Process Mapping

Process maps are used to help analyse and understand a process and to aid its improvement or, ultimately, its replacement. The process map can show what controls a process, what it produces, what areas it covers and which elements make up the process. It shows the sequence of activities, flow of information, decision points and the range of possible process outcomes. They are usually presented in the form of a flow diagram. For this you need to agree a schema to represent the different types of flow and transaction on the process map - we recommend you use Unified Modelling Language, or UML.

Unified Modelling Language (UML)

This is the only recognised international standard for drawing process maps. The basic principles of UML are very simple and the chances are that most of you will have encountered UML diagrams and been able to interpret them easily without knowing anything at all about UML or even recognising that the diagrams were using a formal set of conventions.

The basic elements of UML notation are shown below. This is really all you need to know to get started on drawing process maps. You will probably sketch out your process maps on paper or a white board initially but most software packages with graphics functionality support the use of standard UML symbols. If you are buying a software package especially to support your process mapping you should ensure that it is fully UML compliant. UML is merely a diagramming notation not an analytical method in itself. How you interpret the maps you draw is critical to how well you succeed against your objectives.

The diagram below shows an example of a generic enrolment process at a very high level - the input is the applicant's acceptance of an offer from an institution. The transformation is the amending of their record to indicate the change in status to expected student and the tasks required in order to facilitate the enrolment of a student and the output is the completion of the Enrolment form by the Student. The elements involved in the transformation part of this process can vary in the degree of detail and complexity.

The actual process can involve a host of pre-enrolment and enrolment actions that need to be undertaken to transform the applicant to the stage where they are in a position to complete an enrolment form. Mapping the next level of detail, including some of the administrative, system and other tasks involved can be done by using a UML diagram (see below).

Benefits of using UML and the context in which it was used were outlined in project reports for the TUC pre-course support system/Union Education Online (UEO) projects.