PMCS Walk the Process Method

PMC Solutions’ Method for Documenting “Undocumented” Processes

“Walk the Process” Meetings

  • Attendees: Two PMCS Process Analysts and Client’s Subject Matter Experts (SME)
  • Before mapping out a process, PMCS Process Analysts will help to identify:
    • A singular Process Owner (SME), who will be responsible for approving the final product created by PMCS Process Analysts in inProcess™
    • Purpose of the process “as-is”
    • Customers—internal vs. external
    • The process parameters
      • Inputs—what do we need to begin this process
      • Outputs—what is the product of this process
    • Restrictions and regulations governing this process
  • Walk the Process “as-is”
    • A PMCS Process Analyst will walk the attendees through each step of the process using yellow sticky notes as task identifiers. This is done to aid the team in visualizing the process, as well as to allow for PMCS Process Analysts to extract all of the “in their head” knowledge from the team
    • A resource responsibility for each step is identified
    • Forms, URL’s, or detailed work instructions associated with the steps are identified
    • Once process is completed, it is read out loud to make sure it is clear and concise
  • If the team is unavailable to conduct a meeting, or the process involves only one person, a PMCS process analyst will execute the above “Walk the Process” method with the individual via interviews or job shadowing

Input into inProcess™

  • A PMCS Process Analyst will then take the maps created during the “Walk the Process” meetings, and input them into inProcess™
  • Included are all attachments, team dialogue, and resources. Further, the appropriate Process Owner is applied

Send Out for Review

  • Once the process is successfully imputed into inProcess™, the PMCS process analyst will send out an email asking the Process Owner (SME) to approve the process map and document
  • Any revisions will be discussed solely between the SME and the PMCS Process Analyst
  • Once the process is verified and accepted, the PMCS Process Analyst will publish the map and document to the inProcess™ web portal and notify the team

PMCS process analysts have successfully used the “Walk-the-Process” method in various projects supporting the County of Los Alamos, Bernalillo County, and Sandia National Laboratories.  To learn more about this unique process mapping method, please feel free to contact PMC Solutions sales at: (505) 462-3185

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Lean Six Sigma Project

PMC Solutions, Inc. Teams with Bernalillo County on Lean Six Sigma Project

For the past two years, PMC Solutions (PMCS) has provided process analysis services to Bernalillo County (BERNCO), the largest populated county in New Mexico, employing over 2,600 individuals.  Recently, PMCS was tasked with supporting an internal BERNCO Lean Six Sigma effort, aimed at identifying the complexity and costs associated with the employee timecard/timesheet process, performed by Timekeepers, to ultimately run the bi-weekly payroll.   The projects main goal was to create a baseline measurement of the process, via detailed process mapping and documenting of the Timekeeping key process and sub-processes, in order to establish viable improvement options for the future.

Bernalillo County would like to reduce the overall cost of this process, while facilitating a continuous process environment throughout the County.  PMCS began the project by executing our proven “walk-the-process” method, with the Payroll Department, who is ultimately responsible for the process.  Next, sixty four (64) Timekeepers throughout the County were interviewed to validate the process, and document all associated activities.  Once completed, PMCS Analysts, working with two County employees, further interviewed selected Timekeepers from fifteen (15) divisions, establishing a viable cross-representation of the timed process steps.   Throughout the interview phase, PMCS mapped, documented, and identified the resources at each step, by utilizing PMCS‘ proprietary process mapping software inProcess™ v4.5.  The process was then reviewed with the Timekeepers to identify any redundancies.  These steps were crucial in ensuring that the analysis was well understood and accurately relayed to the County Management Team, which would paint the overall picture of the magnitude of the Timekeepers responsibilities with regards to the payroll process.

In order to provide a detailed step-by-step cost analysis of the process in its current-state, the team took advantage of the “Duration and Cost” tracking feature of inProcess™ v4.5 to establish a cost baseline for the process.  While the analysis was specific to the Timekeeper’s role within the process, some cost for administrative functions were also considered. The analysis was then validated based on the process and procedures, using various tools, including inProcess™.        

The analysis revealed a costly process that contained steps considered to be “waste,” as well as some non-value added activities.  In addition, the analysis showed different variations of the process were being used within the county.

