Public Triaster Training Date 15/03/2010. Public 1 Agenda Introduction to Triaster Explanation of Process Mapping (Steps vs. Inputs/Outputs) Overview

Public

Triaster Training

Date 15/03/2010

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Agenda

Introduction to Triaster

Explanation of Process Mapping (Steps vs. Inputs/Outputs)

Overview of INGD Map Shapes

Demonstration of Library and Maps

Group practice with own process

Using Excel to Generate Maps

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Introduction to Triaster

http://www.triaster.co.uk/new/index.php

• Triaster is the company that has developed Process Navigator

• Process Navigator is an add-on to Microsoft Visio enabling maps to be constructed by licensed Mappers

• Properties can be set on each shape showing metrics, risk and compliance

• These maps are then published onto an intranet site to be viewed through Internet Explorer by licensed End Users

• The software links maps together so that the user can navigate through a process from end to end

• The software also allows reports to be generated to assist with process improvements such as bottlenecks, hand offs and workarounds

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Explanation of Process Mapping

Current Mapping:

New Mapping:

Activity Activity

Activity

Activity

Decision

Deliverable Activity

Deliverable

External Deliverable

Deliverable

Activity

External Activity

Decision

Deliverable

Deliverable

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• Activities are described by verbs. They are things that you do. These are often in the style of an instruction.

• The shape must remain white and not be coloured. The text font and colour must not be changed.

• If you have an activity that has two outputs, we would expect that both the outputs be used.

• The shadow function in the properties must not be changed from standard (i.e. to remove the shadow on a drill down or to add one for where there is no drill down)

• Multiple connection points should only be used where doing so improves the clarity of the map.

Activity

External activity

• The external activity shape is to be used only if you need to show an action that occurs outside of the organisation and subsequently comes back into the internal process.

• The shadow function in the properties must not be changed from standard (i.e. to remove the shadow on a drill down or to add one for where there is no drill down)

• Multiple connection points should only be used where doing so improves the clarity of the map.

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• Where possible the use of decisions should be avoided. We are looking for the most likely outcome of an activity.

• Decisions are a type of activity; they must therefore follow the guidelines set out above.

• A decision must have a minimum of two outputs. All options are mapped but the user of the process map takes route dependant on the outcome of the decision.

• The outputs from a decision are mutually exclusive, or in mutually exclusive sets

• The output connectors of decision boxes can be labelled where this would add clarity to the map.

• Outputs from decisions may come from whichever connection points lend the most clarity to the map.

• Drill-downs are used to show additional detail beyond that which is shown in the containing map

• Decisions and activities may both contain drill-downs

• Node and shape properties must be completed

• Drill-downs should be used sparingly and other options considered

Decision

Activitywith Drill-Down

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• Deliverables are described using nouns and are things you use and produce.

• Internal deliverables will connect to:

• An activity either as in input

• an output

• or both

• An internal deliverable is also used when the end of the current process is passed to another map for continuation.

• The shape must remain pale blue and not be coloured differently. The text font and colour must not be changed.

• The shadow function in the properties must not be used

Internal deliverable

ActivityInternal

deliverable

ActivityInternal

deliverable

ActivityInternal

deliverableInternal

deliverable

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• External deliverables are described using nouns and are things you use and produce.

• External deliverables are coming in from or going out to an activity over which the organisation has no control, i.e. which resides externally or is the natural completion of a process (i.e. document archived)

• The shape must remain pale blue and not be coloured differently. The text font and colour must not be changed.


• Holding deliverables are to be used when a process ends where the cross over to the next department is not currently being mapped

• The shape must remain grey and not be coloured differently. The text font and colour must not be changed.


• These shapes must be changed to an internal deliverable once the link is established

External deliverable

Holding Deliverable

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• Hyperlink circles can be used to link to documents, systems or the internet.

• Hyperlink circles must not be named when referring to an activity or deliverable

• Hyperlink Circles may be named when relating to an entire process.

• Hyperlink circles must be positioned (where practical) above the top left hand corner of an activity or deliverable. Where a hyperlink refers to the entire process then this must be placed in the top right hand corner of the process map (in the white area).

