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The purpose of a process dictionary is to record the various processes in
an organization.
A process dictionary can be used for:
- training new employees on process activities and operations
- reminding current employees of process steps
- improving understanding throughout the organization of process steps
- improving processes
A process dictionary consists of
- Inputs: what does process receive in terms of material, information,
energy to start the process
- Supplier: who gives input to process (e.g. executives supply type of
reports they want, vendor provides computer)
- Output: what is the final product or service that is given to an
internal or external customer (e.g. financial report, loan)
- Customer: either internal or external
- Cost Drivers: what factors raise or lower process costs (e.g.
incomplete information increases cost)
- Function: what function contributes what operations to process (e.g.
prepare annual report requires legal department review)
- Business Process:
- Macros Business Processes: 8-12 major processes that encompass
entire organization (e.g. Provide Financial Information)
- Business Process: Subset of major process (e.g. Provide Tax
Information
- Micro Business Process: subset of Business Process (e.g. Review
Financial Reports before completing tax report
- Outcomes: what is the final product of the process (e.g. hire employee,
financial report)
- Features: any aspect of process product or service that requires more
steps or different steps (e.g., pants zippers versus pants buttons)
- Characteristics: (see Process Characteristics)
- Value and Non-Value: (e.g. correcting errors is always non-value since
if organization was effective there would be no errors)
- Primary or Secondary Primary processes are the main purpose of a process
(e.g. process loan payments). Secondary processes are support processes
(e.g. hire employees to process loans)
- Strategic: critical to success of organization (e.g. process loan
applications)
- Discretionary: not necessary to run organization (e.g. summer picnic for
employees)
- Required: have to do (e.g. file tax returns)
- Life Cycle: process that extends beyond a normal reporting period of one
year (e.g. R&D for pharmaceutical drugs)
- Performance Measures: cost, time, quality, customer satisfaction.
- Output Measure: number of times you perform the activity (e.g.
number of loan applications processes)
Call John Antos, Jim Brimson or Pat Dowdle at
972-980-7407 to find out more about Process Management.
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