The results of the analysis gave the Bernalillo County Management Team a sophisticated tool that will aide them in making future decisions regarding the Timekeeper process. The team identified the following possibilities:

  1. Use the analysis to eliminate the identified redundancies and visible logical corrections for a short term solution.
  2. Use the analysis for a thorough process analysis exercise for streamlining the current timekeeping processes and keeping the payroll tools in existence.
  3. Use the analysis to establish a thorough process analysis with the outlook of a new 21stcentury payroll timekeeping tool.

“A Smooth Process” – PMCS Featured in New Mexico Business Weekly

The following article was reprinted with permission from New Mexico Business Weekly© 2012

If you have a New Mexico Business Weekly web subscription, CLICK HERE for a link to the web article

 

PMCS Introduces It’s New President – Ms. Marilee Garza

MARILEE GARZA

President, PMC Solutions, Inc.

Ms. Marilee Garza, PMP, became the new President of PMC Solutions, Inc. (PMCS) in March 2012 after spending over 11 years with the company.  Ms. Garza was chosen for the position by PMCS Board of Directors as a part of PMCS internal succession planning in order to expand the company’s profile, and remain competitive as Government Contractors.  Ms Garza brings to PMCS an impressive background in project management & controls support services in Federal Government contracts, a fresh perspective on integrating Project and Process Management solutions, as well as a celebrated track record in Customer Service.

While with PMCS, Ms. Garza has spent the majority of her time on projects supporting various districts within the USACE.  Most recently, Ms. Garza lead a Project Controls Team supporting the USACE—Northwest Division (NWD) in Kansas City, Missouri.  For over five years, Ms. Garza and her team were responsible for providing long-term Project Management Support for the Implementation and Maintenance Support of the Programs and Project Management Information System (P2), as well as General Project Management services, including PM/P2 training, support, and process development throughout the USACE—NWD.  In this capacity, Ms. Garza and her team received yearly Customer Service recognition from the USACE—NWD leadership, for their outstanding support and continued professionalism, which eventually lead to an extended contract for PMCS.  As a part of this contract extension, Ms. Garza was suggested by the Deputy Commander of the USACE—NWD to join in the USACE’s Project Management team efforts in supporting the Joplin, Missouri Recovery Filed Office (RFO) as it carried out its emergency recovery projects following the devastating F5 tornado that ripped through the city of Joplin.  Ms. Garza spent one month with the Joplin RFO, supporting the following missions, while reporting the results to FEMA, the City of Joplin, and the US Coast Guard:

  1. Debris Removal
  2. Temporary housing
  3. Critical Public Facilities

Upon completion, Ms. Garza authored a White Paper for the USACE—NWD, detailing the Implementation Plan used, with the goal of standardizing how Project Controls will fit into future recovery efforts for RFO emergency projects.

Prior to her appointment with the USACE—NWD, Ms. Garza provided support to multiple USACE districts and divisions over a five-year span in Galveston, Texas; Baltimore, Maryland; and Norfolk, Virginia.  Her job responsibilities at each location varied from data entry to process analysis and project controls support for complex federal funding projects for military construction.  Further, while supporting the USACE, Ms. Garza received her Project Management Professional (PMP) certification, Malcolm Baldrige / ISO Quality examiner certification, and became proficient in USACE specific systems such as Primavera, Oracle, and U.S. Corp of Engineers Financial System (CEFMS).

Ms. Garza aims to expand PMCS’ professional services and expertise in her new role as President, which will include incorporating PMCS’ established Process Management support services, with our exemplary Project Management services to achieve quantifiable project success rates.  Creating a stronger link between PMCS two areas of expertise will bring the companies’ multiple departments’ closer together, in order to achieve the ultimate company goal: increased customer satisfaction.

A native of Albuquerque, New Mexico, Ms. Garza received her Bachelor’s in Marine Biology from Texas A&M University, and an Executive Master’s in Business Administration (EMBA) from the University of Missouri-Kansas City in 2011.  She currently resides in Albuquerque where she looks forward to a successful tenure as the President of PMC Solutions, Inc.

