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Here, you can find out the importance of Process Mapping, and what you need to consider during your implementation.
What is Process Mapping?
The purpose of the Process Mapping period is to align your processes to your accessplanit system platform so that you already know how your system your platform is going to function with your key processes.
Process mapping is crucial to your success with using the systemplatform. Understanding your current processes and what you need the system the platform to do at each stage of the process not only helps us immensely whilst building the system the platform and during your training, but also for you when ensuring the system the platform is doing what you need and moving forwards when optimising and adopting the systemplatform.
Process mapping can take different forms from a fully developed process flow to a simple list of inputs and outputs like below.
Defining your processes
Every business’ processes are unique, so it is difficult for us to outline exactly what you should include within your process mapping phase.
The key is to consider each task that your administrators, managers and learners need to complete within the systemplatform, when should they complete this task, and what are the inputs and outputs required?
Here are a few examples:
- A delegate makes a request for a course which requires authorisation by their manager
- A booking confirmation email should send to the delegate
- An email should send to the delegates manager making them aware that they need to review the request
- An Administrator needs to generate Invoices weekly. They need to find the bookings that require Invoices, generate and check them, and when they have been committed an email needs to send to the Invoice targets.
- An Administrator needs to process a course booking for an in-house, bespoke event for a client. They need to be able to to log who the client is, what course they are booking, how much the course is going to cost, who the Trainer is, and how many people will be attending. Once the booking is made, the client key contact should receive a booking confirmation.
- A course date has been moved by an administrator
- An email should send to the delegate informing them of the new course date
- An email should send to the Trainer and Venue, informing them of the new course date
- The administrator should log a note against the course date noting the reason for the change
Once you have defined your processes, work through your system your platform to see if the inputs and outputs are reflected as you would expect.
Here are a few common processes to consider:
Process | When? | Inputs | Outputs |
|---|---|---|---|
Scheduling public courses | Every quarter? Every year? Ongoing? | The course name The course date The course cost The min/max places Trainer / Venue | - Course profitability notification to admin 3 weeks before - Course is fully booked notification to admin if all places are taken |
Scheduling in-house courses | On demand? Every week? | The client name The course name The course date The course cost The Trainer | - Booking notification for key client contact - Reminder email to key contact 2 weeks before - An invoice is automatically generated |
Trainer Management | When courses are scheduled | The course The Trainer | - A confirmation email sent to the Trainer - A reminder email to the Trainer - A sign in sheet to the Trainer |
Making a Single Delegate Booking | When delegate is unable to book themselves | The course The User Payment details | - A confirmation email to the Delegate |
Making an In-House Delegate Booking | When the booking is made | The course The Users attending Payment details | - A confirmation email to the Booking user / key contact - A confirmation email to the Delegates |
Course Cancellation (provider decision) | Course is unviable, or resource problems | Notes added for reason of cancellation | - A cancellation email to the Delegates and the booking users - A cancellation email to the Trainer |
Course Cancellation (client decision) | When client contacts | Notes added for reason of cancellation | - A confirmation of cancellation to client - A cancellation email to the Trainer |
Delegate Cancellation | When delegate contacts | Notes added for reason of cancellation | - A confirmation of cancellation to Delegate |
Delegate Transfer | When delegate contacts | Delegate name Current course New course | - A confirmation of transfer to Delegate - A confirmation of the new booking |
Invoice Generation | Automatically after a booking? Daily? Weekly? | - An email to Invoice targets with details of the invoices - An email to internal finance team with details and due date | |
Invoice Overdue | When a due date has passed and invoice is still outstanding | - An email to the Invoice target with Invoice details |
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