Organizational Process Analysis Team - Maricopa Community Colleges

Additional Services

Process Documentation Analysis Service

This service creates a step-by-step description and diagram of the process(es) by which the work is accomplished. Usually working in a team setting, employees representing the identified area are questioned about the content and sequence of work activities. The findings are used to build the Process Description documents. This is the base level of service offered by the Organizational Process Analyst Team, thus it does not include a listing of data requirements, rules, policies, or any further analysis of the relative quality of the process(es).

These simple process descriptions can be useful as the foundation for further analysis, or as the basis for continuous improvement efforts. Additionally, the activity of developing these documents can improve staff understanding of the work that is done and greater consensus on best practices can be developed if the process descriptions are shared and discussed with all employees involved.

Example of Process Description.pdf
Example of Process Diagram.pdf

Data Requirements Analysis Service

This service identifies and describes the data requirements of the process(es). Each piece of information (e.g., name, address, account number, phone, etc.) which is used and/or recorded by the process is identified, defined, and referenced to the appropriate process step(s). The output of this service may be used to determine whether information management systems are meeting the needs of the process(es) or as the preliminary requirements for the creation of a computer system to support the process(es). This documentation may also be used to indicate therequirements for any forms use.

Example of Data Requirements.doc

Process Rules Analysis Service

This service identifies and describes the rules, policies, and regulations which govern the process(es) or employees operating the process(es). When useful documentation of the rules already exists, each process step will have references to the appropriate rules document. An example of this would be the Financial Aid processes and the Federal Student Financial Aid Handbook. When useful documentation of the rules does not exist, it will be created.

Documenting rules can be a very laborious task, often requiring more time and effort than any other service offered by the Organizational Process Analyst Team.

The output of this service could be used to develop procedure manuals for an area.

Example of Process Rules.doc

Functional Requirements Analysis Service

This service identifies and describes the functional requirements for supporting technologies. Functional requirements are process steps that are intended to be automated. A separate listing is created and, as with the process steps, a name and description is written for each functional requirement. Data and rules created in other services will be referenced to both the functional requirements and the process steps.

Because the roles of employees and computers have been separated, the output of this service can be analyzed to determine the relative quality of processes. It is also a better foundation than the simple process descriptions for the analysis in subsequent services.

Example of Functional Requirements.doc

Job and Organizational Analysis Service

This service creates job descriptions and organization structure changes that support the process(es). This service is normally applied to all of the processes included in a project. It must be done, therefore, after all of the processes have been identified and described (Process Description Service).

Each process will have at least one role identified for it. Each role represents some portion of the work assignment of an employee assigned to operate the process. Job analysis is the investigation of possible ways to combine these roles into job descriptions, identification of the most useful combinations, and determination of the number of employees needed to support the process(es). Organization analysis investigates the impact of the new job(s) on the institution's organization structure.

The output of this process can be used to begin reorganizing personnel and departments to support the future process(es). New job descriptions can be submitted for reclassification and new management structures can be determined.

A team assigned to this service must have members who represent all of the organizational areas to be included, not necessarily one member from each area.

Example of Job and Organizational.doc

Location Analysis Service

This service designs workstations and office space(s) for the future job(s) identified in the Job and Organization Analysis Service. Factors such as communication with other employees, communication with students, office equipment needs, and need for privacy are considered in designing the sizes and shapes of workspaces. The goal is to create a space that will facilitate optimal operation of the future process(es) and job(s) designed in other services.

The output of this service can be used as a plan for reallocation of existing college space and will provide useful information to an architect designing new buildings.

A team assigned to this service must have members who represent all of the organizational areas to be included, not necessarily one member from each area.

Example of Location Analysis.doc

Workstation Design Analysis Service

The design of an employee's workstation should be based on the type of work they do. The duties of today's service and information worker, which clearly includes college student services employees, center around communication with people. Therefore, we will focus much of our workstation analysis on the type and frequency of communications with students and other test takers.

The processes under analysis here can be collected as duties into a role combination, or hypothetical job description, that we have labeled "General Testing Technician." Comparing this role combination to MCCCD jobs used in the testing services, we find generally that the existing job descriptions are adequate.

Example of Workstation Design.doc