SIPOC - Questionnaire Template for BPM Methodology 

List of Items

  

  1. Administrative items

 

  • Meeting Date:

  • Entity:

  • Key Process:

  • Process:

  • Sub-Process

  • Elementary Process:

  • EP#:

  • Process Owner’s (name & position):

  • Main Stakeholder’s Name (names & positions):

  • Reviewer/Modeler’s name.

 

 

2. Reminder

 

As an introduction of a SIPOC interview Reviewer/Modeler should explain:

  • in which context this interview is taking place,

  • What are the stakes for the entity,

  • What is the mandate, which has been given by the “Management” and what are the objectives which have to be achieve and within which delay,

  • What is the SIPOC, project approach and methodology,

  • What should be the involvement of the Process Owner and the Stakeholders in order to achieve the proper result within the planning,

  • What could be the benefits of the SIPOC, project approach and methodology, (Supporting document could be a Communication plan from the management)

 

At the end of the SIPOC phase Reviewer/Modeler should ask to Process Owner and stakeholders if their expectations from the review have been achieve. If not Reviewer/Modeler should require what expectations haven’t be fulfilled.

 

 

 3. SIPOC Activity/Process Description

 

  • About the process itself – SIPOC

  • Organization of the entity (single country or few countries)

  • Number of people within the Process/department

  • Who owns the Activity/process (RACI Accountable)?

  • Who are the stakeholders (RACI – Responsible(s))

  • Describe process purposes/its objectives,

  • What is the added value?

  • Activity/process flowchart

  • Occurrence (Daily, weekly, Monthly, ongoing etc.)

  • Is the Activity/process driven and/or linked by specific regulation(s)

  • Describe the outputs/outcomes if the process is successfully performed

  • What are the main customers and main downstream linked activities/processes?

  • Among those customers is there any third party? (Interfaces & SLAs)

  • What are their level of involvement with the process (An exhaustive analysis of customers is crucial for the traceability of transaction)?

  • What kind of controls are made to ensure that the process is performed properly?

  • Do outcomes fulfill Customers’ requirements and/or expectations? (Complaints, rework etc.)

  • Describe what happens if something goes wrong?

  • Describe the risks associated to the process failure?

  • What are the controls in place to avoid that risk to occur?

  • Check who the suppliers of the Activity/process are, and what are the main upstream linked activities/processes?

  • Among those suppliers is there any third party? (Interfaces & SLAs)

  • Describe what are the inputs/data used to perform the process?

  • Describe if there is/are specific check(s) to verify the reliability of the inputs (especially when there are third parties involved)?

  • Describe roadblocks and/or issues (if any) which could lead to process inconsistency?

 

 

 4. What is supporting the Activity/Process?

This part is mainly an inventory of what is used to perform the process and what exist at the process level in terms of:

  • Applications:

    • ERP: modules, transactions etc.

    • Specific applications

    • EUCs (End user computing – meaning access database, critical Excel spreadsheets with pivot tables and macros especially when they are established and manipulated by a single user – Appropriate modus operandi should exist etc.)

  • Policies (when issued, last review etc.)

  • SLAs (when issued, last review etc.)

  • Matrices (when issued, last review etc.)

    • RACI

    • SOD

    • DOA

  • KPIs used to measure the efficiency of the Activity/process

  • Procedures and/or work instructions (when issued, last review etc.)

  • Reports/Documents

  • Audit reports and recommendations on the process etc.

In general any kind of documents which could allow to have a better understanding of the process.

 

 

Comments:

A complete inventory should be done. This is particularly useful for Job description and Knowledge transfer.

 

  

 5. Activity/Process improvement

  • What are measures to improve the Activity/process?

  • If yes, what those improvements will bring to the organization?

  • What should be the key success factors?

  • Are they quick wins which could be put in place easily?

  • If yes, what are they?

  • What will be the impact (savings, delays of implementation etc.)?

 

  

 6. Other involvements.

  • On a timeline how much time in % are you spending on this activity?

  • What is/are the other activity/activities you are involved in?

  • If few, what is the average Repartition in % of those other activities

 

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