Using Microsoft Visio 2003 to Create a Process Map

INFORMATION TECHNOLOGY SERVICES

California State University, Los Angeles

Version 1.1 Spring 2008

Content

Introduction to Systems Thinking and Process Mapping ......................................................... 2

Process Mapping......................................................................................................................... 2

Process Mapping Using Microsoft Visio ..................................................................................... 3

Exploring Visio.............................................................................................................................. 3

Starting Visio .............................................................................................................................. 3

Using the Interface...................................................................................................................... 3

Using Page Setup........................................................................................................................... 5

Using the Print Setup Tab........................................................................................................... 6

Using Page Size Tab ................................................................................................................... 6

Using Basic Drawing Skills .......................................................................................................... 7

Adding Shapes to a Drawing ...................................................................................................... 7

Saving a New Drawing ............................................................................................................... 7

Adding/Deleting Pages in a Drawing ......................................................................................... 7

Working with Shapes.................................................................................................................... 8

Selecting a Shape ........................................................................................................................ 8

Moving Shapes ........................................................................................................................... 8

Copying and Pasting Shapes....................................................................................................... 9

Sizing Shapes.............................................................................................................................. 9

Deleting Shapes .......................................................................................................................... 9

Rotating Shapes ........................................................................................................................ 10

Working with Text...................................................................................................................... 10

Adding Text to Shapes.............................................................................................................. 10

Adding Freestanding Text ........................................................................................................ 11

Connecting Shapes ...................................................................................................................... 12

Gluing Connectors by Dragging ............................................................................................... 12

Using the Connector Tool......................................................................................................... 12

Grouping Shapes......................................................................................................................... 13

Grouping and Ungrouping Shapes............................................................................................ 14

Adding a Shape to a Group....................................................................................................... 14

Removing a Shape From a Group............................................................................................. 15

Printing ........................................................................................................................................ 15

Preview a Drawing.................................................................................................................... 16

Printing Part of a Drawing ........................................................................................................ 16

Closing a Drawing....................................................................................................................... 17

Exiting Visio ................................................................................................................................ 17

For additional written instructional guides, visit us @ http://www.calstatela.edu/handouts

Introduction
Microsoft Visio enables users to communicate visually using diagrams and drawings. The
software provides both business and technical users with the ability to visualize and
communicate ideas, systems, and information. This handout is intended to provide users with
instructions on how to use Visio 2003 to create a process map. Step-by-step instructions on how
to work with shapes and text, connecting shapes and grouping shapes, and printing the final chart
will also be provided. A brief introduction to Systems Thinking and Process Mapping, including
how to select a process and the procedure of Process Mapping will also be introduced.

Introduction to Systems Thinking and Process Mapping

Process Mapping is a crucial tool for Systems Thinking. The participants in a process, the
information gathered and action taken, as well as how that information flows throughout the
system can be identified in Process Mapping.

PROCESS MAPPING
Process Mapping is a workflow diagram used to bring forth a clearer understanding of a process
or series of parallel processes. A Process Map is also called a cross-functional flow-chart or
deployment chart. It visually depicts the sequence of events to build a product or produce an
outcome. It is a visual representation of a process that illustrates:
• What activities are completed by whom and in what sequence.
• Hand-offs between departments or individuals.
• Internal and External operational boundaries (swim lanes).
• Clear starting and stopping points.

Procedure of Process Mapping

1. Select process & define process boundaries (Define Start & Stop Points).
a. Write down three issues you have been confronted with recently.
b. Select the most important issue.
c. Why is this so important?
d. What is the origin of this issue?
e. What will it take to minimize or eliminate this issue?
f. Draw a simple (high level) flow chart of the process involved.
2. Create the “As Is” Process Map.
a. List all participants down the left side of the Process Map.
b. Visually observe each step taken or repeatedly ask “what happens next?”
c. Record a brief description in appropriate row moving left to right with time.
d. Connect the boxes in the order of flow.
3. Create the “Could be” or “Should be” process Map
a. Analyze the current process for “non-value added” step elimination.
b. Document the changes by creating a second process map.
c. Seek approval from all groups
4. Implement the changes and train those involved in the process.
5. Validate improvements by collecting performance data.
6. Modify process further if necessary until ultimate efficiency is reached.

