stalls for some unexpected reason. Unlike variations, exceptions can be anticipated, but they cannot be known for certain until ?????????? the process has started (i.e.: a customer cancelling an order after placing it, a technology crashing in the middle of a process).

Process variations and exceptions are inevitable, but they don’t have to derail your operations. The key is building a process framework that’s both resilient and adaptable. Start by defining core processes that can handle variations without major disruptions. For exceptions, implement simple yet effective contingency plans. This not only keeps your operations smooth but also turns challenges into opportunities for improvement. When your business is process-dependent, you gain the flexibility to manage variations and exceptions seamlessly, boosting efficiency and enhancing value.

I have learned a new way to identify process variations and exceptions. I use the process & task mining technique and automate the discovery using the action engine or power automate. Does it sounds confusing... So, let me put this in simple words: built a happy way [The happy path is the most frequent and ideal sequence of activities within a process. It represents the optimal flow of work without deviations or errors] Application like Celonis - will clearly show the variations and exceptions against the happy path with data for you to review the process flow

As varia??es podem ser percebidas na etapa de entrevistas para mapeamento e modelagem do processo, mas n?o é incomum que surjam quando a iniciativa já está mais avan?ada (ou seja, quando os envolvidos olham para o processo modelado e identificam a ausência de determinados cenários). Por tal raz?o, realizar o mapeamento em grupos é uma boa alternativa, pois a colabora??o permitirá identificar mais cenários que a entrevista individual.

Identifying process variations & exceptions is the critical 1st step in managing them effectively. This involves a combination of process observation, stakeholder interview, data analysis, documentation & process audits. By closely observing the process in action & engaging with the people who execute it, u can uncover the different scenarios and challenges they encounter. Analysing process metrics & data can reveal patterns, trends, & outliers that indicate variations or exceptions. Reviewing process documentation and conducting audits can help identify gaps between the designed process & its actual execution. This multi-faceted approach provides a comprehensive understanding of the variations and exceptions that exist within the process.

Identifying process variations and exceptions starts with getting close to the action. Talk to your team, observe their work, and listen to their challenges. Analyze your process data to spot trends and outliers. Regular audits and tests are also crucial. This hands-on approach gives you a clear picture of what’s working and what’s not. By understanding the root causes and impacts, you can refine your processes for better consistency and quality. Turning your business into a process-driven organization isn’t just about efficiency—it’s about creating a resilient and adaptable operation.

To identify process variations and exceptions, we can follow a structured approach that involves several key steps. Firstly, it is essential to observe, interview process performers, analyze data, review documentation, and conduct audits to identify variations and exceptions in the processes. Secondly, document these variations using symbols, colors, or annotations on process maps to explain their implications and create separate maps for different variations. Thirdly, manage these variations by prioritizing and categorizing them based on importance and implementing rules and procedures to handle them effectively. Lastly, leverage these variations as sources of innovation and improvement in your process design and execution.

Uma vez identificada a varia??o/exce??o no processos, normalmente fa?o a documenta??o de forma macro (em um primeiro momento), apontado o caminho "n?o feliz" através de uma ramifica??o na saída de um gateway. Motivos: 1. N?o perder o foco principal do mapeamento, que é entender o processo como um todo; 2. Fazer um mapeamento eficaz e em tempo adequado (n?o se apegando a TODOS os detalhes); 3. Fazer um fluxo AS-IS objetivo, visualmente simples, mas com detalhes suficientes para uma análise assertiva. Em um segundo momento, com a coleta de dados de desempenho sobre o processo e suas varia??es/excess?es, é possível verificar a criticidade desse caminho "n?o feliz". Se o caminho for crítico, ent?o desdobre um pouco mais.

To document process variations and exceptions effectively, we need to follow a structured approach. Firstly, identify these variations and exceptions by observing, interviewing stakeholders, analyzing data, and conducting audits. Secondly, document them clearly in the process maps using symbols, colors, or annotations to explain their implications. Thirdly, manage these variations by prioritizing them based on importance and allocating necessary resources while defining rules and procedures for handling them. Lastly, leverage these variations for innovation and improvement in your process design and execution, using them as indicators of customer needs and drivers of collaboration and excellence.

Understanding process variations and exceptions—as well as their implications and possible mitigation strategies requires documentation. I have used swimlane diagrams and flowcharts, which are process mapping approaches, to visually describe the typical process flow along with identified deviations and exceptions in previous positions. In addition, I've kept thorough databases or logs to document any instances of process deviations, together with pertinent information about the variation's nature, its underlying cause, and any remedial measures that were implemented.

After handling the process variations and expectations, this must be documented. You need to specific in creating these documents, these documents need to include: 1. Describe the nature of the variation or exception. 2. Record the context and conditions. 3. Attach supporting evidence. 4. Categorize and classify the process variations and expectations. 5. Establish documentation repository. By following these steps, I think you can create a comprehensive documentation of process variations and exceptions, which serves as a valuable resource for analysis, improvement, and problem-solving efforts related to the process.

