Transcript Introduction to ProcessView_FEB10

The Future of Business Process Analysis
Presented by: Frank Kapper, Vice President
Bluespring Software
ProcessView… the Microsoft Visio 2007 Add-in
for Business Process Analysis
• Uses native Microsoft Office Visio 2007 diagrams
• Seamlessly integrates Visio 2007 with Excel, PowerPoint &
SharePoint
• Automatically configures flowcharts for analysis
• Only solution in industry with the ability to automatically
deconstruct and analyze complex workflows
• Automatically analyzes process performance
• Performs comparative analysis of current & future-state
flowcharts
• Automatically produces comprehensive process performance
reports and management outbriefs
Step 1: Draw a flowchart in
Microsoft Visio 2007
Step 9: ProcessView converts
improvement opportunities into
management reports in
PowerPoint
Step 2: Select the business
questions you want answered
about your process in
ProcessView
Simple, Fast, Effective
Business Process Analysis
Step 8: Capture
process improvement
opportunities in
ProcessView
Step 7: Perform side-byside comparative analysis
of current and future-state
processes in ProcessView
Step 6: Select performance report
type you want and ProcessView
converts process metrics into true
Business Intelligence
ProcessView
Commonly Used
Microsoft Technologies
Step 3: ProcessView
automatically
configures
flowchart with
process attributes
Step 4: Use standard
Visio 2007 reporting
tools to create a process
data capture template
in Excel
Step 5: Capture process data in
Excel, import and link to
flowchart using standard Visio
2007 data linking tools
ProcessView Supports
Six Sigma DMAIC Methodology
A Standard Method for Business Process Improvement
A
A
nalyze
M
M
easure
ProcessView
Visio
Excel
D
D
efine
ProcessView
Visio
ProcessView
Visio
Excel
ProcessView
Process
Management
Lifecycle
I
I
mprove
ProcessView
Visio, Excel
PowerPoint
C
C
ontrol
ProcessView
Visio, Excel,
SharePoint
Define: Document Process with Visio 2007 Professional
Analyze
Measure
Define
Improve
ProcessView
Start with an Existing
Process Flow
Control
Create a New Process
Flow
OR
Define:
Automatically Configure Flow Chart for Analysis & Data Capture
Analyze
Measure
Automatically Apply
Process Attributes to
Flowchart
• Process Attribute Wizard
• Add ‘User Defined Data’ as
required
Define
Improve
ProcessView
Shape Data
Excel
Export
Control
Export Process
Attributes to Excel
•Export process shape data to
Excel
•Use Visio flowchart and Excel
data capture template to
interview SMEs
•Capture process metrics
Measure: Automatically Convert Process Data into Business Intelligence in Excel
Analyze
Measure
Define
Improve
ProcessView
Control
Convert Raw Process Metrics into
Business Intelligence in Excel
• Duration from Start to End?
• How much does it cost?
• Time Required for each Resource
• Yield?
• Where is the Bottleneck?
• How often is an activity performed?
Review Batch
given to AP
Coordinator
• Process performance depends on the
characteristics of the activities
•ProcessView allows time/cost estimates :
Most Likely, Minimum and Maximum
Excel
•ProcessView examines all possible process
paths and their relative frequency toReport
calculate the summary process statistics
NO
Probability
1 min
Duration
ProcessTime
Contact
Department for
approval
Duration
1,(1,3) days
ProcessTime
1 min
Seek Contract
Agreement &
Payment
Instruction
Duration
ProcessTime
(2,3) min
20%
Correct Invoice
P.O. # or
required
documents?
