TEMPLATE - SAMPLE PROCESS DEFINITION DOCUMENT

[DEPARTMENT NAME]
[PROCESS NAME]
PROCESS DEFINITION DOCUMENT

Prepared by:
[Process Name] Process Improvement Team

Prepared for:
[Department Name]

Version n.n
[Date]

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Introduction............................................................................................................................................ 2
1.0 High-Level Process Definition...................................................................................................2
2.0 Roles and Responsibilities........................................................................................................4
3.0 The [Process Name] Process....................................................................................................5
[Process Name] High Level Flow Chart.....................................................................................6
N .1 Sub-Process Name................................................................................................................... 6
[Sub-Process Name] Flow Chart...............................................................................................7
Activities...................................................................................................................................8
N.2 Sub-Process Name................................................................................................................... 8
Appendix A – Document Control Sheet..................................................................................................9
Appendix B – Process Improvement Team (PIT) Members...................................................................10
Glossary of Terms................................................................................................................................. 11

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INTRODUCTION
The purpose of this document is to describe the [Process Name] process sanctioned by the
[Department Name].

1.0 High-Level Process Definition

[Process Name] is the process of [process purpose]. The objective of [Process Name] is to [process
objective]. Goals include [goals].

The components of a successful management system are:

 People: The individuals and teams who support customers by performing processes
 Processes: Interrelated work activities that take a set of specific inputs and produce a set of
specific outputs that are of value to a customer
 Technology: The tools and technologies people use to do their work
 Information: The data and information people need to do their work, measure process
efficiency and effectiveness, and identify improvement opportunities

This document focuses on the people, process, and information components and is designed to show
responsibility for activities such as [brief description of process activities].

While technology is not a focus of this document, the process does adhere to the following technology
guidelines:
 Describe any technology-related standards or assumptions associated with this process (e.g., a
particular product suite will support the process, technology that will be used to automate
activities where possible, etc.)

This document will be reviewed annually, revised as needed and approved by representative
[Department Name] associates who are stakeholders in the [Process Name] process.
 Appendix A provides a Document Control Sheet.
 Appendix B provides a list of Process Improvement Team (PIT) members.
 A Glossary of Terms is provided at the end of this document.

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Throughout this document, flow charts present an overview and more detailed views of this process.
The symbols used to develop these flow charts include:

Flowchart Legend:

Process starting point

Off page connector

Single task or operation

Decision – used in conjunction with result arrows

Predefined process (represents another process that provides input or

receives output from the current process)

Information required to complete a task

Yes and No result arrows

Process termination point

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2.0 Roles and Responsibilities

Described in this section are the roles and responsibilities of [Process Name] process suppliers and
customers.

Role Responsibilities

Role Responsibilities

Role Responsibilities

Role Responsibilities

Role Responsibilities

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3.0 The [Process Name] Process

Process Owner
Insert title

Boundaries/Triggers
Start:
Stop:

Inputs
 Insert inputs

Suppliers
 Insert suppliers

Activities
1. Insert high-level list of activities
2.

Outputs
 Insert outputs

Customers
 Insert customers

Metrics
 Insert metrics

Note: The metrics presented throughout this document represent standard measures designed to
gauge the efficiency and effectiveness of this process. It is expected that additional metrics and ad-hoc
reports will be required and created as needed.

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[Process Name] High Level Flow Chart

The following flow chart presents an overview of the [Process Name] process.

 Insert a high level integration map or flowchart

 Use color coding or corresponding numbers to designate sub-processes (when applicable)

Below are flow charts that provide more detailed views of the following sub-processes:
1. Insert sub-processes
2.

These sub-processes represent a logically grouped lower-level view of the activities performed within
the [Process Name] process.

N .1 Sub-Process Name

Description - This sub-process is trigged by [trigger]. Activities begin with [task] and end when [task].

Goals include:
 Insert goals

Inputs Suppliers
 List inputs  List suppliers
Outputs Customers
 List outputs  List customers

Metrics
 List metrics

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[Sub-Process Name] Flow Chart

The following flow chart presents a detailed view of the [Sub-Process Name] sub-process.

 Insert a detailed flowchart of the sub-process

 Use a numbering system to tie activities illustrated in flowchart to more detailed activities list

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Activities

The following provides a narrative description of the activities associated with the [Sub-Process Name]
sub-process.

# Description

n.n-n [Activity Name (from flowchart): Describe activity. Include activities to be performed by
process suppliers, customers, and automation.

n.n-n [Activity Name (from flowchart): Describe activity. Include activities to be performed by
process suppliers, customers, and automation.

n.n-n [Activity Name (from flowchart): Describe activity. Include activities to be performed by
process suppliers, customers, and automation.

N.2 Sub-Process Name

Document remaining sub-processes including description, inputs, suppliers, outputs, customers,

metrics, flow chart and activities (narrative description).

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APPENDIX A – DOCUMENT CONTROL SHEET

Document Identification
Title
File Name
Document ID
Document Purpose
Owner
Author
Status
Version
Date of Draft
Feedback Due By Date
Date Approved
Effective Date
Scheduled Review Date
Document Authorization
Name
Title
Date
Signature

Version History
Version Date Change Log Author

Distribution List
Version Name Company

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APPENDIX B – PROCESS IMPROVEMENT TEAM (PIT) MEMBERS

The following individuals represented their respective organizations in process design activities and in
the development and review of this document.

Team Member Representing (Team)

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GLOSSARY OF TERMS
List key terms and concepts

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