Crafting bespoke process landscapes
A Higher Education institution with 26,000 students and 3,300 staff members had purchased SAP Signavio but lacked the knowledge and expertise to properly configure, embed and leverage the tool as an accelerator for business change. The client needed Enfuse to not only configure the tool but also create the personalised process collateral and build the required structure around Signavio to ensure its successful adoption.
Highlights
Gathered requirements across 6 departments and from 25 different stakeholders
Conducted multiple Signavio demos and tutorials to build understanding and interest
Tailored Signavio environment to requirements of internal teams
Implemented BPMN 2.0 modelling standards
Built an effective internal process management capability
Created “Business on a page” and departmental value chains to navigate process landscape
Background
The university had purchased SAP Signavio as a tool for business change, but needed support in configuring, implementing, and properly leveraging it. A key objective for them would be to have a process environment that was tailored to their needs, and the internal capability required to update and maintain the environment without needing to continuously lean on external support. Additionally, they needed a tool to empirically quantify the benefits of proposed process changes and transformations.
Challenge
Previous process work at the university typically lacked standardisation and was not readily available across the organisation. Additionally, process work was viewed as highly technical and was not appealing to the average employee, making it difficult to hold engagement of employees over an extended period. They relied upon manual and time-consuming excel spreadsheets to pull meaningful data conclusions, which meant only one team held this capability. As a result, there was a strong need for a single source of the truth that felt accessible to “non-process people”.
The client needed help to configure Signavio to meet business requirements across departments that were traditionally siloed, as well as needing to create the tailored infrastructure to navigate their process landscape. Additionally, internal process teams would need to be upskilled in business process management and Signavio to ensure they worked to the highest standard possible and had internal specialised capabilities they could use into the future.
Approach
We started by conducting Signavio Collaboration Hub demos to various stakeholder groups such as HR, IT and the continous improvement team. These showcased the interactive, accessible nature of the platform. These sessions were followed by use case sessions where we identified specific business requirements for the tool which were subsequently included in our technical configuration. These requirements included report templates, mandating capture of certain attributes and so on.
Finally, we worked with department experts to create an overview of the client’s business on a page, as well as more detailed department-level value chains. All of this was conducted with a blended team, which allowed internal resources to learn on the job. Combining this hands-on learning with tailored training courses left the client with a lasting internal capability.
Once the initial configuration and collateral had been actioned, we established governance around quality assurance, making ourselves available as frontline support for queries, as well as running 1-to-1 sessions to help internal resources when they were struggling.
Impact
As a result, internal teams are now proficient in using Signavio to model, publish, and simulate processes, greatly enhancing their capabilities.
The team’s successful launch of Signavio’s Process Collaboration Hub, including the client’s ‘business on a page’ model, has significantly improved transparency and accessibility of process information at the university.
With Signavio’s simulation capability, the client is now able to model processes with task execution time, resource numbers, and costs on-system, without the need for manual Excel spreadsheets. By simulating the as-is process and the to-be process with hypothetical or suggested improvements applied, they can now provide data-driven benefits for suggested process changes, supporting them in prioritising and justifying transformational projects across the university.
The creation of a virtual ‘Signavio User Community’ as a one-stop shop for queries, training requests, and governance guidelines has provided invaluable support to users, fostering a more collaborative environment with a culture of continuous learning.
Furthermore, the university has established robust governance procedures and organisational structures for the continuous management of their process environment. This will help to ensure consistency, accuracy, and compliance across the landscape, thereby strengthening overall process management and reliability.
Keen to build a lasting, internal interest and capability in process excellence? Talk to our Process experts today who can help make that a reality: shreela.karthikeyan@enfusegroup.com