Duration
YES
ProcessTime
1 min
Process Batch
given to AP
Coordinator
Duration
1 min
ProcessTime
Received in ERP
Duration
ProcessTime
1 min
Analyze: Perform “What If” Analysis
Click Update
ProcessView
Summary Statistics
Analyze
Measure
Define
Improve
ProcessView
Control
Receive Electronic
Invoice
ArrivalRate
50 per
week
Receive email at
AP Mailbox
Duration
Receive
Invoice into AP
repository
1 min
ProcessTime
Vary demand/mix
(Arrival Rates)
ProcessView
Calculates and Displays
Summary Performance
Characteristics
Duration
Receive Postal
Invoice
ArrivalRate
25 per
week
Scan Invoice into
User File Server
Duration
ProcessTime
1 min
ProcessTime
Invoices date
stamped & sorted
Duration
(5,10) min
ProcessTime
15 min
Product Received
3 min
Process Time
Change the time and
resources of activities
Duration
ProcessTime
AP
$15.00 per
Coordinator
hour
Resource
Costing Rates
AP Processor
$12.00
per hour
Service Desk
$12.00
per hour
Review Batch
given to AP
Coordinator
Duration
NO
Probability
1 min
ProcessTime
Change costing rates
Contact
Department for
approval
Duration
1,(1,3) days
ProcessTime
Change Probabilities
1 min
Seek Contract
Agreement &
Payment
Instruction
Duration
ProcessTime
(2,3) min
20%
15 min
Correct Invoice
P.O. # or
required
documents?
Duration
Duration
(1,5) days
YES
ProcessTime
1 min
Summary
Statistics
TimeUnits
Hrs
Resource
Costs
$ 7.26
AP
Coordinator
Cost
$ 2.23
AP Processor
Cost
$ 2.03
Service Desk
Cost
$ 3.00
Process Batch
given to AP
Coordinator
Duration
1 min
ProcessTime
Received in ERP
Duration
1 min
ProcessTime
Pull Batch for
select weekly
Payment
Release Invoice
for Payment
Duration
ProcessTime
(1,5) days
5 min
0.57
50.71
Release Payment
Analyze: ProcessView also generates Analysis Reports in Excel
Analyze
Measure
Define
Improve
ProcessView
How Long Does it Take?
How Much Work is Involved?
How Much Does it Cost?
Control
ProcessView Demonstration
Accounts Payable (AP) What-If Analysis
Hands-On-Lab
Start with an Existing
Process Flow
voice Processing
What-if Analysis
eceive
e into AP
ository
ProcessView answering
three fundamental questions:
Invoices date
stamped & sorted
1) How much work is involved? (Process Time)
2) How long does it take?
(Duration)
3) How much does it cost?
(Resource Costs)
Process Time
1 min
me
Duration
(5,10) min
Product Received
min
20%
Summary
Statistics
(1,5) days
ProcessTime
NO
Probability
Duration
ProcessTime
Duration
15 min
YES
ProcessTime
min
Hrs
Resource
Costs
$ 7.26
AP
Coordinator
Cost
$ 2.23
AP Processor
Cost
$ 2.03
Service Desk
Cost
$ 3.00
Resources
Attribute
by Color
1 min
Process Batch
given to AP
Coordinator
days
0.57
50.71
TimeUnits
Correct Invoice
P.O. # or
required
documents?
Duration
Duration
AP Coordinator
1 min
ProcessTime
AP Processor
Received in ERP
Service Desk
min
Duration
1 min
ProcessTime
Pull Batch for
select weekly
Payment
Release Invoice
for Payment
Duration
ProcessTime
ProcessView Analysis
brings Life to Empty Maps
(1,5) days
5 min
Release Payment
ProcessView
ProcessView Can Do More When You Need It!
