Toolkit for Phase 2A - IS (Process Analysis)

The following tools will help you complete the IS Phase of a Process Improvement Project (PIP). The tools are listed in alphabetical order.

There are two tables below. The first table lists general tools you may reference at any time while completing the Phase. The second table lists tools related to specific Steps in the Phase.

Tool Description When to Use
Deliverables Checklist

This tool will help you determine if you have completed all the eliverables applicable to a step. It will also help you plan by looking ahead to set the outcomes of future steps. There is a template with this tool. 

Phase 2A - IS (Process Analysis)
Glossary of Terms This tool will help you define unfamiliar terms. There is a template with this tool. Phase 2A - IS (Process Analysis)
IS Phase Role / Responsiblity Matrix This tool will help you understand the roles/responsibilities of individuals and groups during the IS Phase and each step in the Phase. Phase 2A - IS (Process Analysis)
Process Improvement Project Management Map This is a project management tool. It lists all the ePIP steps withs their corresponding outcomes, importance and roles responsible for completing each step. It also has columns for entering "Scheduled Completion" and "Date Completed" for each step. There is a template with this tool. Phase 2A - IS (Process Analysis)

Specific Tools

Tool Description When to Use
Assumptions Validation Worksheet This tool will help you capture decisions about the process assumptions as they are validated by the Steering Team. There is a template with this tool. Step 19 - IS Findings Review Session Conducted
Change Management 101 Presentation This tool will help you develop a slide presentation for a project team involved in a process improvement project. The content of the presentation deals with messages about change management and what project team members must begin doing to prepare the organization for the change and maintain productivity during times of change. There is a template with this tool. Step 10- Project Kickoff Held Step 16 - SHOULD Concept Session Planned
Communication to Interviewees(IS)  This tool will help you customize a pre-interview communication to IS interviewees. There is a template with this tool. Step 11 - IS Interviews Prepared
Components of a Successful Implementation Effort This tool will help you provide team members with some insights as they begin to think toward Implementation of the new process.

Step 18 - IS Findings Review Session Planned

Step 19 - IS Findings Review Session Conducted

Could-Be Designs This tool will help you begin thinking beyond "IS" by providing four examples of "Could-Be" Designs. Step 17- SHOULD Concept Session Conducted
Could-Be Priortization Worksheet This tool will help you prioritize the "Could-Be" Designs presented by the Design Team. There is a template with this tool. Step 19 - IS Findings Review Session Conducted
Cross-Functional Process Map This tool will help you create a picture of the sequenced steps, across functions that depict how input(s) are converted to output(s). It shows the flow of inputs/outputs of the process to be improved through and across all applicable functions in the organization. Step 13- IS Process Straw Documents Developed
Disconnects This tool will help you to identify potential Disconnects during the IS Process Validation and SHOULD Concept Sessions and record them for categorization and prioritization. There is a template with this tool. Step 15—IS Process Validation Session Conducted
Human Performance System Checklist This checklist, along with the Human Performance System Model, will help the Design Team during their IS Process Validation Session and when they develop the SHOULD Map. These tools will help them determine the Human Performance System factors contributing to disconnect performance for a given job category or group of performers and whether those jobs should be designed out of the process or changed. There is a template with this tool.

Step 15—IS Process Validation Session Conducted

Human Performance System Model This tool, along with the Human Performance System Checklist Tool, will help the Design Team identify Job-Level Disconnects during the IS Process Validation Session and will help them document jobs that must be changed once the new process is designed. You will also use this tool during Implementation as a reference when preparing employees for the changes they will need to make in their performance.

Step 12—IS Interviews Conducted

Step 14—IS Process Validation Session Planned

Step 15—IS Process Validation Session Conducted

Implementation Phase Role/Responsibility Matrix This tool will help you understand the roles/responsibilities of individuals and groups during the Implementation Phase and each step in the Phase.

