Describing processes
IMS Integrated Management System Software supports the process management. IMS Software includes an easy-to-use process editor, which is based on a three page technique that enables to visualize the organizations operations through processes. IMS Integrated Management System Software shows to employees, what is relevant and how work is done in the organization. The core task of the process management is to align the operations in line with the common objectives and reduce the friction created by the conflicting objectives of work. IMS Software enables to design, illustrate, execute and communicate the process map and the architecture of the organization in terms of management, core, support and key processes. The process section has combining nature, linking the instructive information to outcome of the process and its performance indicators. The process section has three main components: the process map, the process tree and the three page technique.
Process map
The process map in IMS Integrated Management System Software illustrates the organization’s core and support processes. In addition, governance, key stakeholders and the organization’s name are usually depicted in the process map. The aim is to conceptualize the organization’s core operations and the underlying logic of those in the process map. Management of the organization approves the process map.
Process tree
In IMS Integrated Management System Software processes build up a hierarchical entity, called the process tree or the process architecture. The process map is the first and highest view. Each hierarchical item drawn in the process map builds up the process tree to the next level. The process tree ends on a leaf level where the process is depicted with the three page technique into swim-lines. Moving in the process tree takes place by clicking the symbols in the illustration or by clicking the process tree itself. It is also possible to move along by using the process links. These so called “fish eyes” enable movements in the process tree according to the pre-designed routes. From the process tree users see all the time on which level they currently are. The process tree is automatically updated after the process is being modified.
Three page technique
In IMS Integrated Management System Software the processes are described with a three page technique, which is visual way to illustrate information about a process flowchart. The three page technique enables to gradually structure information relating to the process flowchart. These ways operations are depicted as a whole in the simplified process flowchart and information is entered on the summary and the phase description tabs. The main principal of the three page technique is to keep information apart from the operations: Operations are depicted on the flowchart page and information is detailed on the summary and the phase description tabs.
Summary
The summary information tab in IMS Integrated Management System Software describes the process on the most abstract level. On this level the ownership of the process, the purpose of it, the start and end states, the critical factors, the development procedure and the indicators are described for example.
Flowchart
In the process flowchart of IMS Integrated Management System Software the progression of the process is depicted in phases. The flowchart begins from a stimulus which usually comes from the customer of the process and therefore it is natural that the swim line of a customer is drawn on the top of the process flowchart. The phases of the process follow each other from up to down and from down to up and from left to right, but never from right to left. Time is presented in the flowchart thus from left to right. With every process an end point is drawn, which is usually on the swim line of the customer.
Phases of the process are depicted in the order of their appearance. If needed, phases may be numbered. Granularity of the phases should be carefully considered. If needed, the phase is depicted in more detail on a lower level of the process tree as a part of the process. On the flowchart, the action is depicted on a swim line and the role of an actor on the swim line’s legend. Thus phrases such as “Sales representative prepares a contract” can be compiled.
Phase details
In the phase details tab in IMS Integrated Management System Software one line is created in a table format per process phase from the flowchart. The instructions, indicators and other supportive information as text and tables can be linked in the phase details tab. These way users viewing the process chart see their roles in the process and also get direct access to the necessary documents. Phases can be written open on the exact level what is required.
Changing the table’s order in the phase details tab effects on the structure of the process tree. In the responsibility column the responsible user for the phases of the process is defined. The column of ‘critical and important factors’ is described in imperative mood. For example in the ‘mechanize’ phase following note can be noted: ‘Check the requirements for mechanizing and accuracy of the measurements’. In the column of ‘methods, instructions and models’ the information guiding the execution phase is noted. In this column it is for example described that the phase is managed via email. To this column a more detailed instruction of how to execute the phase can be linked. In the column of ‘generated and traceable information’ the information systems relevant for recording the results are noted. The indicators are linked in this column.