Analyze
Measure
ProcessView
Visio
Excel
ProcessView
Visio
Excel
Define
ProcessView
Visio
ProcessView
Process
Management
Lifecycle
Improve
ProcessView
Visio, Excel,
PowerPoint
Control
ProcessView
Visio, Excel,
SharePoint
Analyze: Compare Current vs. Future-state Flowcharts
Analyze Changes in Performance Metrics
Analyze
Measure
Improve
Run a ProcessView Comparison Report
Define
ProcessView
Control
Save Current State Map as future-state
Receive Electronic
Invoice
ArrivalRate
50 per
week
Invoice Processing
CURRENT STATE
Receive email at
AP Mailbox
Duration
Receive
Invoice into AP
repository
1 min
ProcessTime
Receive Electronic
Invoice
ArrivalRate
Invoices date
stamped & sorted
Receive Postal
Invoice
ArrivalRate
25 per
week
Scan Invoice into
User File Server
Duration
ProcessTime
1 min
ProcessTime
Resource
Costing Rates
AP Processor
$12.00
per hour
Service Desk
$12.00
per hour
Duration
(5,10) min
Duration
ProcessTime
15 min
Product Received
Summary
Statistics
3 min
Duration
AP
$15.00 per
Coordinator
hour
(1,5) days
ProcessTime
Review Batch
given to AP
Coordinator
Duration
NO
Probability
1 min
ProcessTime
Contact
Department for
approval
Duration
1,(1,3) days
ProcessTime
1 min
Seek Contract
Agreement &
Payment
Instruction
Duration
Receive
Invoice into AP
repository
1 min
ProcessTime
Process Time
Duration
50 per
week
Invoice Processing
FUTURE STATE
Receive email at
AP Mailbox
20%
15 min
Hrs
Resource
Costs
$ 7.26
AP
Coordinator
Cost
$ 2.23
AP Processor
Cost
$ 2.03
YES
ProcessTime
Resources
Attribute
by Color
1 min
Process Batch
given to AP
Coordinator
Duration
Receive Postal
Invoice
ArrivalRate
AP Coordinator
25 per
week
Scan Invoice into
User File Server
Duration
ProcessTime
ProcessTime
Resource
Costing Rates
Build Future State
AP Processor
$12.00
per hour
Service Desk
$12.00
per hour
ProcessTime
AP Processor
(5,10) min
Duration
ProcessTime
Product Received
Summary
Statistics
3 min
Duration
(1,5) days
ProcessTime
Review Batch
given to AP
Coordinator
Duration
NO
Probability
1 min
ProcessTime
Contact
Department for
approval
1,(1,3) days
ProcessTime
1 min
Seek Contract
Agreement &
Payment
Instruction
Received in ERP
Duration
15 min
Duration
1 min
1 min
AP
$15.00 per
Coordinator
hour
$ 3.00
Correct Invoice
P.O. # or
required
documents?
Duration
Process Time
Duration
50.77
TimeUnits
Service Desk
Cost
Invoices date
stamped & sorted
0.57
20%
15 min
ProcessTime
(2,3) min
Duration
ProcessTime
Pull Batch for
select weekly
Payment
Release Invoice
for Payment
Duration
ProcessTime
(1,5) days
5 min
Release Payment
$ 7.26
AP
Coordinator
Cost
$ 2.23
AP Processor
Cost
$ 2.03
Service Desk
Cost
$ 3.00
Duration
YES
ProcessTime
Resources
Attribute
by Color
1 min
Process Batch
given to AP
Coordinator
Duration
AP Coordinator
1 min
ProcessTime
AP Processor
Received in ERP
Service Desk
Duration
1 min
ProcessTime
Hrs
Resource
Costs
Correct Invoice
P.O. # or
required
documents?
Service Desk
Duration
0.57
50.77
TimeUnits
(2,3) min
Duration
1 min
ProcessTime
Pull Batch for
select weekly
Payment
Release Invoice
for Payment
Duration
ProcessTime
(1,5) days
5 min
Release Payment
Analyze: Identify Bottlenecks and Model the Capacity
Analyze
Measure
Define
Improve
ProcessView
Control
ProcessView
Professional
•Queue Time & Cycle Time Analysis
•Throughput Analysis
•Bottleneck Identification
•Capacity Planning
Improve: Capture Improvement Opportunities & Details in Visio
Analyze
Measure
Define
ProcessView helps you capture
information about each Improvement
Opportunity
Improve
ProcessView
Add Improvement Opportunity Shapes to
the Flowchart
Control
Receive Electronic
Invoice
Receive email at
AP Mailbox
Invoice Processing
Receive
Invoice into AP
repository
Receive Postal
Invoice
Invoices date
stamped & sorted
Scan Invoice into
User File Server
Product Received
Resource
Costing Rates
Review Batch
given to AP
Coordinator
NO
Summary
Statistics
Correct Invoice
P.O. # or
required
documents?
YES
Contact
Department for
approval
Seek Contract
Agreement &
Payment
Instruction
Process Batch
given to AP
Coordinator
Received in ERP
Pull Batch for
select weekly
Payment
Release Invoice
for Payment
Release Payment
Improve: Produce Automated Management Outbriefs in PowerPoint
Analyze
Measure
Define
Improve
ProcessView
Select
Management
Outbrief
Report
ProcessView
Writes
Outbrief
to
Select
Improvements
for
Reporting
PowerPoint
Control
Receive Electronic
Invoice
Receive email at
AP Mailbox
Invoice Processing
Receive
Invoice into AP
repository
Receive Postal
Invoice
Invoices date
stamped & sorted
Scan Invoice into
User File Server
Product Received
ProcessView
Resource
Costing Rates
Review Batch
given to AP
Coordinator
NO
Summary
Statistics
Correct Invoice
P.O. # or
required
documents?