PMCS Announcement – Woman Owned Small Business (WOSB / EDWOSB)

PMC Solutions, Inc. (PMCS) would like to announce that as of Thursday, March 1st, 2012, PMCS will be registered in the SBA as a Woman Owned Small Business (WOSB), as well as an SBA registered Economic Disadvantaged Woman Owned Small Business (EDWOSB)

For twenty years, PMCS has provided support to numerous Government entities in the Federal, State, City, County, and Municipality arenas.  Throughout that time, PMCS has been a successful SBA registered Small Business, an 8(a) graduate (2001), and a Certified Small Disadvantage Business.

In the current phase of our business, PMCS has decided to expand our company profile in accordance with our internal succession planning and in order to remain competitive as Government contractors.  We expect that by becoming a WOSB/EDWOSB registered small business, new opportunities will open up for us, our clients, and our partners.  PMCS will continue to provide support with the same level of professionalism and expertise that our clients have been accustomed to with our services and our software inProcess™, in the areas of Business Process Management and Project Management Support.

Ms. Marilee Garza will officially take over the role of President at PMCS, effective on March 1st, 2012.  For over 11 years, Ms. Garza has been serving PMCS with the majority of her time being in supporting roles for United States Corp of Engineers projects.  Prior to making the move to PMCS’ headquarters in Albuquerque, NM, Ms. Garza was the Project Lead for PMCS at the USACE – Kansas City District for over 5 years.

A full bio and introduction of Ms. Garza will soon be posted to our blog.

If you have any questions about this transition, or would like to team with PMCS in Government procurements, please feel free to contact us at (505) 462-3185

How Does inProcess™ Communicate with Microsoft® SharePoint®?

inProcess™ v4.5 is a unique software application that is built to communicate specifically with other Microsoft® databases.  Built in SQL Server and Microsoft® Silverlight®, inProcess™ v4.5 fits seamlessly within an organization’s already existing SharePoint® database.  There is no need to establish additional communication portals between the two applications, inProcess™ v4.5 allows for this out of the box.

Organizations wishing to integrate the two applications will simply need to select and upload the SharePoint® page link, inProcess™ map, or document to the chosen database by selecting one of the three methods presented in this document.  All current information within a SharePoint® database will not need to be altered to fit within the inProcess™ v4.5 framework.

Understanding Both Applications

Microsoft® SharePoint® 2010 – “The capabilities of SharePoint 2010 work together to help your company quickly respond to changing business needs. Using SharePoint 2010, your people can share ideas and expertise, create custom solutions for specific needs, and find the right business information to make better decisions. For IT, SharePoint 2010 helps you cut training and maintenance costs, save time and effort, and focus on higher business priorities.” – sharepoint.microsoft.com

inProcess™ v4.5 inProcess™ v4.5 is an automated, interactive, process mapping software designed and developed by PMC Solutions, Inc. (PMCS).  It facilitates on-line process collaboration and effective knowledge management, based on, and aligned with client recommendations and industry best business process practices.   inProcess™ will enable your organization to identify, design, develop, as well as maintain all business process flows in one centralized, web-enabled site.  You will have at your disposal a real-time visual tool that can be accessed by your entire workforce quickly and easily—saving both time and money.  Further, in order to satisfy our Federal Government clients, inProcess™ v4.5 is Section 508 and FIPS (Federal Information Processing Standards) compliant, as well as Department of Homeland Security IT Certified and Accredited.

Application Integration Options

Out of the box, there are 3 primary ways that inProcess™ v4.5 and Microsoft® SharePoint® 2010 can work together.

  1. Upload SharePoint® page links into inProcess™ v4.5
  2. Embed inProcess™ v4.5 process maps and documents into a SharePoint® site
  3. Link to an inProcess™ v4.5 managed documented from SharePoint® 2010 (only available with SharePoint® 2010)

Additional Application Integration OptionsinProcess™ v4.5 is built primarily in Microsoft® Silverlight®, and, as a result, can fully communicate with other application databases built in Microsoft® Silverlight®.  Microsoft® SharePoint® 2010 is also built in Microsoft® Silverlight®.  What this means, is the inProcess™ v4.5 database can be customized to operate within the clients’ SharePoint® database, rather than as a stand-alone application.  All documents can therefore be managed by SharePoint®, and all process information will be ingrained within SharePoint® pages.  This option, however, is not available as a commercial off the shelf product.  PMCS can make this available through additional custom work, in order to ensure that the inProcess™ system will cooperate fully with the clients’ SharePoint® database.

