High Level Process View in a PDD (Article 3 of 8)

In a Process Definition Document (PDD), the ‘High-Level Process View’ section provides a structured overview of both the current (as-is) and future (to-be) states of the process as workflows. This section outlines the key steps and actors involved in the processes. A well-crafted high-level process view helps bridge the gap between business objectives and technical implementation, setting the foundation for successful automation.

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As-Is Process Workflow

The As-Is Process Workflow should present a comprehensive, high-level flowchart of the existing process, clearly delineating the roles of applications and actors through the use of swim lanes. This depiction must be grounded in thorough discussions with the business team and subject matter experts (SMEs). It is essential to capture all possible loops, actors, applications, decision points, and business rules within the process. To ensure accuracy and completeness, the workflow must be validated by the SMEs. Engaging multiple SMEs can provide a more holistic and nuanced view of the As-Is process, mitigating the risk of overlooking critical elements.

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To-Be Process Workflow

The To-Be Process Workflow illustrates the steps that will be undertaken by the bot once the process is automated. This flowchart should detail the entire automated process, clearly indicating any human-in-the-loop interventions, if applicable. This distinction is crucial for understanding the division of tasks between automated and manual activities, ensuring that all stakeholders have a clear understanding of the process changes post-automation. It must be created in consultation with the technical experts.

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Few Suggestions

1.??? Avoid Image Formats for Workflows:

Wherever possible, workflows should not be saved as static images. If an image format must be used, it is imperative to include the source file (e.g., Visio, PowerPoint) in the document appendix. This practice allows for easy modifications and updates to the workflow by other team members or stakeholders as needed.

2.??? Standardization Using BPMN or Custom Stencils:

A standardized representation such as Business Process Model and Notation (BPMN) should be adopted for all workflow diagrams. Alternatively, the Center of Excellence (CoE) could develop a custom stencil with standardized shapes and symbols that can be consistently used by all Business Analysts across the CoE. This uniformity enhances the readability and comparability of various workflows documented within the organization.

3.??? Focus on High-Level Details:

While some CoEs may require detailed modeling of all possible scenarios, including exceptions, this level of detail can significantly increase the workload for the Business Analyst. It is recommended that workflows focus on high-level representations of the process. Granular details can be provided in other sections of the PDD or supporting documents. High-level workflows are primarily intended for stakeholders who need an overarching understanding of the process rather than a deep dive into every exception and variant.

4.??? Collaboration and Validation:

Regular collaboration with SMEs and cross-functional teams is essential for accurate process mapping. After drafting the workflows, it is beneficial to conduct review sessions with key stakeholders to validate the accuracy and completeness of the diagrams. This collaborative approach helps in identifying any gaps or discrepancies early in the documentation process.

5.??? Iterative Refinement:

The creation of high-level workflows should be viewed as an iterative process. As new information emerges or as the project evolves, these workflows may need to be updated to reflect changes in the process. Continuous refinement ensures that the PDD remains an accurate and valuable resource throughout the project lifecycle.

?By adhering to these guidelines, Business Analysts can create high-level process views that are both effective and efficient, providing all stakeholders with a clear understanding of the current and future states of the business process. This section lays the foundation for detailed process documentation and ensures that the transition from manual to automated processes is smooth and well-aligned with organizational goals.

In conclusion, a well-structured High-Level Process View in a PDD is essential for aligning business objectives with technical execution. By following best practices in workflow design and validation, Business Analysts can create clear and accurate representations of both the current and future states of the process, ensuring a seamless transition to automation and driving successful project outcomes.

In the next article, we'll explore about process metrics and bot run schedule.

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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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