YES
Contact
Department for
approval
Seek Contract
Agreement &
Payment
Instruction
Process Batch
given to AP
Coordinator
Received in ERP
Pull Batch for
select weekly
Payment
Release Invoice
for Payment
Release Payment
Control: Publish Maps, Analysis Data & Improvements to SharePoint
Create Process Systems of Record
Analyze
Measure
Define
•Publish process map, analysis data,
improvement opportunities to
SharePoint
•Track and manage improvement tasks
•Report on performance
Improve
ProcessView
Control
ProcessView
Publisher
Control: Create Process ‘System of Record’ in SharePoint
Analyze
Measure
Improve
Document Library to Maintain a System
Record
Processof
KPI’s
Define
ProcessView
Process Area
Navigation &
Structure
ProcessView Metrics
in Visio Data Graphics
Displays
Control
Processs Owner
& Team
ProcessView ‘Rapid Process Assessments’
Duration Estimate: (1,2) hours
BatchSize: 20

Duration (3,6) min
BatchSize = 1
Administrative
Secretary receive,
sort/bundle, review
and distribute PCard Statements
Employee Review
P-Card Statement
and Receipts,
initial and return to
Administrative
Secretary
Administrative
Secretary prepare
for Supervisor
Supervisor Initial
Statement and
return to
Administrative
Secretary
Administrative
Secretary provide
statement to
Director for final
review
Scan P-Card
Statement and
Receipts for
Future Reference,
Hard copies
placed in folder to
forward to finance
(monthly)
Administrative
Secretary allocate
expenses into
bank reporting tool
and sign off
P-Card Purchase
END
Events
Replaced with Review of Monthly Report
DefineMeasure
Measure
: Team
: Team
event
captures
to document
Process
theand
process in
Financial Data
Visio
2
1
Define
Director performs
final statement
review, signs off
and returns to
Administrative
Secretary
Replace with Review
of Monthly Report
Select Vendor
Electronic
Quote
remittance?
50%
YES
Provide Quotes
received to
Administrative
Secretary to be
loaded into shared
drive
Procurement or
Legal Review
Required?
90%
NO
10%
Supervisor Initial
Statement and
return50%
to
NO
Administrative
Secretary
Check
procurement
criteria & available
funds, Purchase
Request entered
into IFAS (PO
System) with
quotes attached
YES
Administrative
Secretary provide
Administrative
Conduct
statement
to
Secretary Scan
Procurement and/
Quotes to Shared
Director
for final
or Legal Review
Drive
review
Signature
Contract or
Quote?
YES
Administrative
Secretary obtain
County Manager
Approval Form
from Procurement
to obtain Director
signature
Administrative
Procurement
or
Director Sign and
Secretary send
Legal
Review
Return CMA Form
CMA form to
toRequired?
Admin. Sec.
Administrator for
signature
90%
99% Send PO Request
APRVD
to Procurement
Procurement
Obtain Legal
YES
Approval
Administrative
Secretary load
package into
agenda system
Administrative
Secretary allocate
expenses into
Request Cancelled
bank reporting tool
and sign off
NO
Receive and
Review Invoice(s),
Compare packing
slips to receiving
report
Deliver to
Supervisor for
initial / payment
approval
Supervisor initial
and approve for
payment and
return to
Administrative
Secretary
Administrative
Secretary deliver
to Director
NO
Statement
Director Review
statements,
invoice, adds
physical signature
for payment
approval, and
returns to
Administrative
Secretary
Scan or copy
statement and
place Hard copies
in folder to forward
to finance
(monthly)
END
P-Card Purchase
END
Projects
BPI Candidate
Decreased Frequency
Automated
Send purchase
request for IT
Management
approval
IT
Management
Approval
99%
APRVD
Procurement
Review PO
Send PO Request
to Procurement
– verify
Eliminated Request
criteria met and
funds available
1%
DENIED
Procurement
Criteria Met/
Funds
Available?