An Example of a Process Map

Here is an example of a Process Map (see Figure 1).

Using Microsoft Visio 2003 to Create a Process Map - 2

 Figure 1 - An Example of a Process Map

Process Mapping Using Microsoft Visio

Microsoft Office Visio 2003 is a presentation graphics program that produces dynamic and
powerful slide shows containing text, graphics, and charts. Visio is useful for formal and
informal presentations and meetings, as well as for presentations on Internet. While Microsoft
Word and PowerPoint provide basic diagramming capabilities, Visio is a dedicated drawing
program that can help you easily create a broad range of drawings.

Exploring Visio
Before creating a diagram, the user has to be familiar with the Visio interface. This section gives
users a first look of working with Visio.

STARTING VISIO
Microsoft Office provides a submenu in the All Programs menu.

To start Visio 2003 in the Open Access Labs:

1. Click the Start button at the bottom left corner of the screen.
2. Select the All Programs option.
3. Select the Microsoft Office folder.
4. Click the Microsoft Visio icon .

USING THE INTERFACE

When Visio starts, the application window opens. Visio opens with the Choose Drawing Type
window displayed on the left and the Getting Started task pane displayed on the right (see
Figure 2).

Using Microsoft Visio 2003 to Create a Process Map - 3

 Title Bar Menu Bar Template Standard Toolbar Formatting Toolbar

Getting Started

Category

Figure 2 - Visio Interface

Visio allows users to select the appropriate template by organizing templates into categories of
related diagram types. The number of templates available in each category varies. Once a
template is selected, Visio creates a new drawing and displays the Shapes pane, which contains
the stencils associated with the selected template (see Figure 3). Just as templates are organized
by categories, related shapes are organized by stencils. For example, when you select the Home
Plan template, all of the house structure shapes included with the template are organized on the
Walls, Shell, and Structure stencil.

Figure 3 - Drawing Window

Using Microsoft Visio 2003 to Create a Process Map - 4

Table 1 - The Available Categories in Visio

Category Purpose
Block Diagram To create general purpose diagrams using geometric shapes.
Brainstorming To create diagrams that assist you in solving problems,
making decisions, and overall planning.
Building Plan To arrange office space and furniture.
Business To show business processes using diagrams, flowcharts, cause
Process and effect diagrams, total quality management diagrams, and
workflow diagrams.
Charts and To design charts, graphs, and diagrams for reports,
Graphs marketing documentation, and presentations.
Database To create logical database models for relational and object-
relational databases using relational notation or a specific
style of notation.
Electrical To create electrical diagrams, electrical engineering
Engineering systems diagrams, circuit and logic diagrams, and industrial
control systems diagrams.
Flowchart To create flowcharts and cross-functional flowcharts.
Map To assemble two-dimensional or three-dimensional directional
maps.
Mechanical To create fluid power diagrams to document the parts,
Engineering assemblies, and hydraulic or pneumatic control systems used
in factory automation systems and heavy machinery.
Network To create network designs using network and computer
equipment shapes.
Organization To create hierarchical structures in organizations.
Chart
Process To show how industrial process equipment is interconnected
Engineering by a system of pipelines and display the instruments and
valves that regulate and control the flow of materials
through the pipelines.
Project To track project details with timelines, calendars, and
Schedule Gantt and PERT charts.
Software To create Component Object Model and Object Linking and
Embedding Diagrams, Data Flow, Enterprise Application, UML
and Real-Time Object Oriented Models, Data Structure
Diagrams, System Network Diagrams, and Program Structure
Diagrams that conform to the Jackson software design method,
and Windows XP User Interface Diagrams.
Web Diagram To create a diagram of a web site's overall structure and
flow, track development changes, and monitor and repair
broken hyperlinks.

Using Page Setup

The Page Setup dialog box is used to customize printed drawings (see Figure 4). It is helpful to
customize printer paper size and drawing page before starting the drawing in order to better
arrange the space. The Print Setup and Page Size tabs are explained in detail in the following
sections.
Using Microsoft Visio 2003 to Create a Process Map - 5
 Figure 4 - Page Setup

USING THE PRINT SETUP TAB

The Print Setup tab provides several settings that user can adjust, such as the printer paper size
and orientation. Gridlines can be chosen to print when measurements are important in the
drawing. The Print zoom area enables users to reduce or enlarge the printed size of the drawing.