At EOSGlobe, we have a structured approach to managing process variations and exceptions. We prioritize and categorize them based on their importance, urgency, and frequency, allocating necessary resources and time. We define and implement clear rules, policies, and procedures for handling variations and exceptions, communicating them consistently to all stakeholders. We leverage automation, integration, and standardization to reduce errors, system failures, and redundant steps. Regular monitoring and evaluation provide valuable feedback and data for continuous improvement.

We have an automated tool based exception monitoring system which is backed by a strong proactive management framework. An operating model is created with detailed process maps and registration of risks. Risks are derived by building logics in system which on defined intervals can give "Exceptions" which can be proactively addressed before the occurrence of an actual problem. 2 layer of specialists who act on these exceptions as "First line of Defense and Second line of Defense. This creates an end to end Risk management internal control program.

Managing process variations and exceptions successfully requires many essential actions. Firstly, clear and well-defined processes must be established to serve as a baseline for comparison. Regular monitoring and analysis of these processes can aid in detecting deviations and exceptions early on. Implementing rigorous quality control tools, such as statistical process control or Six Sigma methodologies, can help find and address problems quickly. Contingency plans for common exceptions, as well as personnel training on how to handle unexpected occurrences, can help to reduce risks. Continuous improvement via feedback loops and data-driven decision-making is critical for adjusting to changing conditions and optimizing processes over time.

To lessen the influence of process variations and exceptions on results and performance, strong controls and backup procedures must be put in place. It is possible to stop deviations from turning into significant disruptions by creating explicit escalation protocols, outlining decision-making authority levels, and giving frontline staff the latitude to handle small deviations in real time. Process exceptions can also be detected and resolved more quickly by putting in place automated monitoring systems and exception handling workflows, which will reduce the total impact of exceptions on process efficiency.

1. outline the steps to be taken when an exception occurs, including who should be notified, what actions should be taken, and how the exception should be resolved. 2. identify the key stakeholders responsible for handling exceptions, such as process owners, operators, supervisors, or subject matter experts. 3. prioritize and categorize exceptions based on factors such as severity, impact, urgency, or frequency. 4. use techniques such as root cause analysis, process mapping, or data analysis to determine the underlying factors contributing to the exceptions. This analysis helps in implementing targeted corrective actions. 5. monitor the process performance and evaluate the effectiveness of the implemented corrective measures.

From my view, integrating process variations and exceptions into a BPM platform effectively turns them into valuable tools for managing unusual scenarios in business processes. For example, auditors, and compliance officers can establish rules that automatically identify and stop abnormal business exceptions. They can ensure that any work items indicating improper actions or policy violations are immediately detected and halted. For instance, there may be a strict limit on the secured loan amount as a percentage of the collateral value. The value of collateral, like stock holdings, can fluctuate frequently. Any changes in collateral value or loan balance that breach this limit can be flagged and addressed promptly.

While process variations and exceptions can pose challenges, we also recognize their potential value. We use them as sources of innovation, learning, and improvement for our process design and execution. They serve as indicators of customer needs and expectations, allowing us to enhance our value proposition and service delivery. Additionally, we leverage variations and exceptions to foster collaboration, coordination, and empowerment among our process performers and stakeholders, creating a culture of continuous improvement and excellence.

Primeiro, avaliando e documentando bem as varia??es, através de método consistente. Depois investigando causas e tratando as que forem priorizadas e novamente documentando tudo. Para funcionar é preciso ir além do registro e desenvolver um processo de gestao de conhecimento com os 4 pilares: capta??o, armazenamento (base de conhecimento), distribui??o e reutiliza??o.

By identifying and understanding the variations and exceptions, organizations can tailor their processes to accommodate different scenarios and business needs effectively. This flexibility enables smoother operations and ensures that processes remain resilient in the face of unexpected events or changes. Furthermore, analyzing variations and exceptions provides valuable insights for process improvement initiatives, allowing organizations to refine their workflows and optimize performance over time. Ultimately, leveraging process variations and exceptions empowers organizations to enhance agility, responsiveness, and overall effectiveness in managing their business processes.

To leverage process variations and exceptions effectively, you should follow a structured approach. Firstly, identify and document process variations and exceptions by observing, interviewing stakeholders, analyzing data, and conducting audits. Secondly, document these variations using symbols, colors, or annotations on process maps and create separate maps for different scenarios. Thirdly, manage variations by prioritizing and categorizing them based on importance and frequency, defining rules for handling them, and implementing procedures consistently. Lastly, leverage variations as sources of innovation by using them to improve process design, understand customer needs, and foster collaboration among stakeholders.