Value Added
Non-Value Added but Required
Purchase Request
entered into IFAS
(PO System)
Request Cancelled
Non-Value Added
80%
YES
Print PO,
Procurement
Mngr/Dir signs
doc, mail to vendor
and provide
receiving report to
department
20%
NO
Satisfy Criteria,
Identify Funding
Source
Request Cancelled
END
Check available
funds, Purchase
Request entered
into IFAS (PO
System) with
quotes attached
95%
Print PO,
Procurement
Mngr/Dir signs
YES doc, mail to vendor
and provide
receiving report to
department
80%
P-Card
and
Receipts for nd
Procurement 2
Future
Satisfy
Criteria, Reference,
Review of PO
Identify Funding
Request – verify
Hard copies
Source
criteria met and
placed in folder
funds availableto
forward to finance
(monthly)
Replace with Review
of Monthly Report
Check
procurement
criteria
& available
Provide CMA form
funds,
with Director & PurchaseProcurement
Administrator
Obtain County
Request
entered
signatures to
Manager Approval
Procurement
into IFAS (PO
System) with
quotes attached
Board Approval
Process
Procurement
Criteria Met/
Funds
Available?
20%Scan
Parallel Merge
Procurement &
Director Review of
Administrative
Legal Review and
Board Review
Secretary
print
Conduct
e-mail final agenda
Package and
Board Review
package to Procurement and/
return to
Package for
Administrative
Administrative
Review
or Director
Legal
Review
Secretary
Secretary
Procurement
Review PO
Request – verify
criteria met and
funds available
1%
DENIED
JDIs
Administrator Sign
and
Return CMA
NO
Form to Admin.
Sec.
10%
Parallel Branch
IT
Management
Approval
Request Cancelled
END
Check available
funds, Purchase
Request entered
into IFAS (PO
System) with
quotes attached
95%
Requiredwith
on
placed
Review of Monthly Report
NO
5%
Send purchase
request for IT
Management
approval
Director performs
final statement
review, signs off
and returns to
Administrative
Secretary
Receive and
Review Invoice(s),
Compare packing
slips to receiving
report
Deliver to
Supervisor for
initial / payment
approval
Supervisor initial
and approve for
payment and
return to
Administrative
Secretary
Administrative
Secretary deliver
to Director
Director Review
statements,
invoice, adds
physical signature
for payment
approval, and
returns to
Administrative
Secretary
Scan or copy
statement and
place Hard copies
in folder to forward
to finance
(monthly)
END
Procurement 2nd
Review of PO
Request – verify
criteria met and
funds available
BPI Candidate
Decreased Frequency
Automated
Administrator Sign
and Return CMA
Form to Admin.
Sec.
Provide CMA form
with Director &
Administrator
signatures to
Procurement
Procurement
Obtain County
Manager Approval
3
Parallel Merge
Administrative
Secretary load
package into
agenda system
Board Approval
Process
Eliminated
Purchase Request
entered into IFAS
(PO System)
4 Improve
Analyze
: ProcessView5
:generates
Identify,
Control
categorize,
paths, metrics,
: and
Convert
prioritize
Q&A,Process
areas
metrics
of
and
Value Added
Non-Value Added but Required
Comparison, Flowchart
improvement
Errors, Non-Value
and other
opportunities
types of into
reports
PowerPoint management reports
Added
Analyze
Improve
Control
Microsoft® Office Visio 2007
Standard or Professional
Microsoft® Office 2003 or
2007 Standard or Professional
Memory: 128 MB of RAM
(256 MB of RAM
recommended)
ProcessView
Specifications
Processor: Personal computer
with an Intel Pentium 233MHz or faster processor
(Pentium III recommended)
Operating System: Microsoft
Windows XP or Windows
Vista
With .NET 2.0 Framework
ProcessView
Standard
ProcessView
Professional
• $399/Lic.
• Price breaks based on number
of licenses purchased
• $899/Lic.
• Price breaks based on number
of licenses purchased
Promotions
Accounts Payable Visual Analysis Hands-On-Lab (no charge):
ProcessView/Visio Professional bundle $499:
Rapid Process Assessment (RPA) utilizing Microsoft Software
Assurance benefits:
Request at: [email protected]
Accounts Payable (AP) What-If Analysis
Hands-On-Lab (HOL)
The AP HOL is designed to answer three fundamental questions:
Invoice Processing
1) How much work is involved?
What-if Analysis
2) How much does it cost?