• Where more than one document is being hyperlinked then this must be linked to the same hyperlink circle for activities and deliverables

• The ‘i’ icon is to be used for informational resources (e.g. Telephone lists, policy documents or checklists)

• The ‘’ icon is to be used for links of a non-informational nature (e.g. Blank template forms, service request forms, computer programs)

• The ‘!’ icon is to be used for scripting and warnings

• The ‘?’ is used to link to an Infobank question

Feedback

• The feedback email shape must be used on every process map. This will have a fixed location when dropped onto the process map.

• The subject line should say ‘Feedback on <Name of Node>.

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IDUK Mapping Policy - File and Node Names

• File names and Node names should be related. For instance, if the Node is given as ‘Finance - Pay Supplier’ the Filename should be ‘Finance Pay Supplier’. However where a process has a long description an abbreviated filename can be used in accordance with the glossary or consultation with the analyst.

• All process maps must have a node on the page and the node must be appropriately named.

• Process names must not exceed 36 characters and the font size and colour and style must not be changed

• Version numbers must not be included within filenames as this may break hyperlinks whenever the version numbers increase. Sequence numbers and dates are equally best avoided within filenames.

• Mapping Policy Link:- ING Direct Mapping Policy

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ING Direct UK Triaster Mapping Policy – Map Detail

• It is expected that process authors will be creating flows to no more than three levels of detail as this should be sufficient to represent the processes at an appropriate level. Process maps will be created above the level of the work instruction. Guidance documents which give more specific detail of how to carry out each task will be linked into the process flows.

• Triaster’s auto layout function should be used when creating process maps which will ensure that all shapes are centred and evenly spaced. Where auto-layout fails to produce an acceptable layout, positions of shapes may be adjusted or the map re-designed. The failure of auto-layout to produce acceptable results may be an indication of a poorly designed map.

• No more than 4 columns of activities and 5 columns of deliverables can be used on a process map. This enables the auto-layout function to keep the shapes within the frame of the Node.

• Triaster will automatically link outputs from a map with the input of another map if the shape contains the same name. Care needs to be exercised to ensure that inputs and outputs are correctly named.

• Mapping Policy Link:- ING Direct Mapping Policy

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Process Library Home Page

Process Library (Live)

Customer Services !New

Mortgages

Finance

IT !New

SAMPLE PROCESSLIBRARY

Marketing !New

HR !New

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Published Process Map

Triaster - Process Discovery and Map Updates

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Group Practice With Own Process

• What processes have you brought along?

• Pick one (short) process to map

• Work as a group to determine:

–What goes in to the process

–What happens in the process

–What the outcome of the process is

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Adding Properties Information

• Properties information is stored within every map Node, Activity and Deliverable

• The data held within the properties is added manually when the process is mapped

• Node properties show:– Version Management

– Process Roles

– Review and Approval information

– Product

– Projects

– Data Classification

– How to…

• Activity properties show:– People and Organisation (RACI)

– Performance Management

– Risk & Compliance Management

– Process Management

– Opportunities

• Deliverable properties show:– Deliverable Type

– Improvements

– Controls

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Where To Save Your Maps

• When creating new maps or updating existing maps they must be saved as a Visio drawing in the following location:

– Triaster Drive

– Map Root

– Process Library

– 1 Draft Maps

– Your Department (Savings or Generic for Savings Sales maps)

• Do not create new folders on the Triaster drive

• All maps must remain on the Triaster drive – do not copy of move them to other network drives

• There must only ever be one copy of a process map do not create duplicates. Old approved will be archived, draft copies should be overwritten and the version number increased.

