Introduction
When you decide to map or make a diagram of a process, what you are looking for is to show graphically, by means of symbols, what activities are carried out within an organization, so that everyone who reads it is able to understand the scope and / or carry out the process, identifying the input to the process, the process itself, and the output of the process.
A map is primarily intended to be a useful document that can be used, modified, and reviewed frequently. However, image and design are important. An attractive appearance and easy-to-read presentation enhance the content. In a diagram the objects are joined with lines and arrows which indicate the flow and order of the procedure or process, these arrows do not show the interactions with which we identify who delivers (supplier) and who receives (customer), it is required to place messages or legends to identify the inputs (inputs) and products (outputs) of each process or sub-process.
Definition
What is a process? It is a systematic series of actions aimed at achieving a goal. It is a sequence of activities, tasks or steps that transform an input into an output.
A work process adds value to inputs by transforming them, or by using inputs to produce something new, for example: in a plastic products factory we could identify an area responsible for the purchase of raw materials to make plastic, one of the design of plastic containers, one for injection and molding, one for detailing plastic containers and another for sales and customer service, all these areas must interact as a customer and / or suppliers, coordinating for the final delivery of products (plastic containers), it is clear that if any of them does not adequately perform its function, it will affect the performance of the next process or sub-process and, as a consequence, the overall performance of the factory.
What is standardizing a process? Identify and acquire control of the variables (key contributions) that affect it to obtain an accurate result and above all to ensure the quality of the delivery of products and / or services to the next process or sub-process, in standardization it is necessary to diagram (map) and document in text the best known way to carry out the process.
Phases of process scope mapping
It is of great importance to understand and comply with the fact that processes must first be standardized in order to later measure their key factors. With the result of this measurement and new proposals for improvement (many of which arise during the standardization process), new standard processes are generated. All this through a process of continuous improvement. Who participates in the diagramming or mapping? Process experts, the people who carry out the work, must be people who work in the process with full knowledge of the following factors:
- The activities Inputs and products Suppliers and customers Fine points and tricks of the process (Know How).
It is important that skills, ages, personal strengths, education and all kinds of personality factors and job functions are mixed to achieve a group with varied ideas and points of view that enrich the process when discussing and standardizing.
To understand the process it is recommended:
- Describe the process Identify the main results or products of the process and their respective clients (the needs and concerns of the clients) Identify the main needs of the process or subprocess (inputs) that is being mapped Describe a standard process.
Initial questions to answer:
- What is the process currently doing? What is it supposed to produce or perform? How is the process related to customer needs? What is the best way known today to perform such a process?
Fundamental characteristics of the processes.
- Over time they tend towards comfort rather than competitiveness. All people work within a process and there must be a responsible for each one. There is great variability in the application of the elements of the processes (people, materials, information and techniques). By reducing variation, results are improved. Lack of work standards leads to confusion and generates variability.
General areas of opportunity in the processes
There are four general areas where most of the problems in processes are commonly generated:
- Lack of understanding of the process, both at the administrative and operational levels. Little knowledge of the needs and wishes of customers. Lack of process control measurements at key points. Poor communication between areas.
Key points to identify which processes require attention:
- As an initiative of some plan within the organization, it is determined that a certain process requires improvement. Any new process. Processes where there is dissatisfaction of external and / or internal clients. 4) All processes that are related in some way to the safety of personnel or environmental issues. Processes that have not undergone any change in a long time. When any certification, law or regulation requires that a process be standardized or documented. When they are received constant complaints, returns, jobs that need to be done more than once, missed dates, low morale, staff turnover, low productivity or poor results in audits, among other types of problems.
Steps for constructing process scope mapping
The diagramming (mapping) is useful to determine the inputs and outputs considering these as the requirements to be satisfied in order to develop the process or procedure under conditions where the purpose of said procedure or process can be achieved, the steps to be able to map the process are the following:
1.- Identify the main products or services (results) of the area, process, thread or department. Area, process, thread or department.
2.- Identify immediate clients, These are those, internal and external, who receive the results first. Area, process, thread or department. customers
3.- List the main inputs required by the area, process, sub-process or department to produce each of the important results. Area, process, thread or department.
4.- Identify the origin of the inputs (that is, who supplies them or are their suppliers) Area, process, sub-process or department, suppliers.
Step 1 to 4 must be developed for each process or sub-process that is of interest and the interrelationships between the different processes must be identified to integrate a map similar to that shown in the following figure:
Source: www.gestiopolis.com/mapeo-de-alcance-de-procesos/
conclusion
The process scope mapping is a very useful and current tool, with which the parts that make up a process can be described in detail, this in order to identify all the activities and the scope of the process (up to where this process reaches), and thus have a basis to standardize it, or to develop an improvement plan.
It is very important not to fall into the temptation to improve the process itself when preparing the process scope mapping, since it is a common mistake, since this would take away the opportunity to visualize the process in its entirety and achieve an improvement. greater or substantial.
Sources consulted.
- Nacional, IP (2013). Mapping workshop and process documentation. Mexico: Department of Quality Management and Standardization, Porter, M. (2010). Competitive advantage: creation and superior support. Mexico: PirámideHerrera, W. (2009). Slideshare.http: //cursos.tecmilenio.edu.mx/cursos/cfe/fe06046/anexos/explica4.pdfhttp: //www.entremundos.org/databases/Mapeando%20alcances%20con%20socios%20locales.pdf
