By Kristin Walter on October 26 2018 19:27:21
I guess what I`m driving at is that despite all of this peripheral activity, and to refute my Business Analyst friend, the principal thrust of the engineer or architect is to produce and maintain a reliable set of drawings. It all comes down to boxes and lines. Interestingly, today`s analysts and programmers think drawings are "old-hat" or passé. I don`t care whether you draw it with pencil and paper or by computer, documentation is an inherent part of the design process. Failure to recognize this is to deny reality.
This is where simple process mapping can be used as an effective tool. Developing sample flowcharts that focus on specific areas or duties can help each subject matter expert define their areas of knowledge and communicate to others in the room. Linking each area together with inter-dependencies and business rules is where the real power of this technique comes in.
Flowcharts can be quickly created in many computer software programs; even recent versions of Microsoft Word and PowerPoint contain Smart Shapes that allow users to rapidly insert a flowchart into a document of presentation. Specialist Flowchart Diagramming software also exists but for sheer versatility and the ability to connect data to shapes I would put my money on Microsoft Visio. It has a huge range of ready-made stencils containing all the shapes you could possibly need (and the ability to create your own if you wish), and very slick automatic connection features. Visio also allow a flowchart that dexcribes one process to become part of a larger process and to integrate with it via a hyperlink from a button on the drawing page.
I recently overheard a Business Analyst say there was more to systems architecture than drawing boxes and arrows on a piece of paper. This may be true to a degree, but the ultimate deliverable of any engineering/architectural practice is a set of drawings from which to build a product. Architects and engineers do not spend all of their time drawing diagrams; for example, they have to specify requirements and analyze such things as the stress of components to determine the suitability of materials for use in design. But aside from this, the end result of engineering or architecture, their deliverable, is a set of drawings, be it a blueprint, a floor plan, wiring diagram, plumbing, or a set of flowcharts.
If your organization is looking for ways to reduce costs, the purchase order chain is one area that can be made more efficient. If the purchasing department learns how to draw a flowchart depicting the as is for each department, the overall effort could help reduce costs by eliminating redundant approval processes and mistakes.
Once the team recognizes the problem areas, they can easily adjust the map to a future state version that can dramatically affect performance and turnaround time of the purchase order process.