Prerequisite

• Access to the Process (PM063) menu.

Introduction

SoftExpert Process provides a menu that, in addition to creating, also allows quickly and efficiently viewing the data of the processes recorded in the system, such as the process tree, the input & output diagram, the turtle diagram, the process flowchart, the RACI Matrix, the CMDB, and the process mining analysis.

See below further details about how to view processes:

Viewing a process

1. To view the data of a process, access the Process (PM063) menu.

2. Use the search filters to find the desired process and click on the Search button.

3. In the list of records, right-click on the process.

4. Then, choose between the Open data and Open flowchart options.

In addition to viewing the flowchart and the process data screen, it is possible to check other information:

Process tree

After right-clicking on the process, select the Open process tree option.

On the screen that will open, it is possible to view the process data in a tree format.

See a process tree example below:

Input and output diagram

After right-clicking on the process, select the Open I/O diagram option.

On the screen that will open, it is possible to generate a diagram in order to display all the inputs and outputs of materials and information that occurred in the process items, in addition to the stakeholders. 

The information in the diagram is divided into five columns:

Supplier	Displays the suppliers of the materials/information of each input. Each rectangle in this region represents a supplier.
Input	Displays all information or materials used by the process. Each parallelogram in this region represents an input. Click on the item to open its data screen.
Output	Displays all information or materials generated by the process. Each parallelogram in this region represents an output. Click on the item to open its data screen.
Process	Displays the process item. If this process has subprocesses, they can be viewed (in an input and output diagram, in a new tab) by expanding the process using the icon. Click on the item to open its data screen.
Customer	Displays customers that purchase input materials and information. Each rectangle in this region represents a customer.

Turtle diagram

After right-clicking on the process, select the Open turtle diagram option.

The Turtle diagram is an analysis tool that can be applied to all types of activities, decisions, and processes identified in the organization.

Each diagram has six boxes that focus on the process execution, inputs, and outputs.

See an example of the diagram:

Process flowchart

After right-clicking on the process, select the Open flowchart option.

On the screen that will open, it is possible to enable the process for editing, provided that the user has the appropriate permissions, and the process type has simplified revision control. To this end, simply click on the Enable editing button, displayed on the process flowchart screen and on the process data screen.

However, in processes whose types have ISO9000 or Workflow revision control, changes can only be made by the drafter in the revision draft step.

See, below, an example of a process flowchart:

Above the process flowchart, the Heat map button is displayed. This resource allows users to analyze the execution of process instances. This tool enables tracking the most accessed routes in the flowchart, checking which process steps work better and are more executed. Thus, it is possible to understand where improvements should be made and how failures can be avoided.

RACI Matrix

After right-clicking on the process, select the Open RACI matrix option.

On the screen that will open, it is possible to view the RACI matrix of the process. See the example below:

It is infeasible to track the schedule and manage the scope (and the deliverables) without the team members having the proper knowledge of their responsibilities in the life cycle of the process.

The matrix assists in human resources management during the development of the process by clarifying the roles to be performed over time. 

With it, it is possible to map all parties involved, assigning functions to each person in the activities to be carried out. The RACI matrix is composed of an acronym, which also defines the roles and duties of those involved:

CMDB

The Configuration Management Database (CMDB) gathers relevant information about the components of an information system. It is mainly used in the IT services of an organization in situations that require detailed tracking of the relationship between assets and business processes.

After right-clicking on the process, select the Open data option and, on the screen that will open, click on the CMDB button available on the toolbar.

In SoftExpert Asset, the CMDB relationship structure can be accessed through the button, located on the button bars of the following menus: Asset definition (AS016), View assets (AS030), and View computers (AS073).

The structure can also be viewed in the third quadrant of the menus mentioned above, through the Relationships option, which is available in the asset data screen.

Process mining analysis

Process mining aims to provide a detailed analysis of business processes, allowing the optimization of operations based on event records.

After right-clicking on the process, select the Open process mining analysis option.

For further details about the creation of the analysis, check the documentation of SoftExpert Data Lab.

Conclusion

Now you know how to view different types of data from processes created in the system in order to make their management even more complete!