Sharp Integrating Change
Sharp Integrating Change
Change
into your
Business Process
Approach
Alec Sharp
Senior Consultant, Clariteq
West Vancouver, Canada
[email protected]
ig: alecsharp01
We need some help with our I spend all day writing business
Product Lifecycle Management processes, like the process to
process. Revise Product Brochure Image.
Register
Business Process Scope Model (TRAC) – pure “what”…
Grant Renew
Procedure CSM (Client Safety Client Safety
Management) Program Management Program
Grant CSM Program
Trigger Results
Accept Audit Verify Determine Determine Issue
& Collect & Collect
Business Process: CSM
Application
CSM
Program
CSM
Equipment Equipment Consultation CSM
Authorisation
Fees Fees
A sequence or set of activities
that delivers significant results main Activities
for the process’ customer Cases: New, Legacied, etc.
“how” to complete a task…
and other stakeholders
Procedure – Calculate Unit Registration Fees:
Procedure: For each Unit:
A set of step-by-step work instructions
• Determine Unit Type and Unit Risk Factor;
(a job aid) for a specific task or activity
that will yield identical results every time
• Apply Registration Fee from Reg. Fee Table;
• Identify additional Inspection fees from…
© Copyright Alec Sharp / Clariteq 2023 6
Integrating
.
3 – A rapid descent into Clarify the big picture, then take a controlled descent
unhelpful detail with well-defined levels of detail.
© Copyright Alec Sharp / Clariteq 2023 7
Integrating
1) Venting
Change
into your
Business Process
Approach
Why?
• People usually arrive with some point they want to make
• They can't fully engage until they get it "off their chest"
Venting example
Change
into your
Business Process
Approach
Topic –
“Strategic Scheduling / Course Management”
(what that meant… not exactly clear)
Senior university personnel –
Department Chairs, Deans, …
45 minutes for venting –
it was well used!
“Venting” 1 & 2
Change
into your
Business Process
Approach
“Venting” 3 & 4
Change
into your
Business Process
Approach
“Venting” 5 & 6
Change
into your
Business Process
Approach
▪ Active participation
led to buy-in
▪ Uncovered the
real issues
before we “structured”
things into a future state
another partial
Concept Model
Model took
~90 minutes
Client Result:
Trigger: Approval granted for
Client submits a self-managed
request to safety program.
Grant Client Safety Management Program
enter
a CSMP
Accept Audit Verify Determine & Determine & Issue
CSM CSM CSM Collect Collect CSM
Application Program Equipment Equipment Consultation Authorisation
Fees Fees
What first
1. Stakeholder concerns
Change
into your
Business Process
Approach
“You must communicate in a clear and compelling way why the process
has to change by completing the initial assessment for the as-is process.”
Areas to consider:
• Regulatory change
• Workforce changes (e.g., “recruiting and retaining” vs. “retiring”)
Context – makes it blame-free
• Emergent technology (AI, robotics, drones,
What changes in the environment “SMAC” - Social, Mobile, Analytics, Cloud,)
since the process was first or current supporting technology is EOL ("End Of Life")
“designed” have caused these • Changing customer expectations
issues to surface?
• Competition, especially new or emerging
• Changes in business volume (growth or contraction)
• Socio-political change
• Environmental (“green”) concerns
• Change in business model (e.g., customised or standarised)
• Change in business ownership (public, private,) M&A, divestiture
• Change in government (post-election fallout)
• Changes in business operating locations
• Economic conditions
© Copyright Alec Sharp / Clariteq 2023 • … and many others (see “PESTLE”) 32
Integrating
3. Consequences of inaction
Change
into your
Business Process
Approach
Situation:
• Manufacturing firm redesigns core Financial Reporting processes prior to COTS selection
• No progress! – Project has descended into “the blame game”
Stakeholder assessment – Client was very happy!
• Customer – Financial markets / fund managers cannot get
the info they need for investment decisions
Alec, I'm so happy I
• Performers – Finance staff spend all their time on assembling could just kiss you!
“the numbers” with no time for value-added analysis
• Owner/manager – CFO is under constant pressure and criticism
from the financial markets and other executives
Context –
• Firm recently divested from a huge conglomerate
• Financial reporting was formerly to Head Office,
but now is to financial markets which the processes were never designed to do
Consequences of inaction –
That's not
• Planned acquisition of competitor will not go ahead due to
in my contract
lack of financial market support for new bond issue;
• Firm likely to be acquired by the competitor. Uh oh… Finance staff quickly
realised their employment was threatened and got on board!
© Copyright Alec Sharp / Clariteq 2023 34
Integrating
Change
into your
Business Process
Approach
4) Understand the enablers of performance
Business Facilities
Technology & Human (or, Knowledge /
Process Motivation & Policies &
Information Resources & Info / Data,
Design Measurement Rules Communications,
Systems Organisation
(Workflow) Documents, …)
Many clients use this framework to think through any sort of initiative
Business Process
enables enables enables enables enables enables
Like many large organisations, a Forensic Sciences Lab had undergone cost-
Human
Resources cutting, and laid off many administrative support workers. Much more highly
paid, scarce scientists then spent ~55% of their time on admin tasks.
Business Process
enables enables
Facilities
This always uncovers issues
Business
Process
Technology &
Motivation &
Human
Policies & (or, Knowledge / that would have been
Information Resources & Info / Data,
missed otherwise and
Design Measurement Rules Communications,
Systems Organisation
(Workflow) Documents, …) always generates ideas
(potential features) for the
• Too many • Unavailable • Inappropriate • Mismatches • Out-of-date • Mismatch of
actors information performer or between task policies or work needs to-be process
• Non-value - • Data re-entry process value and numerical limits and facility
added steps measures performer • Excessive • No support for
• Missing
• Duplicate functionality • Internal rather • Too little review or team work
steps than customer empowerment approval steps • Layout that
• Awkward focus
• Delays and interfaces • Fragmented • “Anecdotal” or impedes flow
bottlenecks • Measures of jobs / roles inconsistent of people or
• Lack of tasks vs. policies material
• Excessively support for • Inappropriate
outcomes recruiting and • Misinterpreted
sequential workflow
placement regulations 38
© Copyright Alec Sharp / Clariteq 2023
Integrating
Intent:
• Ensure each feature is implementable and sustainable
• Avoid unanticipated consequences through a holistic assessment
For each Feature, ask…
"What needs to change in this specific enabler to make this feature work?"
(there may be several changes needed)
Feature Process Info. Motivation & Human Policies & Facilities Feasibility &
Design Systems Measurement Resources Rules (or other) Notes
& Tech.
Assign Need to decide Current systems We MUST Revise job Current policies Some Highly feasible if
authority for whether we can are much too adjust the descriptions for dictate that all Support Staff we can resolve
higher-value auto-route complex for performance Support Staff as categorization will be moved Policy issues.
requests to the most cases, measures of necessary. and closer to Support Staff are
work to
appropriate staff especially the Support Staff to Provide classification Records very positive
Support Staff
member, or if all ones that would ensure they are additional work be carried Managers, about the
rather than should go to a now go to not penalised for training in out by Records but this is a opportunity, and
having it all Senior Records Support Staff. taking on Records Managers – this minor change Records
done by Senior Manager for Need to isolate additional Management will have to Managers look
Records routing and only display responsibility functions and change. Some forward to more
Managers. essential the RM System EU regulations time for high-
functions may be a factor value work.