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Adding Hyperlinks Within Maps

• To add more information to a process map or to link to a system or document use the hyperlink functionality

• The standard hyperlink icons must be used

• The address of the hyperlink needs to use the full file path

• Any hyperlinks that open documents on restricted drives will only be accessible by users who have permission to that drive

• Hyperlinks can take the user to any document or system, it can even link to questions in Infobank

• All process maps should have background information about the process in the top right hand corner of the map. Use the Info icon for this

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Quality Checking

To ensure the Process Library remains consistent the following checks must be carried out on all new maps:

1. The maps fully cover the process being described

2. The ING Direct Mapping Policy has been adhered to

3. The process maps are user friendly and presentable

4. Each map’s name begins with the department name

It is important to amend any maps that do not meet these standards are updated before being published

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Publishing Maps to the Process Library

• There are 5 users within ING Direct who can publish maps to the Process Library

• To make a request for your maps to be published to the Sandpit site

– Ensure you have quality checked your map

– Send an email

– Put a hyperlink to your maps in the email

• You will be notified when your maps are in the Sandpit site ready for review and approval

• All maps must be approved before they can be published to the live Process Library

• Link to Triaster process maps - Approvals process

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Process Mapping in Excel

• Process maps can be created from an Excel Spreadsheet and exported into Triaster.

• The following first four columns are required as a minimum:

– Shape Master

– Reference

– Text

– Predecessors

• Shape Master

– This defines the type of shape required

• The first shape should be the Node

• Other shapes: External Deliverable, Activity, Deliverable, Decision

• Reference

– The order in which they are to be laid out

• Text

– The title of the shape

• Predecessors

– The shape that feeds into it

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Key Points for Mapping in Excel

1. Open the Process Elements sheet

2. Overwrite or delete rows 2 through 10– Column A must contain the name of a shape on the Process Navigator stencil. Each

occurrence of a "Node" in Column A starts a new page in the process map.

– Column B must be a Unique Reference.

– Column C is the text that will be displayed on the shape.

– Column D is zero, one or more of the Unique References in Column B, separated by a comma, to specify Inputs to the shape.

3. Save the file in the "XML Spreadsheet (*.xml)" format in a folder in the Multi-Map root

4. Forward to a Process Mapper to convert to Visio

5. Generate process maps by selecting Multi-Map > Import > Generate Maps from Excel Xml Files

6. Off Page connectors will be automatically be generated if the correct naming convention for inputs and outputs has been followed.

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Basic Layout of Excel Spreadsheet

Shape Master Reference TextPredecessors (comma

delimited list)

Node N Title of the process

External Deliverable 1 Name of external deliverable

Activity 2 Title of activity 1

Deliverable 3 Name of internal deliverable 2


Deliverable 5 Name of internal deliverable 4

External Deliverable 6 Name of external deliverable 4


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Process

TITLE OF PROCESS

Process Owner: Terry GilesData Classification: Restricted

Last Revised: Version: 0.0

This process is new or has been modified since it was last reviewed, the information presented here is subject to approval.


1Activity 1

Internal Deliverable

1Activity 2


2

Internal Deliverable

2Activity 3


3

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Addition of Properties

• Properties can be added in subsequent columns

• The title of the column has the format Prop:Name– Where Name is the title of the property to be added

• A property cannot be set up in columns A to D.

• There is no restriction to the number of properties that can be added to a map

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Adding Sub Maps

Shape Master Reference TextPredecessors

(comma delimited list)

DrillDown

Node 1 From vacancy to recruitment

External Deliverable 6 Vacant position

Activity 11 Initiate recruitment 6 Yes

Deliverable 3 Recruitment brief 11

Activity 9 Draft the shortlist 3

Deliverable 4 The interview shortlist 9

Activity 10 Select the candidate 4

External Deliverable 5 New employee 10

Node 2 Initiate recruitment

External Deliverable 7 Vacant position

Activity 12 Process on Drill-down Page 7

Deliverable 8 Recruitment brief 12

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Hiugh Level Map

FROM VACANCY TO RECRUITMENT

Process Owner: Data Classification:



Recruitment brief

The interview shortlist

New employee

Vacant position

Draft the shortlistSelect the candidate

Initiate recruitment

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Sub-Map

INITIATE RECRUITMENT

Process Owner: Data Classification:



Vacant position

Recruitment brief

Process on Drill-down Page

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Questions?

ING Direct Mapping Policy

Best Practice Tips from Triaster

Documents

Public Triaster Training Date 15/03/2010. Public 1 Agenda Introduction to Triaster Explanation of Process Mapping (Steps vs. Inputs/Outputs) Overview