Business Process Map

Process mapping is a method of visually defining exactly what each and every employee or function is responsible for, their outputs and inputs, and the operating parameters associated with them, allowing companies to measure their performance and improve their efficiency.

A business process map is a picture of the sequence of major steps in a process. Boxes or other symbols represent different steps or actions. Process maps can show:

• the process as a whole;
• the sequence of steps;
• the relationship between steps; and
• the beginning and ending steps, which identify the boundaries of the process.

When should we use business process map?

A business process map is used to:

• create a common understanding;
• clarify the steps in a process;
• build consensus on how a process actually operates and how it should operate; and
• identify improvement opportunities in a process.

SYMBOLS
Component	Description	Symbol
Input	Items used in an activity. They are represented by a pointing arrow. They are used and transformed into output (e.g., raw materials, quality records, customer requirements, partially processed goods).
Process	Step of the operation represented by a box.
Process Number	A roman numeral representing the process. Process number is located on the lower right corner of the box.
Person Responsible	Department or designation of person assigned to do a process (e.g., PRIO, DAO). This is located in the lower part of the box.
Output	Items that result from the transformation of an activity (e.g., accomplished forms, finished goods) and represented by an outgoing arrow.
Decision Box	Represents a decision or judgment that has to be made in the activity. The decision supports conditional responses and results in alternative exits from the action. Two or more flow lines can be drawn from the diamond, depending on the number of conditional options in the decision.
On-page Connector	Used to connect flow lines in the same page. The number in the center of the symbol indicates that the flowchart will continue on the same page where a matching symbol and number has been placed.
Off-page Connector	Used to connect one activity to another activity located in a separate page. The letter in the center of the symbol indicates that the flowchart will continue on the next page where a matching symbol and letter has been placed.
Flow Line	Shows the direction of flow or movement between elements of a system. An arrowhead at one end of the line indicates the direction of the flow. If no arrowhead is shown, it is assumed that the flow moves from left to right, or from the top of the page to the bottom. An arrowhead is also used to show where flow lines join and to indicate their new direction.

 

How do we develop a business process map?

1. Define the processes involved.
• Use verbs and objects in describing and identifying labels in the process.
• Use concise and simple terms.
• Be consistent in describing the activities.



2. Arrange the sequence of steps of the process. Identify if steps are sequential, parallel or cyclical.
   
   
3. Define department, person or group of persons responsible for each process.
   
   
4. Identify the input and output of each activity.

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