“Most organizations do not have the information, processes and tools needed to make informed, responsive decisions due to under-investment in information infrastructure and business tools.” -Gartner, Inc.

Over the years experts have found several dimensions that an organization can focus on to improve their business. Figure 1.1 illustrates the three critical dimensions that organizations typically focus on: people, procedures and methods, and tools and equipment.

But what holds everything together? It is the processes used in your organization. Processes allow you to align the way you do business. They allow you to address scalability and provide a way to incorporate knowledge of how to do things better. Processes allow you to leverage your resources and to examine business trends. This is not to say that people and technology are not important. We are living in a world where technology is changing by an order of magnitude every ten years. Similarly, people typically work for many companies throughout their careers. We live in a dynamic world. A focus on process provides the infrastructure necessary to deal with an ever changing world, and to maximize the productivity of people and the use of technology to be more competitive.

1.1. Business Process Analysis
Process optimization includes assessments and analysis in multiple functional areas. Proactsys’s approach to benefits management is aligned with research that shows that the return on investment ROI of a technology solution has a direct relationship with how the technology will change, and its impact on the people that use it. Whether it be a systems deployment or re-engineering of processes, it is essential that the end-to-end impact of that process is examined and appropriate action planned to implement it. It has been demonstrated that efforts to encourage full ‘adoption’ of process are critical to maximizing benefits of process.

A total process optimization effort includes:

Initiation and mobilization to establish project scope and governance.

• create benefits work stream

• identify key stakeholders to ensure commitment and buy-in

• communicate and agree approach for identification, base-lining, realization, and re-base-lining of benefits

• create, and agree high level plan to support the definition phase

Information gathering involves structured interviews, workshops and operational observation, to identify actual delivery benefits against scope, to include:

• functional delivery benefits

• organizational and operational impact and benefits of planned changes

• Gathering reference statistics and reports to support assumptions.

• Conducting any operational observations, as needed/appropriate.

Analysis – or assessment of information gathered to understand:

• the benefits that can be expected

• the recommended measures and KPIs to be used, and the rationale behind that

• cross domain contractual review

• Other opportunities for improving adoption/reducing risk, and ensuring cost avoidance through process change or legacy tool retirement.

Feedback and validation – deliverables might include:

• initial benefits and KPI definition

• operational baseline approach and monitoring plan

• contract for delivery, base-lined against benefits

• roadmap for the execution phase to realize benefits

• options/recommendations for further improvements

• adoption improvement and risk reduction proposals for review

These findings and options will be reviewed with key stakeholders, with the objective of signing off the detailed recommendations scope approach and plans for the next stage.

Execution – once the benefits program is agreed and established, the base-line will be established against the agreed KPIs.

Once successful implementation is achieved then measurements will be applied again and the realization position is established. This can then be used to drive contractual payments if linked, or further activity aimed at solving issues or driving better adoption to push the realization forward.

1.2. Business Process Development
Our services draw upon the service delivery and support experience of our team to help not only align, but to fully integrate the technology solutions with business needs.

Proactsys Consulting develops and implements process changes which deliver clear business benefits to clients.  Our services are underpinned with a full understanding of the time tested operating standards.

Process re-engineering requires strategic vision to drive forward business performance transformation through technology, organization and most significantly, through the working practice and skills of the people involved.

As organizations strive towards the application of effective and efficient process management as a key enabler towards achieving their strategic development, deploying a formal framework of industry recognized processes is one of the methods available to them. Specific expertise is required to build a process hierarchy that is aligned to the strategic business plan and incorporates all of the critical business processes of strategy, operations and enterprise. 

Key Deliverables:

• Create start-up company operating models and processes

• Benchmark and change existing business functions and services

• Develop system requirements as per business objectives.

We also apply ‘lean’ process techniques to achieve continuous improvement through the elimination of wasteful usage of resources across the end-to-end business processes. Analysis of the core revenue generating functions of a business is one of the fundamental building blocks we employ. Guided by the objective that the process should add value to the customer, we apply process streamlining, work pull-through, and workflow analysis techniques in search of the optimum process solutions.

1.3. Process Management and Governance
“Life is a process. We are a process. The universe is a process.” Anne Wilson Schaef

As part of our operations change management profile we utilize a unique methodology for process governance. This methodology not only assists clients manage process change but also helps organizations establish a change management culture within the organization that will support "continuous process improvement" within the organization.

An assignment typically begins with an assessment of the client’s process capability, maturity, attitude and culture. This drives a number of recommendations depending on the position of the company and its aspirations, as well as the potential benefits of instilling a process culture and giving it functional focus.

A development program is agreed, which covers

• scope of pilot areas

• identification/recruitment of process champions

• training of process culture and methods

• process roadmap

• development of company wide communications and training program

• procurement of process management s/w

• Establishment of Process Governance and ‘constant improvement’ goals.

Once successfully established, we recommend regular ‘check-ups’ to provide a view on the quality of the process operation and that capability is moving up the scale and not falling away.

Clients for this service are typically: 

• new start-ups looking to implement ‘best-practice’ ideas

• companies looking to create a process driven culture, and which see benefits in standardizing across business channels

• Companies which are merging with other operations where alignment of process will be key to leveraging success.

1.4. Risk Control Matrices
Risk Management is identifying, assessing, prioritizing risks and controlling the probability and/or likely impact of potential risk events occurring within a business. Business success or failure can be influenced by the way businesses manage their risk. 

Proactsys offers the following services to all businesses;

1. Conduct risk assessments of business processes and policies

2. Conduct process mapping workshops to identify critical workflows and risk associated within each workflow process

3. Develop risk management plans to meet legislative, regulatory or quality standard requirements

4. Formulate strategies to mitigate risk in order to maintain the status quo

Proactsys utilises a holistic approach to managing risk. Utilising a simple risk matrix enables businesses to systematically assess potential risk events and develop strategies that manage each risk.