Process Documentation

Work Product Description

A processClosed set of interrelated or interacting activities that use inputs to deliver an intended result. ISO 9000:2015. is a set of interrelated or interacting activities that use inputs to deliver an intended result. ISO 9000:2015.

Interrelated or interacting: The activities within the process work together to produce the intended results required to achieve the objectives and goals of the process.

Activities: descriptions of two or more activities to be carried out by people in the organisation. The activities also identify the Technology Interaction Points.

Inputs: The work products to be used or conditions necessary to carry out the activity

Intended Result: The intended result can be an output of a process, a product or service from the organization. Other terms used are work product, outcome, etc.

A Process Description contains the top level information about a specific process. This process description working view of the whole process and supporting information.

The supporting documentation are all referenced through the process description to keep the process description focused on 'what to do' rather than the details of how to do the work.

Over time, the use of this document will reduce as people become competent using the process. The process description is also the starting point for any improvements to the process.

The process description and the supporting documentation becomes the full body of knowledge about the process.

Contents

The Process Description contents are:

Formal Support Documentation

Detailed Support Documentation

  • Measurement Specification
  • Glossary of Terms

Training Materials

  • Training Materials provide a way to transfer knowledge about a process.  There is generally a structured set of materials which can be used by an individual (self study) or in a classroom environment.  There may be an instructors guide, a workbook, some examples, etc.
  • Additional guidance materials to help carry out the process
  • Example of how to use the process
  • Exercises to help practice the activities within the process.
  • Practical and relevant examples are critical to a consistent implementation of a process.  These may be created during development as a sample of expected best practice for use in piloting.  The pilot teams using the process may then provide examples for the roll-out.

Tools

  • Tools can provide both productivity and accuracy gains for people implementing the process.  These must be carefully specified and evaluated by the team for suitability for use in the organisation.  
  • Descriptions of associated tools
  • Examples of using the tools
  • User guides or online help.

Processes Creating, Updating and Using this work product:

Completion Criteria:

Process Description has been reviewed and approved.

Process Owner has taken responsibility for the process.

Examples

The Managing Successful Projects (PRINCE2) Manual is an example Process Description for the Project Management Process Design Pattern. This PRINCE2 manual can also be condensed to 15 to 20 pages if people are all trained on the process. So given the correct training, the actual Process Description may be very small.