Business System and Process Mapping
-
The client had been on an exciting growth journey over the last few years and had expanded rapidly. To meet demand and adapt to the fast-paced market, they had adjusted and tailored the product to different customers which meant that their product offering, and internal processes weren’t clearly defined and couldn’t easily be articulated.
As a result, Exevion were engaged to help document their business processes comprehensively:
Product Overview: A clear product overview outlining the core capabilities and underlying functionality to form a complete list of processes to map in more detail.
Level 1: Process maps documented at a high-level view that answer “What” a process does, from input to output – for all processes identified in the Product Overview.
Level 2: A more detailed, granular view of "Who" does what within the process, incorporating action-level steps across swim lanes for a prioritised list of capability areas.
To ensure the output met the client's requirements, the structure and content of the product overview, Level 1 and Level 2 outputs were agreed sequentially.
-
We identified nine core capabilities essential for product functionality and platform maintenance, which formed the base of the product overview, ultimately identifying the underlying processes to document and map process flows.
We adopted a rigorous approach to capturing and documenting process maps. Our core activities included:
Investigation: Conducted discovery sessions to understand the exact requirements, including the desired level of detail and outputs.
Design: Refined the product overview, identifying 9 capabilities, 38 sub-components, and 99 underlying processes that support platform functionality and maintenance.
Build: Lead workshops and discovery sessions to document their business processes and consolidate findings onto Visio - utilising the data visualiser plug-in.
Review: Managed the sign-off process, ensuring any amendments were incorporated into final process flows, and integrated a governance structure for version control.
-
We developed Level 1 process maps for all the processes identified within the Product Overview and considered within the scope of work. We then agreed on an approach and list of priority capabilities to document Level 2 process maps. This resulted in:
Product Overview: A comprehensive product matrix outlining the platform's core functionality across 9 capabilities, 38 sub-components, and 99 underlying processes.
Level 1 Process Maps: Detailed Level 1 process maps for the in-scope processes, designed for seamless integration with mark-up language.
Governance Structure: An effective governance framework ensuring sign-off, version control, and clear documentation for each process.
Continuation Plan: A strategic plan to develop the next phase of Level 2 process maps across four core capabilities, with implementation underway.
-
Clear and well-documented business processes are crucial for driving efficiency and consistency across an organisation. We established comprehensive guidelines to detail processes to Level 1 and Level 2. This initiative resulted in Level 1 process maps documented and a strategic plan to document 53 Level 2 process maps.
Through effective stakeholder engagement and regular updates, Exevion partnered with the client to deliver detailed processes and materials. This collaboration led to a clearly defined product proposition, a comprehensive set of process maps, supporting documentation, and a clear pathway for ongoing process improvement.
Exevion's expertise in process documentation and operational improvement empowers businesses to enhance efficiency, ensure better governance, and streamline operations for long-term success—all while improving internal and external narratives.
