Develop

Description

Once the new Process has been designed, the next set of activities brings the knowledge and supporting technologies together to create the process in Smart Solutions.

The steps in the Develop stage are:

1) procedural/task instructions need to be captured in Smart Solutions,

2) support technologies are identified and linked to Smart Solutions,

3) any new technologies are designed, built and tested,

4) have the Process Improvement Team test and validate the process in Smart Solutions, and lastly

5) Any changes or modifications are made at this point, prior to deployment.

Process Flow Diagram

In this diagram the Team meets to develop the “Should-Be” process. The process is documented down to the work procedures, tested with the enabling technology and adjusted.

Procedures

Purpose

The goal!

To capture consistent detail instructions and know-how for each Task.

Why do it?

Using knowledge that is repeatable provides:

A foundation for completing the new Process at a Task instruction level

Assurance that the deployment of the Process will be consistent across the responsible personnel

What to do:

Determine what kind of information will be collected for each Task instruction, making certain the information collected is consistent.

Help: Using a template will assist in consistency of data capture.

Decision:

1) Has a consistent method for data capture been identified?

2) Where will data be stored?

Responsibility

Team Leader

Team Members

Team Facilitator

Before you begin

Process Activities have been identified

Task workflow has been determined

Procedure
 

Step Action
1 Forward the Excel Should-Be file to Michelle Townsend, Chris Ford or Garrison Solutions for set up In Smart Solutions.
2 Train a content editor for the process improvement effort on the corporate standard for writing detailed work instructions.

Reason: This material will be used for training during the Deploy and Implementation activities of your project.  This also serves as a knowledge repository for future improvements to the process and greatly reduces the amount of time to implement new improvements on a go forward basis.
Tools/Resources
Procedures Template

Purpose

The goal!

To identify where supporting tools integrate with the new Process.

Why do it?

Linking supporting tools to the enabling technology provides all the knowledge and tools requried to conduct the Process in one location.

What to do:

Identify at the Task level where supporting technologies touch the instructions and link directly to the supporting technology.

Decision:

1) Have all supporting technologies been identified?

2) Have linkages been made to supporting technologies?

Responsibility

Team Leader

Team Members

Team Facilitator

Before you begin

Access to supporting technologies is available to the Team

Tools/Resources
Process Improvement Document

Purpose

The goal!

To identify support technology that will enhance Task instructions.

Why do it?

Improving the Process requires some changes to how Tasks are preformed. Therefore, new support technology may be required to deploy the improved Process.

What to do:

Design support technology requirements.

Gain commitment from support groups who will develop the technology.

Identify who will test the support technology.

Decision:
1) Have all support technology requirements been identified?
2) Has a test plan been identified?

Responsibility

Team Leader

Team Members

Team Facilitator

Before you begin

Supporting technology linkages should be identified

Procedure
 

Step Action
1 Press ALT + TAB to Process Improvement document.

 

Result: You switch between your browser and framing document.
2 Scroll down to the Support Technologies Requirements frame.
3 In the left column, type the support technology that needs to be developed.
4 In the right column, type the support technology requirements.
5 Gain commitment from support technology developers.
6 Test support technology once developed.
7 Make changes to technology as necessary.
Tools/Resources
Process Improvement Documen

Purpose

The goal!

To test the Process for:

Accuracy

Correctness

Linkages

Why do it?

Testing the Process Portal will ensure that the Process Improvement Team has reviewed and validated the new Process and the supporting technology.

What to do:

Before proceeding with this deployment activity, make certain the Team understands their assignment of testing and providing feedback on the designed Process.

Help: It is important to make sure the testing of the Process can be achieved in a short period of time so changes and modifications can be made prior to implementation.

Decision:

Has a test plan been created for the Process Improvement Team to test the Process Portal?

Responsibility

Team Leader

Team Members

Team Facilitator

Before you begin

Process Portal has been populated

Supporting technology has been linked to Portal

Process Improvement Team has completed Task instructions

Procedure
 

Step Action
1 Press ALT + TAB to the Process Improvement document.