To change paper orientation and printed size of a drawing:

1. Open “print1.vsd.”
2. Select the File Menu ► Page Setup….
3. Click the Print Setup tab, if necessary.
4. Select Landscape.
5. Click Adjust to . Select 50%.
6. Click Gridlines checkbox.
7. Click OK to confirm the changes.

USING PAGE SIZE TAB

The Page Size option allows users to adjust the page size and set the page orientation to be either
Portrait or Landscape for the drawing.

To change page size and orientation:

1. Select the File Menu ► Page Setup….
2. Click the Page Size tab.
3. Select Predefined size.
4. Select Landscape, if necessary.
5. Click OK button to confirm changes.
6. Close “print1.vsd.”

Using Microsoft Visio 2003 to Create a Process Map - 6

Using Basic Drawing Skills
Visio allows users to create a drawing in several ways, including using a wizard, which provides
guidance for creating a drawing. The easiest way to create a drawing is to click on a Category
and then select a Template.

ADDING SHAPES TO A DRAWING

To add a shape to a drawing, simply drag the desired shape onto the drawing page.

To add shapes to a drawing:

1. Select the Block Diagram category.
2. Create a new drawing based on the Basic Diagram (US units) template.
3. Display the Basic Shapes (US units) stencil.

4. Drag the Square shape to the bottom middle of the drawing area and release the
mouse button.

SAVING A NEW DRAWING

When a drawing is saved for the first time, Visio opens the Save As dialog box, into which you
enter the desired file name and location. A file name can consist of multiple words and should be
descriptive enough to recognize its contents. Visio automatically assigns the .vsd extension.

To save a new drawing:

1. Display entire Standard Toolbar, if necessary.
2. Click Save button.
3. Type [House], in the File name: text box.
4. Click Save in drop-down arrow.
5. Select Desktop.
6. Click the Save button.

!NOTE:
The following characters cannot be used in file names: forward slash (/), backslash (\),
greater than symbol (>), less than symbol (<), asterisk (*), quotation marks (“ and ”),
question marks (?), pipe symbol ( | ), colon (:), or semicolon (;).

ADDING/DELETING PAGES IN A DRAWING

When a new drawing is created, Visio provides only one page. Users can add or remove as many
pages as desired in the drawings. The added page(s), which use the attributes of the page
currently displayed, are always added to the end of the drawing.

To add pages to the drawing:

1. Right-click the Page-1 tab at the bottom of the drawing area.
2. Click Insert Page....
3. Type [Backyard].
4. Select Foreground, if necessary. Click OK.

To delete pages in the drawing:

1. Right-click Page-1.
2. Select Delete Page.
Using Microsoft Visio 2003 to Create a Process Map - 7
Working with Shapes
Shapes, the most important element in Visio, are stored in stencils. User can either use the shapes
that Visio provides or create personal shapes to create drawings.

SELECTING A SHAPE
To select a shape in a Visio drawing, the user simply clicks on the shape. To select a filled shape,
the user can click in the shape; however, to select an unfilled shape, the user must click the
border of the shape. Once selected, a green selection frame with handles appears to show that the
shape is selected.

More than one shape may be selected at a time by pressing the [Shift] key. To select all of the
shapes, press [Ctrl+A] key combination. As the shapes are selected, all shapes become enclosed
in a green rectangle called a selection box. Green handles appear at the corners and sides of the
selection box. The selected shapes are outlined in magenta, and the first selected shape of the
group has a bolder outline (see Figure 5).

Figure 5 – Selecting Multiple Shapes

To select multiple shapes:

1. Open “shape1.vsd.”
2. Click the Square shape at the bottom of the drawing page.
3. Hold [Shift] and click the star at the top of the drawing.
!NOTE:
To deselect a shape, hold down the [Shift] key and click the shape that needs to be removed.
The selection box reduces in size to exclude the removed shape. To deselect all of the shapes,
click in a blank area of the drawing area or press the [Esc] key.

