Process Integration - Case 1

The Need

A private college was implementing software to manage its classroom/event scheduling and room use, which would require a change from existing practices. The college had multiple and varied practices that guided space allocation, but no formal procedures or policies. Many aspects of classroom and event scheduling were done manually. The college wanted to establish standardized policies, procedures and best practices, and document them.

Solution

We worked with the college to document the current state of their business processes and facilitate a project strategy workshop to define the project objectives and business requirements for the future state:

• Process mapping sessions: We conducted process mapping sessions and documented the current state business processes.
• Cross-functional reviews: We conducted cross-functional reviews of the process maps and documentation and made revisions.
• Project Strategy Workshop Facilitation: We assisted in facilitating the Project Strategy Workshop, leading general and breakout sessions to confirm requirements, resources, scope, and constraints needed to build a work breakdown structure.

Results

We produced an Implementation Strategy Document (ISD), which functioned as a baseline document for managing project scope and schedule. It was used to map the college’s business requirements to the new software and to develop a plan for the subsequent phases of the implementation.