This topic will introduce the process used to develop the scope of a process model. We will also discuss how to identify and document relevant information effectively during the scoping phase of the project.
In this topic, you will learn how to:
- define the scope of model
- identify information sources
- identify modelling methodology
- document modelling information
- validate modelling information.
The scoping process
Before developing the scope of process models, let us understand the key concepts and techniques used to define a project scope.
The following video defines what a project scope is and what it includes.
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Knowledge Check
Indicate whether the following statements are true or false.
You may repeat this activity as often as you like. Use the arrows to move between the different activities.
Collaboration is key
The following video explains the importance of collaboration between key project stakeholders during the scoping phase of a project.
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Knowledge Check
Complete the following activity.
The three (3) questions in this activity are based on what you learnt from the video ‘Scoping’. You may repeat this activity as often as you like. Use the arrows to move between the different activities.
Identify relevant data processes
Identifying relevant data processes in a business is essential for understanding the landscape of data-related activities within an organisation and ensuring that the process model accurately reflects these processes. Furthermore, the identified processes should align with an organisation's strategic goals.
Define and understand business objectives
Begin by clarifying the organisation’s objectives for developing the process model. Decide the specific goals the organisation aims to achieve with the model. Determine whether the focus is on process improvement, compliance, data governance, or something else.
Understanding the overarching business objectives provides context for identifying relevant processes. It also helps to prioritise the identified data processes based on their importance to the organisation's objectives, impact on data quality, compliance requirements, and potential for improvement.
Capture the client’s business reality
Identifying data processes that accurately represent a client's business reality requires a systematic approach that involves understanding the client's operations, data needs, and goals.
The following video explains the importance of using your listening skills to truly understand client needs when interacting with clients.
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Open communication with the client and stakeholders helps identify data processes that closely align with the client's business reality and provide a solid foundation for process improvement or transformation initiatives.
Here are steps to help identify these processes effectively.
Engage with key stakeholders
Start by meeting with key stakeholders, including process owners, data managers, IT teams, business units and Subject Matter Experts (SMEs). Engage in discussions to gain insights into their roles and responsibilities. These individuals possess valuable insights into data processes and their importance to the organisation.
For example, conducting interviews with well-versed SMEs in day-to-day operations can provide in-depth insights into the nuances of specific processes and data dependencies.
Document current processes
Work closely with the client to document their existing processes. This can include creating flowcharts, process diagrams, or process narratives that detail how tasks are performed, decisions are made, and data is used.
It is important to ensure that you document the actual process and not the should-be process.
As these processes are documented, it is important to pay attention to pain points, bottlenecks, and areas where efficiency can be improved. These areas are often the most critical to address.
Consider regulatory and compliance requirements
If the client operates in a regulated industry, be sure to consider relevant compliance requirements. Some data processes may be driven by compliance needs and should be prioritised accordingly.
Strategies to identify relevant information
Identifying sources of information to gather process data is a critical step in understanding and documenting business processes.
It is also important to find trustworthy and reliable sources of information. The following video discusses the importance of relying on trustworthy sources of information during an analysis.
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To effectively identify relevant information sources, consider the following strategies and techniques:
Review existing documentation
Examine existing documents and resources related to the processes. This may include process manuals, standard operating procedures (SOPs), process flowcharts, data dictionaries, and other process-related documents. These materials can provide valuable insights and serve as information sources.
For example, analysing data flow diagrams helps to understand how data flows within and between processes currently existing in the organisation. Understanding the inputs, transformations, and outputs of data at each step helps to identify critical data elements and their sources. It also helps determine how one process may depend on the outputs of another process, which helps establish the connections between data processes.
Also, check historical records and archives for past versions of process documentation, reports, or data logs. These records can reveal how the process has evolved over time.
Explore IT systems, applications and data repositories
Collaborate with IT teams to understand the IT systems and applications that support the processes. These systems often serve as data sources and may include databases, enterprise resource planning (ERP) systems, customer relationship management (CRM) software, and more.
Identify data repositories and databases that store relevant data for the processes. This may include data warehouses, data lakes, file systems, and cloud storage platforms.
External data sources
Consider external data sources that may impact or interact with your organisation's processes. These sources could include data from suppliers, customers, regulatory bodies, or industry partners. For example, social or business networks such as LinkedIn.