MOVING SHAPES
Moving a shape in Visio is done by simply dragging the shape to the desired position. When the
shape is dragged, the horizontal and vertical rulers display the shape’s top, middle, and bottom
points on the ruler with faint dotted lines. Holding the [Shift] key down while dragging a shape
helps dragging only horizontally or vertically.

Using Microsoft Visio 2003 to Create a Process Map - 8

To move a shape:
1. Click and drag the Triangle shape to a position approximately one inch above the
Square shape.
2. Hold [Shift] and drag the Triangle shape horizontally one inch to the left.
3. Press the [ ] and the [ ] keys on the keyboard as necessary to position the Triangle
shape on top of the Square shape.

!NOTE:
Users can reposition the shape in small increments to the desired location by pressing the
[ ], [ ], [ ], or [ ] arrow keys on the keyboard.

COPYING AND PASTING SHAPES

To duplicate shapes, simply use the Copy and Paste features. The Copy feature is similar to the
Cut feature, except that the Copy feature does not remove the shape from the original location.

To copy and paste shapes:

1. Click the Star 7 shape at the top right of the drawing.
2. Click Cut button.
3. Click the Backyard page.
4. Click Paste button to place new shape in desired area.
5. Click the Star 7 shape , if necessary.
6. Click Copy button.
7. Click Paste button to place new shape in the desired area.

SIZING SHAPES
After clicking a shape, users can drag a side handle to adjust the shape’s width, a top or bottom
handle to adjust the shape’s height, and a corner handle to adjust the height and width at the
same time. Dragging a corner handle maintains a shape’s height-to-width proportions.

!NOTE:
When the shape is resized, the status bar at the bottom of the screen displays the shape’s
height and width as the user moves the mouse. This feature is useful if the shape needs to
have a specific size.

To resize shapes:
1. Click the Star 7 shape in the upper right corner of the drawing.
2. Point to the lower, right sizing handle of the Star 7 shape .
3. Drag the lower right sizing handle until the Star 7 shape is approximately 1/2 inch
high by 1/2 inch wide.
4. Click in a blank area of the drawing area to deselect all shapes.
DELETING SHAPES
To delete any shape, the shape must be selected first. Shapes can be deleted one at a time or
several at once. If a shape is selected, the entire shape and any text contained within the shape

Using Microsoft Visio 2003 to Create a Process Map - 9

will be deleted. However, if only the text within a shape is selected, then only the selected text is
deleted.

To delete a shape:
1. Click the Star 7 shape in the top left corner of the drawing.
2. Press [Delete].

ROTATING SHAPES
Most of the shapes in Visio can be rotated to a desired angle. After selecting a shape, a
round, green rotation handle appears outside the perimeter of the selection frame along with
selection handles. When pointing to the rotation handle, the mouse pointer changes into a
single, curved arrow. Dragging the rotation handle in a circular motion will rotate a shape.

!NOTE:
When the shape is rotated, the status bar at the bottom of the screen displays the angle of
rotation in degrees. This visual guide is useful if users want to rotate several shapes to the
same angle.

To rotate shapes:
1. Click on the Star 7 shape in the top right corner of the drawing.
2. Point to the rotation handle of the selected Star 7 shape .
3. Drag the rotation handle to the left until you reach a 45 degree angle.
4. Click in the drawing area to deselect the shape.
5. Change the zoom level to the Page option to view the entire page.

Working with Text

Visio allows users to enhance drawings by adding text. All text in a Visio drawing is contained
in a text block (see Figure 6). When moving a shape with text from the bottom of a drawing to
the top, the text block automatically moves with it.

ADDING TEXT TO SHAPES

Visio automatically expands the width of the text block as text is added. Pressing the [Enter] key
will begin a new line of text. Visio also automatically enlarges the length of the text block when
entering more text than the selected shape can hold.

To add text to shapes:

1. Open “party1.vsd.”
2. Double-click the Road shape next to the building at the bottom right of the drawing.
3. Type [Main].
4. Press [Enter] and then type [Avenue].
5. Click in a blank area to deselect the drawing.

Using Microsoft Visio 2003 to Create a Process Map - 10

 Figure 6 - Add Text to Shapes

ADDING FREESTANDING TEXT

Visio allows users to create text that is not associated with any shape, which is known as
freestanding text. Freestanding text can be used to enter titles, lists, callouts, footers, etc. Even
though freestanding text is not attached to a shape, it is enclosed in a text block (see Figure 7).