Integration Examples

1) Upload SharePoint® page links into inProcess™ v4.5

inProcess™ v4.5 allows users to upload and attach various file types to their processes, which will also be saved to the database for enhanced document management.  The following file types are allowed:

  • All Microsoft® file types
  • Videos
  • Images
  • Audio files
  • URL links
  • Email addresses

Organizations who utilize Microsoft® SharePoint® can therefore upload URL links of their SharePoint® pages to the inProcess™ v4.5 database for user access and reference.

Within the process map, created in inProcess™ v4.5, users will be able to click on a link that can take them directly to a document library created within SharePoint®.

2) Embed inProcess™ v4.5 process maps and documents into a SharePoint® site

Inversely, inProcess™ v4.5 process information can be embedded into a Microsoft® SharePoint® site via the “Page Viewer Web Part.”

Each process map created in inProcess™ v4.5 has a unique web address.  Therefore, inProcess™ v4.5 administrators will be able to copy a single process map link from inProcess™ v4.5, and upload it to a SharePoint® page or library as required.

What this will do is allow SharePoint® users to access one process map, rather than the entire inProcess™ v4.5 database.  SharePoint® pages and libraries will then have processes attached to them for all employees to follow.

3) Link to an inProcess™ v4.5 managed document from SharePoint® 2010 (only available with SharePoint® 2010)

In SharePoint® 2010, users are able to share and edit Microsoft® file types (Word, Excel, and Power Point) via the document “Check In / Check Out” feature.

Collaborating with a group often requires that several people work on the same document, which in many cases, can lead to version conflicts.  SharePoint® 2010 has minimized this issue by allowing document libraries to support the “Check In / Check Out” system which manages this functionality.   Checking Out a document locks it so that others can view the last published version, but cannot edit it until the user checks the document back in.  Once a document is Checked In, a new version is created, and other can see the changes made.

SharePoint® 2010 users can synchronize this feature with inProcess™ v4.5 by initially uploading an inProcess™ v4.5 managed document to SharePoint® 2010, and allow this document to go through the “Check In / Check Out” process.

A user will then be able to manage their document through SharePoint® document collaboration features, and the end user viewing the inProcess™ v4.5 process map will have the latest published version of the document available to them.

The document changes will therefore be saved and managed through SharePoint®, and the document content will be attached to the organizational procedures created in inProcess™ v4.5.

Future Integration

As Microsoft® SharePoint® moves into the future, it is anticipated that they will remain developing within the Silverlight® framework.  PMC Solutions has made the decision to mirror this production environment with our future versions of the inProcess™ software.  The next version of SharePoint® will include Silverlight® v5.0 (released December 2011); inProcess™ v5.0 will also utilize the advanced features available in Silverlight® v5.0 to ensure our product has the necessary capabilities to communicate with Microsoft® SharePoint®.

Lastly, PMC Solutions has been a Microsoft® Certified Partner for over 10 years.  The knowledge gained during this partnership has allowed our inProcess™ software developers to create a process mapping software that is up-to-date with Microsoft® Office® products, at a healthy pace within the industry.  Remaining with inProcess™ will ensure that your organization has an advanced process mapping software, that is mature enough to align with the most sophisticated Microsoft® database.

PMCS Participating in AQN Breakfast Seminar

PMC Solutions, Inc. will be a participating vendor at the Albuquerque Quality Networks’ 22nd Annual January Breakfast Seminar on Thursday January 26th, 2012 at the Embassy Suites Hotel.

PMCS is a Sapphire Corporate Partner of AQN, and we have proudly participated in past Breakfast Seminars, as well as lended our expertise in process and project management in previous speaking engagements.  If you are interested in attending the AQN January Breakfast Seminar, please sign up at http://aqnetwork.org

While at the seminar, please stop by the PMC Solutions booth and take a tour of our newest software product, inProcess(tm) v4.5!!!  PMCS process analysts will be manning the booth and taking any questions you may have.  Hope to see you there!!!