Lean Six Sigma Green Belt

Certification Course
Process Analysis and Documentation
 Learning Objectives

By the end of this lesson, you will be able to:

Process maps

Development of Process maps

Written procedures and work instructions

 Introduction

A picture speaks a thousand words

GPS

Process
Documentation
Process Maps, Flowcharts, Written Procedures, and Work Instructions
 Process Mapping

Process mapping is a graphical representation of a process.

 Process Mapping: Features

Is a systematic way of recording all

activities performed

Provides a wider perspective

of the problems and Done by using flowcharts,
opportunities for process written procedures, or
improvement detailed work instructions

Process maps are used

Helps teams and others know
throughout the Six Sigma
how the process is working
Current State journey

! Map the process for what it truly is and not what you or your team think it should be.
 Process Mapping

Process mapping is a five-step process.

1. Identify the process and I/O at a high level.

2. Identify the major process steps going a little

lower level in the process than step 1.

3. List Key Measures for each major step identified

in step 2.

4. List key input variables.

5. Classify inputs as either controllable or non-

controllable.
 Process Mapping: Example

Java House Coffee has a process for customers to call in an order and then pick it up at the front counter.

Let’s map the process for Java House using the 5-step approach.
 Process Mapping: Example

1. Identify the process and I/O at a high level

I Customer O
Order u
n
p Work Cup of t
Make Coffee
u Instructions Coffee p
t u
Coffee
s Beans t
s
 Process Mapping: Example

2. Identify the major process steps going a little

lower level than step 1

Receive
Provide
Customer Fulfill Order Take Payment
Coffee
Order

1 2
$
5 3
4
 Process Mapping: Example

3. List Key Measures for each major step identified

in step 2.

Receive
Provide
Customer Fulfill Order Take Payment
Coffee
Order

Order Time to Transaction Customer

Rate complete Time satisfaction
 Process Mapping: Example

4. List key input variables

• Phone • Order Ticket • Customer Info • Coffee

• Customer Order • Coffee Beans • Prices • Receipt
• Ticketing • Sugar • Customer
System • Job Aids Money

Receive
Provide
Customer Fulfill Order Take Payment
Coffee
Order

Order Time to Transaction Customer

Rate complete Time satisfaction
 Process Mapping: Example

5. Classify inputs as either controllable or non-controllable

• Phone (C)
• Customer Knowledge • Order Ticket (C) • Customer
(NC) • Coffee Beans (C) • Verification(C) • Coffee (C)
• Customer Order (C) • Sugar (C) • Prices (C) • Receipt (C)
• Ticketing System (C) • Job Aids (C) • Customer Money (C) • Outdoor Temp (NC)

Receive
Provide
Customer Fulfill Order Take Payment
Coffee
Order

Order Time to Transaction Customer

Rate complete Time satisfaction
 What Is a Flowchart?

A flowchart is a pictorial representation of the steps of a process.

Provide a common Flow charts Lead to process

understanding of the
standardization
process flow

Help see how

different process Make it easier to train
steps work together employees

! After the process is visualized, rework loops and redundant steps can be identified and resolved.
 Flowcharting Symbols

PROCESS ARROW DIAMOND BULLET CIRCLE PARALLEL- TORN OVAL

Used to Shows Shows Used to Used OGRAM RECTANGLE Shows the
show an the where a indicate when a Indicates Shows input that
activity direction question delay flowchart where where a triggers
performe of flow is being points in needs to input or document is the
d in the from one asked the continue output needed as process
process step to process to data is an input or and the
another another needed in made as an outputs
page the output that end
process the
process
 Flowcharting: Example

The flowchart shows the processes in Java Coffee House’s “Receive Customer Order” step:

Customer Calls

Answer Phone

Share Specials

Ask for Order

N Customer
knows what
to order
Provide
recommendations Y
or information
Enter order in
ordering system
 Flowchart Analysis

Points in the process where it slows down

• Where are the long chains of tasks?
• Which activities can begin sooner than shown?

Rework loops
• Where are similar tasks being redone by other groups?

Problem areas
• Where are problems occurring due to lack of training or subpar
equipment?

