Process Documentation

A process is a set of interrelated or interacting activities that use inputs to deliver an intended result. ISO 9000:2015.

Interrelated or interacting: The activities within the process work together to produce the intended results required to achieve the objectives and goals of the process.

Activities: descriptions of two or more activities to be carried out by people in the organisation. The activities also identify the Technology Interaction Points.

Inputs: The work products to be used or conditions necessary to carry out the activity

Intended Result: The intended result can be an output of a process, a product or service from the organization. Other terms used are work product, outcome, etc.

A Process Description contains the top level information about a specific process. This process description working view of the whole process and supporting information.

The supporting documentation are all referenced through the process description to keep the process description focused on 'what to do' rather than the details of how to do the work.

Over time, the use of this document will reduce as people become competent using the process. The process description is also the starting point for any improvements to the process.

The process description and the supporting documentation becomes the full body of knowledge about the process.

The Process Description contents are:

• Introduction
  • Purpose / Scope
  • Objectives
  • Measurements
• Process Activity Model
  • Each process types follows a typical activity model pattern.
• Roles and Responsibilities (Process Responsibility Chart)
• For each Activity: Activity Description
• Tools and Training
• Document and Record Retention

Formal Support Documentation

• Policy: A policy is a statement of the management intention and direction.  The Policy is a short document and is mandatory.  Standards establish the minimum acceptable criteria for the work.
• Procedure: Procedures are used to ensure that critical work is performed in a consistent way.  A procedure states how to carry out a work item and is mandatory.
• Standard: Establishes the minimum criteria for an area.
• Guideline: Guidelines and Techniques provide guidance and best practice information to people carrying out an activity within the process.  These are generally non mandatory and are generally introduced through training or examples.  Checklists may also be used to provide support for using the process

• The inputs and outputs are also described in this set of documentation. This also includes the definitions of the templates for documents, forms, or other information objects.

• Techniques: Useful ways (methods) to carryout an activity.
• Checklists: Useful ways to document a procedure that can also be used as a record of carrying out the steps.
• Template: A starting point for creating a work product.
• Link to Process Design Patterns PDF A way to reuse existing designs or create new process design patterns. An example is the Capability Innovation Life Cycle. See Process Design Pattern Template

Detailed Support Documentation

• Measurement Specification
• Glossary of Terms

Training Materials

• Training Materials provide a way to transfer knowledge about a process.  There is generally a structured set of materials which can be used by an individual (self study) or in a classroom environment.  There may be an instructors guide, a workbook, some examples, etc.
• Additional guidance materials to help carry out the process
• Example of how to use the process
• Exercises to help practice the activities within the process.
• Practical and relevant examples are critical to a consistent implementation of a process.  These may be created during development as a sample of expected best practice for use in piloting.  The pilot teams using the process may then provide examples for the roll-out.
• Training materials may also include computer based training or Virtual Reality (VR) supported tools.

Tools

• Tools can provide both productivity and accuracy gains for people implementing the process.  These must be carefully specified and evaluated by the team for suitability for use in the organisation.  
• Descriptions of associated tools
• Examples of using the tools
• User guides or online help.

Created and Updated: Capability Innovation Life Cycle

Used: Continual Management System Improvement

Process Description has been reviewed and approved.

Process Owner has taken responsibility for the process.

The Managing Successful Projects (PRINCE2) Manual is an example Process Description for the Project Management. This PRINCE2 manual can also be condensed to 15 to 20 pages if people are all trained on the process. So given the correct training, the actual Process Description may be very small.