By Ursula Wirtz on December 05 2018 02:54:27
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.
In terms of the Information Systems industry, flowcharts have been used for years, well before the introduction of the commercial computer in business. Originally they included process diagrams; later they were used by programmers as a convenient means to document program logic. Such flowcharts typically made use of ANSI standard flowcharting symbols. But as the Structured Programming movement flourished in the late 1970`s, ANSI symbols were considered archaic, and many new types of diagramming techniques emerged, including Bubble Diagrams, Data Structure Diagrams, E/R Diagrams, HIPO, VTOC, etc. (anybody remember Nassi-Schneiderman Charts?). I could argue the pros and cons of the various techniques but that is not the point. What is important is that all of these diagramming techniques acknowledged documentation as an inherent part of the design process.
Many departments have established business rules based on guiding principles and philosophies that may have been created years before. Because there has been no initiative in documenting these procedures, chances are that there are many rules still in place that are causing unnecessary barriers and redundancies that add to the purchase order cycle time.A flowchart is a sequence of graphical symbols and shapes that can be used to help subject matter experts visually walk through their processes and validate those rules for accuracy and relevancy based on current business needs.
As a process mapping consultant, it is imperative to get everyone to see not only their own procedures, but how they interconnect into the organizational structure. Once in place and agreed upon by all the contributors, you begin to be able to challenge the current way of doing business and assist them in finding inefficiencies that could be costing the business thousands of dollars.
Usually, this exercise takes place during an e-procurement project as part of the analysis phase, but can be done at any time. As long as there is a resource who has the proper skills and knows how to draw a flowchart to help the various departments identify their current procedures and potential problem areas within the purchase order approval process.
Creating purchase requisitions is a standard function in every business. Unfortunately, the manual paper purchase order or requisition is one of the most frustrating areas of every business because the constant approval issues and long turnaround times that can occur.
flowchart examples for students