Information gathering methods
The choice of information-gathering methods for business processes can vary depending on the specific goals, context, and resources available. However, the following five methods are among the most popular and widely used.
| Interviews and workshops: | Conducting interviews and workshops with key stakeholders, process owners, and subject matter experts (SMEs) is a highly effective method. These sessions allow for in-depth discussions, the exchange of insights, and the collection of firsthand knowledge about how processes operate. |
| Observation and job shadowing: | Observing the actual execution of processes by employees through techniques like job shadowing provides a real-world view of how tasks are performed. This method helps identify bottlenecks, variations, and nuances in the process. |
| Document review: | Reviewing existing documentation, such as policies, procedure manuals, organisational charts, strategy documents, project plans, Standard Operating Procedures (SOPs), process flowcharts, and reports, is essential. These documents often contain valuable information about process steps, roles, responsibilities, and data flows. |
| Surveys and questionnaires: | Surveys and questionnaires are useful for collecting structured feedback from a larger group of participants. They can provide quantitative data and opinions about the process, making them valuable for gathering insights from a broader perspective. |
| Data Analysis: |
Analysing historical data related to the process can offer quantitative insights into performance metrics, error rates, cycle times, and resource utilisation. Data analysis helps identify trends and areas for improvement. While these are some of the most popular methods, it's important to tailor the approach to the specific needs and characteristics of the organisation’s specific business processes. It is essential to involve a diverse group of stakeholders and experts to ensure a comprehensive understanding of the process and its requirements. |
Often, a combination of these methods, along with cross-functional collaboration and expert consultation, provides the most comprehensive understanding of the processes in question.
Case study activity
Stakeholder meeting – Part 1
The following is a video recording of a conversation between project stakeholders about starting a new project on developing process models, where they specifically discuss the project's scope.
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Activity
Based on the video ‘A Meeting with the Stakeholders - Part 1’, find the answers to the following questions.
- Question 1: Who are the stakeholders involved in the project?
- Question 2: What is the approach for identifying relevant data processes?
- Question 3: What information-gathering methods will be used in the project?
Check your answer
Layla (Project manager), George (Business Analyst), Jordan (Data Analyst), Henry(Process Modeller), Darell (Data Architect), Tanya (Data Quality and Compliance Officer)
Conducting interviews and workshops with department heads and process owners.
Interviews and workshops and review existing documentation (such as process manuals, SOPs, data flow diagrams and data audit reports).
Selecting a modelling methodology
Some of the common process modelling methodologies and notations include flowcharting, DFDs, UML activity diagrams and BPMN. So, how do we decide on which methodology to use?
Key considerations
When selecting a process modelling methodology for a business, there are several key considerations to keep in mind to ensure the chosen methodology aligns with the organisation's specific needs and goals. Here are five key considerations.
| Process complexity and scope: | Consider the complexity and scope of the processes the organisation needs to model. Some methodologies, like BPMN, are well-suited for complex, end-to-end processes with many decision points, while simpler processes may be adequately represented using flowcharts or DFDs. |
| Audience and communication needs: | Think about the intended audience for the process models. Different methodologies have varying levels of abstraction and technical detail. Choose a methodology that suits the level of detail and complexity that the audience, whether it is executives, process owners, or technical teams, can easily understand. |
| Integration with existing tools and practices: | Assess the organisation's existing tools, software, and practices. Some methodologies may integrate more seamlessly with the organisation’s current systems and workflow. Compatibility with the existing technology stack can be a crucial factor. |
| Project goals and objectives: | Consider the specific goals and objectives of the process modelling project. Determine whether the project focuses on documentation, process analysis, optimisation, or automation. The chosen methodology should align with the project's primary goals and deliverables. |
| Expertise and training: | Evaluate the expertise and training available within the organisation. Some methodologies may require specialised training or skills. Consider whether the project team has the necessary expertise or if the organisation can invest in training to become proficient in a particular methodology. |
Remember that the choice of a data modelling methodology is not one-size-fits-all.
Ultimately, the choice of methodology should be a well-informed decision that considers the organisation's unique characteristics, the processes to be modelled, and the goals the organisation aims to achieve through process modelling. Flexibility and the ability to adapt to changing circumstances are essential factors to consider when making this decision. It may also be beneficial to consult with process modelling experts or seek stakeholder input to ensure that the chosen methodology best serves the organisation's needs.
Case study activity
Stakeholder meeting – Part 2
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Activity
Based on the video ‘A Meeting with the Stakeholders - Part 2’, find the answers to the following questions.
- Question 1: What specific modelling methodology will be used in the project?
- Question 2: What is the approach for developing data models?
- Question 3: What are the strategies to ensure the information in the models aligns with the client's expectations?
Check your answer
The modelling methodology to be used is BPMN (Business Process Model and Notation).
Develop clear and structured process models. Maintain a central repository or document management system to store and organise these diagrams.
