Embedding the changes

Part 1


Transfer to digital

Part 2



Part 1 – transfer to digital

During the workshops you would have been able to capture and order the activity and people from your process maps.  Now its time to record the other elements relating to the documentation and decisions.  Refer back to your process maps to add information to the  template provided – this can be completed by a small group or one lucky individual set the task.

The template provided is on excel which is great for creating filters (e.g. to find out the range of activity a role is responsible for) and easy to search; however it’s not very visual and does not show the route when a decision leads in a different direction.  There is plenty of mapping software out there and choose the one that suits you and your organisation – remember some of these will charge a licence fee and might need some training.  Also, don’t over complicate it as it will need to be followed.

Here is a sample created on Visio, on the contract change element:  

Contract change

As well as Visio there is Miro, Lucidchart, Gliffy to name a few.  As always, please check with your IT department that its fine to download programmes!

You can also use the tried and tested traditional process mapping approach that uses different shapes and symbols that are universally recognised:  

To represent a step/activity of a process.
To represent a decision that has to be made.
To represent the start and end of a process.
To represent the connection between two steps and the direction of the flow.
To represent documents or information important in the process.

Part 2 – implementation

Now the really hard bit – implementing the change.  Sorry to say but it is unlikely you have a perfect process that needs no improvement.  However, some of the change needed will be quick wins that that be instigated immediately, and others where you might need to liaise with other departments.

Others improvements could be much bigger and even need a change in your constitution.  It could be your improvements are included in the council’s transformation plan with allocated resource and support.  This might mean making a case to your senior managers, and why it is important they are bought into the process mapping from the beginning knowing some change might be needed.

Inspiration example
Here's an improvement that was identified.

This is the process before business process mapping

And here's the suggested improvement:

This example shows that even changes allowed for in the contract were being processed through the full governance, when the could be agreed and logged by the contract manager.

  • Define the behaviour change you want
  • Determine the barriers to that behaviour change happening
  • Identify interventions to drive this change.
  • In relation to the process for procurements are there capacity gaps within team? If so, please describe below.
  • Are there any capacity gaps within the wider organisation? If so, please     describe below, including
    A) Name of the Department.
    B) The impact the current gap has on the procurement team.
    C) Describe how you feel this could be rectified.
  • What further skills do you feel you would benefit from to support the     procurement process? This could include 'soft skills', such as     negotiating, decision making or conflict resolution.
  • Please can you specify any training you have received in the last 3 years that has enhanced your skills in relation to your role. This could include learning webinars, conferences, or personal development material. Please state if the training was
    A) provided through the council or
    B) was independently sourced
  • What further skills do you feel you would benefit from to support the     procurement process? This could include 'soft skills', such as     negotiating, decision making or conflict resolution.
  • Is there any specific professional development (training, mentoring,     lectures/seminars) you would gain value from to support the procurement     process.
  • Please describe any current barriers to your learning.


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