Benefits of Rapid Process Discovery
- Provide a documented way to capture tasks and exceptions without having to attend a workshop. See example of activity details to see the type of information that can be pulled without having to schedule another group workshop
- Identify all activities within a process if there is no taxonomy or matrix
- Show interfaces with other processes
- Help to clarify roles and responsibilities of individual activities that don’t have a RACI matrix
- Help to identify areas of the process that can be improved
- Facilitate implementation planning and management of change
- Can be shared with all users in the platform including those who are non-stakeholders but have process knowledge
- Ability to re-use the same form for different process names
- Captures details that can be saved as users stories for process improvement
- Provides procedure details from subject matter experts that can be saved in work instruction modeling
Getting Started with Rapid Process Discovery
How to Set Up a Form: BusinessOptix Author
Begin by logging into a BusinessOptix library and clicking the top menu to access the Forms screen.
On the New Forms page, select Activity Discovery.
To edit the Activity Discovery Form, click Actions then select Edit this model.
As the author the goal of the form is to make the form as clear and concise as possible to get the best user responses. Use the edit function to make any helpful changes.
Editing labels that appear on the form can be done by clicking on the form component and change the label name to make it more concise for the user.
To add new options or “processes” to a form, click on the ellipsis next to Choices, then fill out the name and description of the new choice under the ‘Add new’ tab, when complete hit Save changes.
To send user submissions to a specific folder within the library, from the model details click on the ellipsis next to Form submission location, choose a location or add a new one, then click Save changes.
The form is now ready to be sent out to BusinessOptix users for responses. On the completed Activity Discovery Form click Actions, then Share this model, then send via email to the relevant users.
How to Fill Out the Activity Discovery Form: BusinessOptix User
To begin, log into a BusinessOptix library and click to access the Forms screen. On the New Forms page, select Activity Discovery.
Fill in Activity Details. (Process and Activity name should be consistent with nomenclature of organization).
Fill in the description (add detail as to why this was not captured during the process).
When creating forms for additional activity steps in a process, select the form it needs to be linked to and follow on from by clicking Add links. Select the activity from the list of form surveys completed previously. The list will be in this format: ‘Name of the process/Activity name.’ This will help format the responses in activity step order.
Add Roles, Responsibilities and Systems needed for this activity Add Activity performance time (although not a required field, it is important to capture the time to complete these activities as they will tie to accurate work split).
Status can be used track forms using ‘Submitted’ or ‘Reviewed’ to better manage your submissions.
Click Submit when finished completing an Activity Discovery form.
How to Review the Responses to the Activity Discovery Form: Business Analyst
To view the responses to the Activity Discovery form, go to the BusinessOptix Home Page and select Insights. Then select the Rapid Process Discovery
All form surveys responses that have been submitted will appear in the form submission folder.
Viewing individual responses to the form survey can be accomplished by selecting ‘Survey Responses’ from the drop-down menu in the upper left corner. Responses will be presented in a full table format. To limit the list to a particular survey or process, use the Process filter in the upper right corner. Select an individual response by using the hyperlinked form in the Submission response column.
Duplicate responses to one of the process activities can be managed by clicking ‘Edit the link’ under Duplicate Of within the form details window.
To link the duplicated step to another, click the Shared folder → Form Submissions folder → Activity Discovery folder, then select the duplicated activity and click Save Changes. Click Submit at the bottom of the form survey window when finished. To view an updated list of form survey responses, refresh the table.
BusinessOptix uses survey responses to create a draft process diagram. Form survey responses can be reviewed and edited from the discovery diagram by selecting Process Overview from the drop-down menu. Within the diagram, authors can click on individual process steps to display the survey response window.
Editing the responses into a process model can be achieved by clicking ‘Save as process.’ This will save the process as a model in the BusinessOptix design studio.
From the BusinessOptix design studio, any necessary additions or edits can be made manually onto the full diagram.
The results of using Rapid Process Discovery can be a full Process Diagram, RACI and Taxonomy per process list; all of these items will help to ensure that not just the process itself, but all exceptions, bottlenecks and activities are documented and reviewed.
For a short video on Rapid Process Discovery please visit our YouTube channel