Conduct regular review meetings with our client throughout the project to present our findings, diagrams, and scope documents and get their feedback and validation.
Building the scoping document
The following video explains the elements of a scope document and what information should be typically included in this type of documentation.
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Key considerations
It is essential to consider the following key factors to ensure that the documentation is accurate, comprehensive, and effective.
- Ensure that the documentation is clear, concise, and consistent.
- Verify that your documentation aligns with the organisation's business objectives and goals.
- Make your documentation accessible and collaborative. Store it in a central location or document management system that allows authorised stakeholders to access, review, and provide feedback on the documentation. Collaboration enhances the quality of the documentation and promotes alignment among team members.
By considering these factors, you can create documentation that effectively communicates the details of the project scope. This, in turn, supports informed decision-making, process improvement, and successful project outcomes.
Documenting modelling information
After gathering relevant process modelling information, the next step is to compile it into a scope document. This document should outline the boundaries of the process model and define the scope of the data processes to be included.
A process model scope document should at least include information such as relevant data processes, sources of information, information-gathering methods, and modelling methodologies. It is important to clearly indicate how the documented data processes support these objectives. This alignment helps stakeholders understand the relevance and significance of the processes.
Case study activity
Review the following stakeholder meeting video recordings and document the relevant modelling information using the interactive documentation tool.
- ‘A Meeting with the Stakeholders – Part 1’
- ‘A Meeting with the Stakeholders – Part 2’
The validation process
Validating process modelling information with clients is a critical step to ensure that the modelling information gathered accurately represents their needs and expectations.
Effective communication is paramount during the validation process. Ensure that you clearly communicate the purpose of the validation, the objectives, and the expected outcomes. Explain the process modelling information, including methodologies to be used, in a way that is understandable to the client, especially if they are not experts in process modelling.
It is important to encourage active client involvement and feedback collection. Clients should be able to review and provide feedback on the process models and related documentation in an open and collaborative environment where they feel comfortable expressing their thoughts, concerns, and suggestions.
Validating scope documentation
The scope document needs to be shared with stakeholders for review and validation after ensuring that it is accurate and completed with the required information relevant to the project.
Collaboration with stakeholders can occur via different modes of communication. While face-to-face meetings or workshops for validation are often beneficial, email can be a practical and efficient way to facilitate this process, especially when dealing with distributed teams or when detailed documentation needs review.
Focus on clear communication
By focusing on clear communication, active involvement, and sharing complete and accurate documentation, a productive validation process can be facilitated that ensures the information in the scope document meets the client's needs and expectations while fostering collaboration and trust.
Regardless of the communication method used, it is important to:
- use effective and clear language to communicate your ideas
- ask the right questions (e.g. open questions)
- to inquire about advice
- request for confirmation of the established parameters.
For example, let us investigate the standard protocols that should be followed when consulting stakeholders via email.
Email Etiquette
While validating the scope via email has its advantages, it is essential to follow best practices for email communication, including clear subject lines, concise messages, and the use of attachments or links to relevant documentation. Additionally, prompt and courteous responses to stakeholder feedback are crucial for maintaining productive and collaborative relationships during the validation process.
When writing an email, ensure that you:
- address the email to the correct person(s) email address
- use the standard email template as recommended by your organisation
- include the following main elements within the structure of the email:
- subject-line
- openers (greeting)
- body
- closings (sign-off)
- include all necessary information regarding the data anomalies
- check for any errors in grammar, spelling and punctuation
Refer to the Grammarly article How to write a proper Email: Make the right impression to gain more insights and tips on using proper email etiquette.
The following video further discusses the recommended protocols that you need to consider when writing a formal email.
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Practice
Your role: You are working as a ‘Process Modeller’ at XYZ Manufacturing.
Your task: Draft an email to your supervisor ‘Peter Brown’, requesting confirmation for the process model scope you’ve documented. You must use XYZ Manufacturing’s standard email template to draft your email.
XYZ Manufacturing_Email template_v1.docx
Note: Assume you are including an attachment of a completed project scope document with this email. Ensure that you mention information regarding this attachment in the body of the email for the email recipient's attention.
Congratulations on completing your learning for this topic Develop scope of model.
In this topic, you learnt how to:
- identify relevant data processes that represent the client’s business reality
- identify sources of information and information gathering methods
- identify the modelling methodology to be used
- document modelling information gathered
- validate modelling information with client.
Assessments
Now that you have learnt the basic knowledge and skills for developing the scope of process models, you are ready to complete the following assessment event.
Assessment 2 (Case Study)
