Process Mapping

Exercise that shows the activities performed in a certain process. It demonstrates where a process begins and ends (process boundaries). The steps and the flow of information in a certain process can be demonstrated through the use of graphic symbols: arrows, rectangles, and ovals, which are used as fo0llows:

• Information received form a source outside a process boundary (e.g. a programme request) is demonstrated through a rectangle.
• Any activity that is carried out within a process (e.g. completing a form) is demonstrated with an oval.
• The flow of information between activities (inputs and outputs) is demonstrated with an arrow.

Once completed a process map helps identifying links, poorly defined activities, and those activities that do not add value to the process. Non-value-added activities are those that do not contribute to the organization or the client needs, resulting in waste (unnecessary duplication of tasks or responsibilities; idle or waiting time when no task is performed, etc.).

Non- value-added activities are one of the major reasons for performance gaps. Documenting and comparing current performance and expected one helps understanding the nature of the gaps and their location, facilitating the design of measures to address them through a procedure analysis.

Procedure analysis is a systematic process that documents step-by-step the process for completing a task within a project.