When using the Text Block Tool to create a text block, the text automatically word-wraps to
preserve the width of the text block. However, the height of the text block expands as needed. To
create the text block for freestanding text, either drag to create a text block which fit a specific
area or click in the drawing and allow Visio to insert a text block with a default width.

Figure 7 - A Freestanding Text Block in a Drawing

To add freestanding text:

1. Click the Text Tool button .
2. Drag to draw a text block approximately 4 inches wide by 1 inch high in the top right
corner of the drawing.
3. Type [Directions to Cathy’s Party].
4. Press [Enter].
5. Type [Starts at 4:00 PM].
6. Click in a blank area of the drawing to deselect text.
7. Click the Pointer Tool button to deactivate the Text Tool button .
8. Double-click the freestanding text and notice that all of the text is automatically selected.
9. Click in a blank area of the drawing to deselect the freestanding text block.

Using Microsoft Visio 2003 to Create a Process Map - 11

Connecting Shapes
Connectors in Visio are used to connect two-dimensional shapes to each other. A connector is a
one-dimensional shape that is usually a line. Connectors can also be arcs, arrows, hubs, cables,
etc., These are used to reflect items such as a path in a process, a relationship between shapes, or
a hierarchy. One-dimensional shapes appear with two endpoints when selected. The endpoints
are small, green squares with an X in the beginning point and a plus sign (+) in the ending point.

GLUING CONNECTORS BY DRAGGING

Visio allows users to connect shapes by dragging or using the Connector Tool button . Only
two-dimensional shapes can be connected automatically. You cannot connect one-dimensional
shapes using the automatic connection feature. One-dimensional shapes can only be connected
by drawing connectors with the Connector Tool button (see Figure 8).

Figure 8 - Shapes Connected by Dragging

To glue connectors by dragging:

1. Open “hire1.vsd.”
2. Display the horizontal and vertical rulers if necessary.
3. Click the Connector Tool button .
4. Drag the Document shape in the stencil to the bottom left of the drawing page and in
line with the shapes above it.
5. Drag the Process shape in the stencil approximately two inches to the right of the
Document shape from the previous step and in line with the shapes above it.
6. Click in a blank area of the drawing to deselect the shape.

USING THE CONNECTOR TOOL

The Connector Tool button is used to make connections using point-to-point or shape-to-shape
glue in drawings that contain two-dimensional shapes. The Connector Tool button creates
dynamic connectors that bend and flex to make connections between shapes (see Figure 9).

Using Microsoft Visio 2003 to Create a Process Map - 12

 Figure 9 - Shapes Connected with Connector Tool Button

To create point-to-point connectors:

1. Click the Connector Tool button .
2. Point to the middle right connection point on the Process shape in the top left of the
drawing.
3. Drag to the left connection point on the Document shape to the right of the Process
shape.
4. Drag the document shape with the point-to-point glue in the first row to different areas of
the drawing.

!NOTE:
The connection points do not change due to the point-to-point glue.

To create shape-to-shape connectors:

1. Point inside the Decision shape in the first row.
2. Drag to inside the first Process shape in the second row.
3. After clicking the Pointer Tool button , click in a blank area to deselect the

connection.

4. Drag the Decision shape to different areas of the drawing.

!NOTE:
The connector automatically attaches to the most logical point glue on the Decision shape
due to the shape-to-shape glue.

Grouping Shapes
Users can create various shapes on the drawing and then group them as one. This feature is
useful when moving a shape to a different location. For example, when moving ten individual
shapes to the top of the drawing, it would be time-consuming to move them one-by-one and at
the same time, difficult to maintain the previous alignment.
Using Microsoft Visio 2003 to Create a Process Map - 13
GROUPING AND UNGROUPING SHAPES
Visio allows users to group shapes and quickly move the grouped shapes so the spacing and
alignment that have been established will not change. Grouped shapes allow users to flip, rotate,
and size the shape as a unit. After grouping shapes, users can then ungroup them and return them
to their individual shapes, if desired (see Figure 10).

