Capturing Process Details in a PDD (Article 2 of 8)

This section, ‘Process Details’, of the PDD should provide a comprehensive overview of the process, including its business function, sub-function, a detailed process description, etc. The purpose is to offer readers a broad understanding of the process at a glance.

Key components of this section include:

1.????? Process Description:

The description should encompass all functional aspects of the process, providing more than just a summary of process steps. It should present the broader context in which the process operates, articulated in business language, ensuring that even non-specialists can understand the process's purpose.

2.????? In-Scope:

This part should clearly identify the elements of the current manual process that will be automated, specifying the relevant parts, files, systems, and applications.

3.????? Out of Scope:

Highlight the aspects of the current manual process that will remain manual post-automation. This may include exceptional scenarios, steps involving specific applications, judgment-based decisions, or elements that will be automated in a future release.

4.????? Assumptions and Dependencies:

List all assumptions and dependencies critical to the successful implementation and operation of the bot. This could include requirements such as specific input files in shared locations, application access, execution of upstream processes, and environment prerequisites.

5.????? Automated/Manual Upstream/Downstream Processes:

Provide details (e.g., process name, process ID, business function, SLA, input, output, etc) of any processes that precede (upstream) or follow (downstream) the process in scope.

6.????? Current Pain Points:

Identify and mention the inefficiencies, error-prone tasks, bottlenecks, and manual interventions within the existing process that lead to delays or inconsistencies.

7.????? Automation Goals:

Clearly define the objectives of the automation, such as reducing processing time, minimizing errors, improving efficiency, enhancing scalability, and ensuring compliance. These goals guide the development process and ensure alignment with broader business objectives, delivering measurable value.

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In conclusion, the 'Process Details' section of the PDD serves as a foundational element that provides stakeholders with a clear and comprehensive understanding of the process to be automated. By detailing the scope, assumptions, dependencies, and automation goals, this section ensures alignment between the automation strategy and the broader business objectives, ultimately driving successful implementation and measurable outcomes.

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In the next article, we'll explore about high-level process overview.

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Disclaimer:?The insights I am sharing are based on my experience with specific Centers of Excellence (CoEs). It's important to recognize that each CoE operates in its own unique way. Therefore, certain aspects of the Process Definition Document (PDD) discussed in this series may not align perfectly with your CoE’s practices, and some may even seem unconventional. Please use this information with that context in mind!

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