Result: You switch between your browser and Process Control Plan.  
2 Scroll to the Process Portal Testing frame.
3 Create a Test plan for the Team including:

·         What is to be reviewed,

·         By whom and

·         By when.
Tools/Resources
Process Improvement Document

Purpose

The goal!

To captue Test results so that the impacts and implications of immediate changes can be made before the full deployment of the Process.

Why do it?

This individual Test of the Portal helps to determine additional design and/or other changes that need to be made to prevent breakdowns from occurring after deployment.

What to do:

As each test is completed, capture all issues and ideas. This information will be used to analyze the necessary changes to the Process.

Decision:

1) Have all Team members tested each applicable portion of the Process?

2) Are all ideas and issues captured?

Responsibility

Team Leader

Team Members

Team Facilitator

Before you begin

Process Portal Method completed

Process Portal Test Plan completed

Procedure
 

Step Action
1 Press ALT + TAB to Process Improvement document.

Result: You switch between your browser and framing document.  
2 Scroll to the Process Portal Feedback Method frame.
3 Create a method, in the form of a template, for test participants to provide feedback on Process Portal.
4 Document it in the Process Portal Feedback Method frame.
5 Distribute template to test participants.

 

Important: Make certain they are aware of the deadline for completing the template.
6 When all participants have returned their templates, identify the potential Breakdowns.

Important: Especially linkage and information sharing issues that result from the testing.
7 Scroll to Process Portal Test Action Plan frame.
8 Type the changes to the Process Portal, who will be responsible for making changes and when changes are to be completed.
Tools/Resources

Process Improvement Document

Purpose

The goal!

To educate the team and to provide clear direction for the Deploy activity which includes:

Minimizing resistance to the change being deployed

How it needs to be done in order to maximize chances for successful implementation

The support required

Why do it?

This activity helps to organize the team and prepare them for the coming deployment work.

What to do:

Using the Deploy training module as a basis for educating the Process Improvement Team:

Modify the training Agenda.

Review the Deploy presentation.

Become familiar with the various change models presented in the presentation.

Prepare to educate the team on the procedures and tools of the Deploy activity.

Note: The deploy training should be limited to the team that is getting ready to implement change. The output of this interactive work session is a team communication and training plan.

Decision:
Does the team understand how to implement the procedures and tools in the Deploy activity?

Responsibility

Change Management Team

Team members that will be involved in the deployment process

Before you begin

Ensure Process Testing is complete

Team Leader and Facilitator have developed a draft of Stakeholders

Ensure Process Testing Action Plan items have been followed up

Determine which team members will take part in developing the deployment plans

Tools/Resources
Deploy Presentation
Deploy Activity Agenda

 

Roles and Responsibilities

Roles
General Responsibilities
Leader The Team Leader provides the necessary support and guidance that will enable the team to progress successfully through the process improvement tasks and achieve the desired end results.

 

  • Provides content direction throughout the improvement effort to keep the team focused, on track, and continuously moving forward to achieve process improvement
  • Sets each session up for success (50% of the session’s success results from up front planning)
  • Creates a safe environment for participation
Facilitator
  • Help develop new design strategy
  • Prepare strawmaps for the new process
  • Facilitate “Should” meetings; update the map; prepare documentation; and help create recommendation presentation
  • Drive development per the design
  • Facilitate deployment design
Member
  • Design and analyze the new process
  • Present the new process to management
  • Develop the new process details
  • Design deployment (communication & training) of the new process
Process Owner
  • Play role of the liaison
  • Brief steering committee on progress, issues and recommendations
  • Approve new process design & deployment
  • Set priorities for enabling technology
Resource Owner
  • Review and approve new process designs
  • Ensure that the deployment plan is feasible & comprehensive enough to implement the proposed changes
  • Raise and resolve issues encountered by process owner and design team
Process Council
  • Review the progress of the development
  • Ensure time & resources are available for deployment