Non-value added steps

• Which steps in the process should be eliminated?
• Which steps can be combined?

Decision steps
• How often are there NOs or YESs?
Flowchart Analysis: Example
 Written Procedures

Written procedures or SOPs are step-by-step guides that help perform a task.

SOP

Written Procedures or SOPs:

 Are simple to understand
 Used when a task is lengthy or complex
 Used in process development phases
 Help avoid making mistakes
 Help streamline processes
 Improve quality
Written Procedures: Example
 Work Instructions

Work instructions have more detail than a work procedure.

Work instructions:
 Define how activities in a procedure should
be written in detail
 Provide step-by-step details for a sequence
of activities
Work Instructions
EXAMPLE
1. Take a coffee cup.
2. Pick up the coffee pitcher by the handle.
3. Slowly pour coffee into the cup until coffee
is ¾ of the way full.

! For a less detailed process, select flowchart and for a detailed process, select work instructions.
 Work Instructions: Example 1

Source: http://www.slideshare.net/techdude/instructions-for-how-to-make-a-new-pot-of-coffee
Work Instructions: Example 2
 Key Input and Output Variables

Process improvement – Needs Key Process Output Variables (KPOV)

and
Key Process Input Variables (KPIV) to be identified and measured

Outcome from a Examples:

process  Customer complaints
 Cycle time
KPOV

Examples:
Significant impact
KPIV  Using a clean cup or a dirty cup
on output
 Length of brewing time
 Key Input and Output Variables

Process improvement – Needs KPOV and KPIV to be identified and measured

 Metrics for key process variables: Relationship between

 Percent Defective variables depicted
 Operation cost with SIPOCS
 Elapsed times (suppliers, inputs,
Define
 Backlog quantity process, outputs,
 Documentation errors customers) or Cause
and Effect Matrix.

Process owners

Key Process Input

?
Variables (KPIV)
Key Process Output
Variables (KPOV)
 Cause and Effect Matrix

A sample Cause and Effect Matrix or X-Y Diagram

Multiply the values from (b) for each input

variable, individually, with the values in (a).
Adding the results gives (c).
Capture the
impact value Impact Scale: 0-none; 1-minimal;
Process 3-marginal; 9-highest
Insert the weight
Date
for each output

List the output

variables

List the input

variables
 Key Takeaways

Process mapping is a 5-step process.

A flowchart is a pictorial representation of all the steps of a

process in consecutive order.

A flowchart is used to evaluate each activity step for

opportunity conditions.

A written procedure or standard operating procedure (SOP) is

a step-by-step guide to completing a task.

To improve a process, the Key Process Output Variables and

Key Process Input Variables should be measured.

The cause and effect diagram helps correlate process inputs

and Outputs.
Knowledge Check
Knowledge
Check Your team is making a process map for the patient registration process at a hospital
1 facility and has just finished listing the major steps. What should your team do next?

A. Scope the project

B. List key measures

C. List key input variables

D. Celebrate
 Knowledge
Check Your team is making a process map for the patient registration process at a hospital
1 facility and has just finished listing the major steps. What should your team do next?

A. Scope the project

B. List key measures

C. List key input variables

D. Celebrate

The correct answer is B

In process map creation, after the major steps are identified, the next step is to list the key measures for success at
each step.
Knowledge
Check
Which of the following is NOT a process documentation tool?
2

A. Flow Charts

B. Process Maps

C. Cause and Effect Matrix

D. Written Work Instructions

 Knowledge
Check
Which of the following is NOT a process documentation tool?
2

A. Flow Charts

B. Process Maps

C. Cause and Effect Matrix

D. Written Work Instructions

The correct answer is C

The Cause and Effect Matrix is a prioritization tool and is not used to document a process.
Knowledge
Check
What is the purpose of process mapping?
3

A. To visualize the steps in the process

B. To understand the key measures and metrics

C. To identify improvement opportunities

D. All of the options

 Knowledge
Check
What is the purpose of process mapping?
3

A. To visualize the steps in the process

B. To understand the key measures and metrics

C. To identify improvement opportunities

D. All of the options

The correct answer is D

The purpose of process mapping includes all the answer choices given.