3) How long does it take?
Receive Electronic
Invoice
ArrivalRate
Receive email at
AP Mailbox
50 per
week
Duration
Receive
Invoice into AP
repository
1 min
ProcessTime
Duration
Receive Postal
Invoice
ArrivalRate
Scan Invoice into
User File Server
25 per
week
Duration
ProcessTime
Learn Visio features:
• Data Graphics
• Define Data
• Data Reports
1 min
ProcessTime
AP Processor
$12.00
per hour
Service Desk
$12.00
per hour
1) How much work is involved? (Process Time)
2) How long does it take?
(Duration)
3) How much does it cost?
(Resource Costs)
Process Time
(5,10) min
Duration
ProcessTime
Product Received
Summary
Statistics
3 min
Duration
Review Batch
given to AP
Coordinator
NO
Probability
1 min
ProcessTime
What-if Analysis Calculator
Update activity attribute(s)
Demand/Arrival Rate
Duration
ProcessTime
Probability
Resource Costing Rate
(1,5) days
ProcessTime
Duration





Duration
15 min
AP
$15.00 per
Coordinator
hour
Resource
Costing Rates
Invoices date
stamped & sorted
ProcessView answering
three fundamental questions:
Contact
Department for
approval
Duration
1,(1,3) days
ProcessTime
1 min
Seek Contract
Agreement &
Payment
Instruction
20%
15 min
0.57
50.71
TimeUnits
Hrs
Resource
Costs
$ 7.26
AP
Coordinator
Cost
$ 2.23
AP Processor
Cost
$ 2.03
Service Desk
Cost
$ 3.00
Correct Invoice
P.O. # or
required
documents?
Duration
YES
ProcessTime
Resources
Attribute
by Color
1 min
Process Batch
given to AP
Coordinator
Duration
AP Coordinator
1 min
ProcessTime
AP Processor
Received in ERP
Service Desk
Request via Email:
[email protected]
Summary
Statistics
Duration
ProcessTime
select
Update ProcessView Summary Statistics
(2,3) min
Duration
1 min
ProcessTime
Pull Batch for
select weekly
Payment
Release Invoice
for Payment
Duration
ProcessTime
(1,5) days
5 min
Release Payment
Bluespring ProcessView Standard – Visio Professional 2007
Package - $499
“It’s like getting Visio Professional with maintenance for free”
Bluespring ProcessView Standard – Visio Professional is purchased directly through
Bluespring Software and includes the following:
1 Bluespring ProcessView Standard License & Annual Support
1 Microsoft Visio Professional 2007 License & Embedded Maintenance
Bundled pricing includes $550 of Microsoft technology and $588 of Bluespring
technology, which reflects an over 50% discount on all products.
Terms, Conditions & Other Relevant Information
The offer is only valid until December 31st, 2009.
Training services are priced separately.
Pricing subject to change at any time.
Additional information about Bluespring’s ProcessView tool can be found at
http://www.bluespringsoftware.com/index.php?id=481
or email Bluespring at [email protected]
Rapid Process Assessment (RPA)
Save Money with Software you Already Own!
Business Value Planning Services (BVPS) 5-day Professional Services voucher led by Bluespring
Software to identify and design improvements to your selected processes funded with your
Microsoft Software Assurance (SA) benefits.
To activate your Package Services benefits:
1. Ensure that you have administrative rights to activate Packaged Services, or contact your
Notices Contact or
2. Software Assurance Benefits Administrator.
3. Sign in to Microsoft Volume License Services at https://licensing.microsoft.com.
4. In the left navigation bar, click Software Assurance Benefits.
5. Under Benefits Summary, click Packaged Services.
6. Optional: Increase the number of engagement days for Packaged Services by converting
Training Vouchers.
7. This may require approval from your Benefits Administrator.
8. Follow the instructions to select BVPS, assign the Packaged Services voucher to a project
manager
9. within your organization, and create the voucher.
The project manager will receive an e-mail message with information about the benefit and a link
with directions for contacting Bluespring Software to schedule the engagement.
Activate today: https://licensing.microsoft.com
Key Contacts
For Company Info.: www.bluespringsoftware.com
For Product Info.: [email protected]
For Sales Info.: email [email protected]
To Speak with a Sales Person: call 407.562.1999
Thank you!