1. Identify roles and responsibilities
2. Document your process
3. Identify key process metrics
For a thorough overview of planning and implementing a business process automation/optimization project, please visit our BPM Guide.
Identifying Roles and Responsibilities
There will be key individuals who are assigned to the following roles and perform the duties as required. It is entirely possible that one person may fill one or more of the following roles but it is important to identify who those individuals are before any process development and rollout in your organization:
For each process you define in Integrify, there should be at least one person who is responsible for the overall process that will be automated. This person tends to be a manager or key individual within a department for whom you will be creating the processes.
For instance, say you are building a Capital Expenditure process. The process owner would be the person in your Finance department. He/she is the person who currently manages it now and will do so in the future even when it is created in Integrify.
This person will define how the process works, approve changes to the process flow, etc.
Integrify System Owner
The person who is responsible for bringing Integrify into your organization. This individual(s) will be the champion of Integrify within your organization and act as the primary liaison with necessary individuals for whom you are automating the process (I.e.Process Owners).
He/she may also be responsible for coordinating rollouts to end users, end user training, end user communication, etc.
This individual(s) will be integral to your success in implementing Integrify in your organization. Typically this person (or persons) will be responsible for:
Additionally, this should be the Subject Matter Expert in your organization to whom your end users can direct questions/issue regarding the system. They will act as a direct point of contact back to Integrify should any problems arise. This person should ideally have some IT or IS background such that they are comfortable enough to work with the IT Contact/Support.
Depending on the size of your organization this could be one or many individual or departments. The primary responsibility of this individual will be to:
Regardless of the size of your organization, it is important that your process be documented. In most cases, even if the process has been documented in the past, at the time of your Integrify implementation there are bound to be subtle variations and/or roles and responsibilities changes in the process now that may not have existed when the process was originally initiated.
Documenting a process does not need to be a complex procedure or require a new set of tools. A white board, pencil and paper, or a Visio diagram all work fine. Your development time and time to implementation will be exponentially faster if you have a well documented process before build it in Integrify.
To measure the success of your process, define what you would like to measure while you document your process. For example, do you need daily reports on what approvals are pending? Do you need monthly reports on the total number of approvals versus rejections in a process?
By asking these questions first, it is possible to add these specific measurable points into the definition of the process by adding a certain statuses (Milestones) or possibly altering your process to making it easier to report on. If a status or data element is never captured in the process you won’t be able to report on it.