> Business process mapping workshop > Session-notes

Session Notes

Ministry of Forests and Range
Forest Inventory and Timber Supply Analysis
Business Process Mapping Workshop - Session Notes

Objectives:

• Map the current situation, identify gaps and areas for improvement
• Identify all relevant MPB related business drivers
• Identify and confirm selection criteria in conjunction with business area priorities
• Identify roles and responsibilities
• Identify actions/next steps

Outstanding Parking Lot Items

• Communications to Research, Bureau, MDE, Forest health (need to complete this)
• What about community driven projects?
• Membership and scope of committee ' research and monitoring

Next Steps and Actions

#	Actions	By Who?	By When?
1	Capture maps and forward to Graham (Visio and Word) including notes and PowerPoint	JB and SC	Nov 16
2	Review and edit progress	Graham	Nov 17
3	Get Visio	Graham	Nov 17
4	Confirm project funding for First Nations, community driven projects, etc.	Melanie	Nov 30
5	Meeting with Ray Schultz, Henry, Brian regarding roles and responsibilities and communications out	Graham and Melanie	Dec 1
6	Post notes on web	Nigel	Dec 2
7	Plan a redesign session for new year (after Mesachie Lake)	Graham	Dec 31

Communications

To Who?

• Inventory staff
• Jim at Research Branch
• ADM Environmental Stewardship
• Kevin Jardine
• PWC
• Ray
• Bob Clarke
• Ralph Archibald
• Nancy
• Rod Davis

Key Messages:

• What we did.
• How this fits in the big picture

How?

• email with link to site

Session Notes

Opening Activities

What do you expect to accomplish today?

Group 1

• Define roles and responsibilities (Committee)
• Needs for communication reporting
• Define a workable process for $ processes - FFT, FIA, MPB-Fed
• Process to articulate Government needs for data - how much control does Government have?
• Clearly communicated criteria characterizing FFT / MPB-Fed / FIA
• Balance of resource allocation i.e. Human Resources
• Continuous improvement - evaluation
• Future follow-up to leverage gains - made in MPB area ' province-wide

Group 2

• Identify business drivers - ensure funds diverted and spent effectively
• Roles and responsibilities of staff - guidelines to proponents - CBMGs, Forest Health
• Data format and infrastructure - access, map view, data custodian?
• Extension and training - skill development
• Clarify funding envelopes - expectations, strategies, goals, and standards - coordination between MPB and FFT

Group 3

• Clear business process across all funding sources for inventory - FFT, FIA, Fed, Government
• Identify roles and responsibility of actual people (i.e. Names)
• Coordination of $ across all envelopes
• End of the day - Clear objectives, mission, next steps
• Consider infrastructure - Don't build something that will not be supported when inventory declines in MPB areas
• Do we want good information - 'strategic' - or really good information in local areas - 'operational'?

Operating Principles

• Dialogue
• Alignment
• Start on time, finish on time

Macro Map (Click to enlarge)

Stakeholder Needs Identification Process - Current Map (Click to enlarge)

Stakeholder Needs Identification Process - ITAC Wheels (Click to enlarge)

Planning Process - Current Map (Click to enlarge)

Pre-Implementation Process - Current Map (Click to enlarge)

Implementation and Beyond - Current Map (Click to enlarge)

Post Session Survey Results:

The Post Session Survey was administered to the participants at the end of the workshop. The purpose of this survey is to provide feedback and information to incorporate into planning activities for future sessions and meetings. Information gathered fall into the following categories:

• Overall Score out of 10
• Preparation
• Agenda
• Delivery
• Results

The graphed results report the percentage of respondents that agree (scoring either 4 or 5), to a series of statements related to their perception of how they viewed the session. Any scores where less than 80% agree are generally noted for future action.

The total number of responses was 13.

The overall score out of 10 was 8.7, or 87%.

Survey Responses:

All scores here were below 80%. Now that the first mapping session has been completed by the committee, greater amounts of preparation work can be done by the members, with a clearer idea of the purpose of these types of sessions.

All scores were high for this area. Comments suggest that the timeframes might have been tight for what was trying to be accomplished.

All scores were high in this area.

All scores were high in this area, particularly given that the purpose was not clear to all prior to the workshop.

Written Responses:

My most significant learning from this workshop was:

• How important business mapping is.
• We have work to do! We need executive direction to move forward.
• There is a lot of work to do!
• Knowledge gained.
• A process that I can use for other groups I am involved with.
• Better understanding of where the committee is trying to get to.
• Better understanding of the big picture and relationships between funding agents.
• Process of business mapping.
• How much work is expected of ITAC.
• Confirmed lack of readiness for implementation.

Future workshops like this could be improved by:

• Try and get all the participants to the session.
• More up front work/assignment by the group ahead of session.
• Realistic time frame - having standards so that we are better prepared for next steps.

Additional Comments:

• Good work.
• Need to get mission and roles/responsibilities more clearly defined.
• Good show.
• Hopefully more work will continue although I am unsure based on the schedules of the critical players.
• Need to follow-up with the redesign session.