Figure 10 - Grouping and Ungrouping Shapes

To group and ungroup shapes:

1. Open “group.vsd.”
2. Display the Action toolbar.
3. Click the Room shape, hold [Shift] and click the Mutli-Chair round table and chairs,
and the three Small plant shapes that surround the table in the Room shape.
4. Click the Group button .
5. Click the grouped shape at the bottom right of the drawing.
6. Click the Ungroup button .
7. Click in a blank area to deselect the shape and close the Action toolbar.

!NOTE:
You can also use [Ctrl] + [Shift] + G key combination to group shapes and the [Ctrl] +
[Shift] + U key combination to ungroup shapes.

ADDING A SHAPE TO A GROUP

After grouping shapes, users may want to add additional shapes to the grouping. Visio allows
users to add additional shapes to an existing group.

To add a shape to the group:

1. Drag the Plant shape from the Office Accessories stencil to the center of the grouped
state at the top left of the drawing.
2. Click the grouped shape at the top left of the drawing.

Using Microsoft Visio 2003 to Create a Process Map - 14

 3. Hold [Shift] and click the Plant shape .
4. Click the Shape menu.
5. Point to Grouping.
6. Click Add to Group.
7. Move the group shape to the bottom left of the drawing.
8. Click in a blank area to deselect the shape.

REMOVING A SHAPE FROM A GROUP

Users can remove a shape from a group if desired. When removing a shape from a group, the
shape still remains in the drawing but is no longer a part of the group. The shape can then be
moved by itself without the other components of the group being affected (see Figure 11).

Figure 11 - Removing a Shape From a Group

To remove a shape from the group:

1. Click the grouped shape at the top left of the drawing.
2. Click the Plant shape in the middle of the grouped shape.
3. Click on the Shape menu.
4. Point to Grouping.
5. Click Remove from Group.
6. Move the Plant shape to the top right of the drawing.
7. Click in a blank area in the drawing to deselect the shape.

Printing
Visio allows users to print the entire drawing or just a part of the drawing. Before printing, it is
helpful to use the preview function to verify before printing, in order to prevent inappropriate set
up.

Using Microsoft Visio 2003 to Create a Process Map - 15

PREVIEW A DRAWING
Before printing, users can use print preview to see how each drawing will appear on the printed
page. Print preview displays the page to fit the screen (see Figure 12). When the mouse pointer is
positioned over the page, it changes into a magnifying glass. When users click the page with the
magnifying glass, the magnification increases; when clicked again, the magnification ceases and
the page returns to full view.

If the drawing contains more than one page, users can view the additional pages by clicking the
desired page tab at the bottom of the window or by clicking the Next Tile button.

Figure 12 - Previewing a Drawing in Print Preview

To preview a drawing before printing:

1. Open “party2.vsd.”
2. Click the Page-1 tab, to view the drawing on Page-1.
3. Click the Print Preview button .
4. Click the ABC Store shape .
5. Click anywhere in the drawing.
6. Click Next Tile button .
7. Click Previous Tile button .
8. Click Close button.

PRINTING PART OF A DRAWING

User can print a portion of a drawing. For example, if the drawing contains many shapes, user
can choose to print only those they want to review. Select the shapes user want to print and Visio
prints only the selected shapes.

To print part of a drawing:

1. Click the Red House shape at the top left of the drawing.
2. Hold [Shift] and click the ABC Store shape at the bottom right of the drawing.
Using Microsoft Visio 2003 to Create a Process Map - 16
 3. Click the File menu.
4. Click Print....
5. Click Selection
6. Click OK.
7. Click in a blank area of the drawing to deselect the shape.

Closing a Drawing
Once finished working on a drawing, users can close it to remove it from the application
window. Visio prompts users to save the file when closing a drawing, saving the most recent
changes.

To close a drawing:
1. Click the File menu.
2. Click Close.

Exiting Visio
User should exit the application properly when finish using Visio, this allows Visio to perform
necessary housekeeping before it closes. If the current drawing has been modified but not saved,
a Visio dialog box or the Office Assistant prompts you to save the changes before exiting.

To exit Visio:
1. Click the File menu.
2. Select Exit.

Using Microsoft Visio 2003 to Create a Process Map - 17