How do you currently discover and map your business processes? In our recent LinkedIn poll, 13% of respondents said they used an Excel spreadsheet.

Methods like this can generate all sorts of problems: version control, inputting mistakes – the list goes on. There is a better way.

 

Using a centralised system gives you more options

In our poll, 38% said they were using a centralised tool for process mapping.

The business transformation platform BusinessOptix provides three ways to help you discover processes: data driven, model driven, and crowd driven. You can combine them or choose the one that best fits your business.

Data-driven mining uses data already in your systems to reveal how the process works in real life. This approach will identify bottlenecks and opportunities. In the model-driven style, you create a process model from scratch or incorporate existing systems.

 

Understand crowd-driven process mining in more detail

This method helps you gather information from your teams quickly and accurately. You can use that data to identify how your processes currently work (the as-is state).

Crowd-driven mining involves sending surveys to all team members involved in the process. Once these are completed, the business analyst uses the responses to refine and improve the process.

Here’s a quick overview of how it works in BusinessOptix:

  1. Enter the process to be defined, for example purchase requisition
  2. Add and describe the first activity that forms part of the process
  3. Define the activity’s position within the overall process
  4. Identify who’s responsible and accountable for the activity, as you would in a RACI model (which shows who is responsible, accountable, consulted or informed)

Once you’ve completed these steps, send the survey to the colleague who’s responsible for the activity.

BusinessOptix survey input screen

Screen showing how to input activity details for the BusinessOptix process discovery survey

Source: BusinessOptix

 

Generate process diagrams automatically

As responses come in, BusinessOptix uses them to generate a process diagram. As a business analyst, you can review this using a dashboard. It’s easy to identify and manage outputs, as well as collaborate with stakeholders.

Once you’ve agreed a baseline for the process, you can save it and generate a process model. This links into the overall business process model and is shared with the team.

Process overview: building the diagram

Screen showing BusinessOptix process discovery overview

Screen showing BusinessOptix process discovery overview being amended

Source: BusinessOptix

 

Crowd-driven mining helps ensure accuracy

As a business analyst, you can see the process evolving – almost in real time – as surveys are completed. There’s no version control to worry about, or spreadsheets to update.

Sending a survey ensures everyone involved in a process has an input into shaping a new one. This may not always happen in a busy meeting, for example, where some voices are louder than others. As such, crowd-driven mining helps ensure the accuracy of the final result.

However, bear in mind that the system can only work with the data it’s given. Make sure you review the newly generated process with your teams to check its validity.

 

Ready to find out more? Take the Cocoon challenge

As a BusinessOptix partner, we help organisations like yours benefit from its power and flexibility. Not sure whether it’s right for you? Why not take our challenge? Simply outline your business process problem and we’ll give you a free consultation to provide a solution.

Leave your details here and we’ll be in touch.

 

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