A BPM solution, or any solution for that matter, must begin with solid architecture. We know statistically, that projects are more successful if architected from a high holistic view all the way down to the engineering levels of development. Admittedly this approach takes a few additional cycles, yet not near the cycles that poorly architected initiative takes. The building industry, who has figured this out, never builds before it architects. Although architectural documents are necessary, their numbers and complexity must be managed judiciously, otherwise they become the cause of project and organizational paralysis. Project document sets should be standard, simple yet potent.
Several documents we like to use in the development of Business Process Management and Development include the following:
| Mission Statements: |
A company mission statement often provides crystal clear direction for the methodologies and approaches that are implemented within a process |
| Process Portfolio: |
A list of a companies major processes and their priority within an organization often helps to identify process dependencies and areas of potential leverage. A process portfolio may include a workflow illustration of the process prioritized in the portfolio. |
| Organizational Chart: |
An organizational chart is essential for understanding companies management, political and influence structure. Insufficient project buy-off; non-continual project communication and lobbying will result in certain failure. Organizational Charts should include general managerial structure, stake holder identification, user identification, departments, etc. Often escalation paths will be identified within this document to accommodate help and issues calls. American companies and government agencies spend approximately $81 billion dollars for cancelled software projects every year. Understanding the players and environment within an organization, goes a long way in preventing project failure. |
| Application Blueprint: |
Application Blueprints are needed to gain a holistic understanding of all the applications that support an organization. Applications of supply chain and strategic partners are often included in the blueprint. Data flows between applications can be included in an Application Blueprint to illustrate the interdependencies of departments, suppliers, partners etc. |
| Process Workflow Blueprints: |
Over the years, we have found current “as is” and future “to be” process workflow documents quintessential to Business Process Management, Portal, Web Page, Organizational Restructuring etc. projects. In the case of Business Process Management projects, process workflow blueprint creation is among the best ways to get and maintain Business involvement and buy-off. It’s also a great tool for story-boarding with clients. |
| Data Flow Blueprint: |
In today’s world of cross-application and departmental solutions, it is important to understand where data is being created, who the authoritative sources are, and which applications are publishing and subscribing to that data. This document is probably the most labor intensive and laborious of all the essential documents. Despite the combination of software and hardware, there is no substitute for understanding your data and its flow throughout the organization. Key to plotting successful data flow is keeping the scope of the documentation limited to the project you’re working on. |
| Project Management Documentation: |
We have found that there is no substitute for a great, people oriented, organized, detailed loving project manager. We've also found that someone familiar with a program such as MS-Project is helpful as well. In addition to project task and milestone tracking, it is important to make high level project timelines and progress illustrations available to management, stakeholders, users and project team members. We often include simple project overviews and high level deliverables in our project plans to minimize the number of documents used within a project. Great project managers will understand the necessity of solid architecture and potent documentation. |
| Communication Plan: |
Communication is probably the key to a successful project. All the documentation mentioned herein is merely a communication medium. A formal document should exist defining how, when, where and to who progress, issues, and success will be communicated. This document might include escalation paths etc. and be closely tied to the organizational documentation. |
