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Unit 02

Unit 02

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Published by Ahmad
you will learn how to document business process
you will learn how to document business process

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Published by: Ahmad on Jan 12, 2013
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PROCESSDOCUMENTATION
13
P
ROCESS
 
D
OCUMENTATION
2
 
Structure
2.1 Introduction2.2 Aim and Importance of Process Documentation2.3 Methods and Tools of Process Documentation2.4 Process Narratives and Flow Charts2.4.1 Risks and Controls2.4.2 Proactive Process Management 2.5 How to Conduct Process Documentation2.6 Software Documentation2.7 Documenting a Digital Event 2.8 Conclusion2.9 Apply What You Have Learnt The conceptualisation, evolution, growthand implementation strategies for event documentation differ from oneorganization/ project to another. Eachproject or agency has the potential toprovide deeper insight into the enigmaticsubject of social development, but differently. Each case has something tocontribute to the learning process in thefield of adult education, as there is no“blue print” approach. Hence,understanding the processdocumentation (PD) is of immenserelevance to strengthen the adult education project implementation.In adult education programs in India,the information collected during theevaluation provides insights in post-facto. On the other hand, processdocumentation provides concurrent insights, since evaluation is a real timeongoing activity during the course of the project. As such, informationcollected during the course of processdocumentation is of timely relevance.Information collection on programs isthe key aspect of PDPD in the context of social scienceresearch is about finding occurrences of similar events or deviations, causativefactors, etc in an ongoing manner. Hence,it results in constant thinking, reflectingand analysing the adult educationconcepts and implementing strategies.
Learning Objectives
After going through Unit 2, it is expected that you would be able to
Describe the aims and objectives of process documentation
Discuss the different methods and tools of process documentation
Conduct documentation based on software
Document a digital event.
 2.1 IntroductionJOHN A JOSEPH
 
JOHN A JOSEPH
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In adult education projects, generallythere are not any hard and fast set of rules, criteria or any one specific model.Methods, models, criteria are situationand context specific. Hence, PD in adult education is a process of collection of authentic data about recurringphenomena on an ongoing basis toprovide insights into programs,implementing strategies andorganization development mechanisms.In this sense, PD of each organizationor project provides a different model.PD is based on the learning approach.Before undertaking bigger projects, it is useful to apply PD on pilot scale togain clearer insight into policyformulation and criteria for makingbigger projects. PD of another agencyon the similar project can used to gainpolicy insights, etc. In PD, the keyplayers are managers, supervisors,community leaders etc. The insights andanalyses of process begin during thedata collection process itself.Hence, not only PD provides insights intothe programs and strategies but alsobuilds the organization capacities. PDprovides inter linkages betweendifferent agencies, facts, systems, not conventionally thought of in adevelopmental model. PD also helps ineducating different members who jointhe agency at different stages on themission and strategies and serves thepurpose of orientation and teambuilding.Every social set-up, organizationoperates under its own articulatedideology, mission and perspectives. Avariety of processes take place duringthe articulation and implementation. It is very difficult to capture all processesthat undergo in a development organization. PD is a tool, which helpsto collect data systematically on variousprocesses. PD is not an evaluationstrategy, or a post-facto exercise. It isan exercise to gather all data forcontinuous reflection and analysis andre-examination of strategies forstrategic and operational framework.The above discussion makes it clear that knowledge and skills about processdocumentation is a necessary item of acquisition by professional adult educators. Unit 2 is going to focus onexplaining what and why of processdocumentation and what its relevanceis for running an adult educationprogram. Most importantly, it providesthe learners some key skills to beginprocess documentation at their end.
2.2 The Aim and Importance of Process Documentation
Process documentation is a method of concisely capturing and sharing criticalproject concepts, plans and informationas they are developed, so that impactedparties can share this information, makeinformed decisions, and keep theproject moving forward without havingto revisit old discussions.The basic aim of process documentation(PD) is to learn from implementationexperience and in the light of this modifythe strategy and ultimately, policy of aprogram, project or organization.Documentation of processes helps increating systematic information toarticulate the intervention strategies anddevelop the flow chart of a program.This helps the project or organization tofind out more about the needed fieldintervention methods, coordination,management requirements, financialmanagement and human resourcedevelopment policies. Not only the project conducting process documentation takes
 
PROCESSDOCUMENTATION
15
benefit from this but also other similarprojects and agencies can use theoutcome as a model in their formulationand implementation methods.Most of the process-orientedmethodologies are meant to recordprograms as they occur and feed theinformation back to managers,researchers and policy makers to helpthem understand the working of theproject better.However, there are several otherpurposes, equally important, for whichprocesses are sought. They are used byagencies undertaking new and complexforms as part of expansion of programs, which need understanding about stakeholder participation. Suchinformation is often needed to validatethe approach/program and consequent policy formation.An important aspect of any process isthe documentation that accompanies it,such as logging trouble calls, requestingsystem changes, or executing disasterrecovery plans. Let us now discuss themethods and tools of processdocumentation.
2.3 Methods and Tools of Process Documentation
When we ask the average team memberin an adult education organization whyhe or she has so much documentation, acommon answer is, “Because myorganization requires me to fill out thetemplates.” If we ask about the usefulnessof such documentation, a typical reply is,“I guess it will provide a trail of what hashappened so that management can studymy project later.” But almost no one evergoes back and ploughs through “thestack.” With purposes as unclear as these,it is not surprising that people just “fillout the templates.”There are many methods and toolsavailable today to aid in capturinginformation about how an organizationperforms its day-to-day activities inorder to achieve desired efficiencies andcost reductions. A common approachintegral to most methods is to developan end-to-end process flow (See Box 2.1to understand what an end-to-endprocess flow is.
Box 2.1 End-to-end Process Flow
An important question to be answered before starting is ‘What does end-to-end reallymean?’ For the head of an adult education organization it may mean viewing all its activitiesfrom the time the organization has been set up until it has completed its plans. It may meanonly those processes initiated and developed by the organization. For a project head, it mayinclude all the activities of the project and may become a means to identify gaps and overlapsto determine improvement opportunities. And yet another perspective is that of the Head orkey actors who want to use a process-centric approach to the the organization/ project ratherthan the typical functional view and achieve a means to assess the impacts of strategicdecisions on the activities critical to their Organization.Centralized support groups such as Information Technology (IT), in addition to their ownactivities, are responsible for all automated processes used by modernorganizations. Therefore, IT may see end-to-end as referring to the execution of specificsoftware processes regardless of who uses them. For the purposes of this discussion, amachine aided by technology performs the software process. It starts when a userinitiates a transaction, or triggers an event, and ends when the computer delivers aresponse or result. An adult education program, on the other hand, is performed by ahuman being and may or may not be enabled by one or more software processes.

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