How-to... Process structure

Every product and service has to be created in some manner. The creation of products and services is not random. It follows a specific course of action. We call it a process.

The process is made up of interconnected work tasks that must be completed in a certain order in order to create value, deliver it to the customer, and charge for it.

In Workanizers, the process has its own specific structure, which is classified down to the individual work task.

Process structure

There can be many processes in the company. That is why it is useful to classify processes as follows:

  • Type: Processes are first distinguished by the type they belong to. They are given in advance, and we use 2 types: Core Processes and Support Processes.

  • Group: Then, we divide each type of process into groups that we can arbitrarily form. Grouping helps us to orient ourselves more quickly when the type contains a large number of processes.

    (For example, according to the Hub concept in Core processes, we have 3 groups: Production processes, Hub processes and Customer processes.)

    The process structure in Workanizers begins at a high level with the division of processes into two types: Core and Support processes. It is predefined. Each type is then further divided into groups of processes.

    The groups of Core processes originate from the Organizational Model. (See: How-to... Draft / Organizational Model.)

    In Core processes, a suggested grouping is based on the Hub concept, and it is recommended to utilize it, at least initially. Later on, you can develop your own concept of grouping. The Organizational Model serves as the foundational basis for your process structure. In the Constructors tool, you need to project your Organizational Model. This entails entering these groupings into the software, thus defining your process structure at the highest level.

    Note: The grouping from your Organizational Model should be understood as a guideline. Adjustments may be necessary in practice.

  • Process: Then, we determine the type and group it belongs to for the process.

The process has its own structure.

  • Process is made of sequences.
  • Sequence is made of TaskPacks.
  • TaskPack is made of Tasks.
  • Tasks are work activities performed in the process. 

Let's look at that process structure "backward".

Tasks

A task is a basic activity that an employee should perform at a certain time with the purpose of contributing to the creation and delivery of products and services to the customer. Tasks are individual work activities within a TaskPack.

TaskPack


A TaskPack represents a set of activities of several individual work tasks.

Unlike an individual task, a Task Pack results in a minimum recognizable change in the creation of a product or service.

Therefore, a TaskPack is a fundamental building block of the process.

Sequence


We can link TaskPacks to each other and create a series called a sequence.

A sequence is a group of connected TaskPacks that collectively result in a significant phase of product or service creation. Sequences are used as milestones on the path to creating and billing the final product or service.

The process is made up of sequences. TaskPack can participate in the process only as part of a sequence.

An example

The following example is simplified.

The process of Ordering goods is shown, which is divided into 3 Sequences. Each sequence has its own TaskPacks.



Process: Ordering goods

1. Sequence: 2. Sequence: 3. Sequence:
Purchase order preparation Creating and sending the purchase order Tracking the purchase order and receiving the goods
TaskPacks: TaskPacks: TaskPacks:
- Analysing of sales in the previous period - Checking the preliminary purchase order - Checking the delivery flow with the supplier
- Sales planning for the purchasing period
- Creating a purchase order

- Delivery receiving
- Asking a supplier for trade terms - Sending a purchase order - Controlling delivered goods
- Receiving confirmation of terms from the supplier
- Creating a preliminary purchase order

And now the example shows the contents of one TaskPack (highlighted in bold). It consists of 5 tasks.


TaskPack: Ask a supplier for trade terms

Tasks:

1. Find supplier information in the internal software.

2. Find the latest valid supplier price list or invoiced prices.

3. Send an email to the contact person and ask for confirmation of the prices and the desired delivery date (within a certain period). Be specific about when you need confirmation.

4. If necessary, insist on the answer.

From the example, we can see that only the task tells us what and how we should do something. All other forms of structure: TaskPacks, Sequences, and Process represent some form of systematization and grouping of tasks.