Basic Process Library Concepts

What is a Process?

A process is a series of actions or steps taken in order to achieve a particular end. A process is a transformation; it transforms inputs into outputs. For example, a process is the mechanism by which raw materials are converted into products.

What is a Process Library?

A Process Library can be thought of as a User Guide to your organisation; it is the manual that shows how your organisation operates and provides everyone with the information to perform their part in it.

It is a collection of Process Maps, each of which describe a specific part of the process. Put together they enable the operation of the organisation to be understood.

The Process Library will usually also include documents, e.g. Policies and Work Instructions, and forms for completion which are required for the process and linked on the Process Maps.

What is a Process Map?

A Process Map is a diagram that clearly identifies the main steps involved in performing the transformation and the items used and produced when the process is complete.

In a Process Map, the term Activity is used to describe something you do, and the term Deliverable is used to describe something you produce. Activities are the steps of the process and are described using verbs; Deliverables are the items produced (or delivered) when each step of the process is complete and are described using nouns.

In this diagram, the Activities are Define job role and Obtain sign off. The other symbols are the Deliverables.

An Activity will always have at least one input deliverable, which is the trigger for the Activity to start. The Deliverables output by the Activity then become inputs to other Activities. In our example, Vacant position triggers the Activity Define Job Role, which produces Job Specification, which is used by Obtain sign off.