Step 18—IS Findings Review Session Planned

Step 19—IS Findings Review Session Conducted

IS Findings Review Session Memo This tool will help you customize a memo inviting Steering Team members to the IS Findings Review Session. There is a template with this tool. Step 18—IS Findings Review Session Planned
IS Interview Scheduling Guidelines This tool will help you schedule the IS interviews. There is a template with this tool. Step 11—IS Interviews Prepared
IS Interviewing Guidelines This tool will help you understand general guidelines you may want to follow during your IS interviews to learn as much as possible about the process. Step 12—IS Interviews Conducted
IS Phase Role / Responsibility Matrix This tool will help you understand the roles/responsibilities of individuals and groups during the IS Phase and each step in the Phase. Phase 2A—IS (Process Analysis)
IS Process Validation Session Agenda This tool will help you customize a detailed agenda in preparation for the IS Process Validation Session. There is a template with this tool. Step 14—IS Process Validation Session Planned
IS Process Validation Session Memo This tool will help you customize a memo with an agenda inviting Design Team members to the IS Process Validation Session. There is a template with this tool. Step 14—IS Process Validation Session Planned
IS Validation and SHOULD Concept Session Agenda This tool will help you customize a detailed agenda in preparation for the IS Validation and SHOULD Concept combined session. There is a template with this tool. Step 14—IS Process Validation Session Planned
IS Validation and SHOULD Concept Session Memo This tool will help you customize a memo with an agenda inviting Design Team members to the IS Validation and SHOULD Concept combined session. There is a template with this tool. Step 14—IS Process Validation Session Planned
Kickoff Meeting Memo This tool will help you develop a memo and agenda that will be distributed to Steering Team members, Design Team members, and the Project Sponsor / Process Owner in advance of the Project Kick-Off Meeting. There is a template with this tool. Step 10—Project Kickoff Held
Leadership Kickoff Presentation This tool will help you build a customized presentation to educate the organization’s leadership about the impact they should have on the Change/Transition effort. The presentation highlights their roles and responsibilities as Change Leaders and Sponsors of change throughout the process improvement effort. One of the repeatedly recognized critical components of a successful project is Sponsorship. This presentation should be delivered to the Process Owner, Steering Team members, and key managers who attend the project announcement briefing. It will be helpful if the audience has some understanding of Change Management and Human Behavior during a Change effort. There is a template with this tool. Step 9—Project Announced
New Team Member Orientation This tool will help you plan an orientation of new members to the Design Team after the project has formally kicked-off. Step 17—SHOULD Concept Session Conducted
Organization Barriers and Enablers This tool will help you identify strengths and weaknesses of the current organization. Utilize this tool as a survey instrument when input is desired to understand the organization’s strengths and weaknesses as they exist in the current environment. When combined with the results of the Readiness/Disruption Tables and the Rating Past Efforts Survey, the analysis of the data collected with this instrument should provide actionable plans for creating interventions to manage the change effort during Implementation. There is a template with this tool. Step 19—IS Findings Review Session Conducted
Organization Style Assessment This tool will help you create an overview of current organizational characteristics that may need to be addressed or changed as you move toward implementing the redesigned process. The tool can also be used to compare different functional group profiles and to identify where there may be resistance or friction between groups. As you begin planning for Implementation, having the current organization profiled and the SHOULD organization conceptualized will help you identify gaps that need to be addressed. This tool collects data during the Define and IS Phases that is then incorporated into tasks during the SHOULD and Implementation Phases. There is a template with this tool.

Step 10—Project Kickoff Held

Step 11—IS Interviews Prepared

Step 12—IS Interviews Conducted

Past Implementation Efforts Questionnaire This tool will help you gather input from individuals about the effectiveness of past Implementation efforts conducted in the organization. Each individual will rate the organization's effectiveness in managing each of the factors listed in the questionnaire. The ratings reflect the individual's perception of how effective the organization has been in handling past change efforts similar to the current one. There is a template with this tool.

Step 18—IS Findings Review Session Planned

Step 19—IS Findings Review Session Conducted

Performance Planning and Review This tool will help you planning and managing the performance of individuals working on the Process Improvement Project and those who will be impacted by changes in the process (i.e., Design and Implementation Team members and members of the Receiving Organizations). There is a template with this tool. Step 10—Project Kickoff Held
PIP Kickoff Training This tool will help you deliver process improvement training to Design Team members or others who need an overview of the Process Improvement and Management Methodology. There are three templates with this tool. Step 10—Project Kickoff Held
Process Redesign Framework This tool will help you understand the implications associated with Implementation of a process redesign effort at all Three Levels of Performance.

Step 18—IS Findings Review Session Planned

Step 19—IS Findings Review Session Conducted

Short-Term Action Plan This tool will help you record Implementation issues that should be addressed as the project moves forward. These issues may be identified by the Design Team, Steering Team, and Stakeholders during any of the progress review sessions. There is a template with this tool.

Step 18—IS Findings Review Session Planned

Step 19—IS Findings Review Session Conducted

SHOULD Concept Session Agenda This tool will help you customize a detailed agenda in preparation for the SHOULD Concept Session. There is a template with this tool. Step 16—SHOULD Concept Session Planned
SHOULD Concept Session Memo This tool will help you customize a memo with an agenda inviting Design Team members to the SHOULD Concept Session. There is a template with this tool. Step 16—SHOULD Concept Session Planned
SHOULD Design Specifications This tool will help in developing a set of SHOULD Design Specifications that will meet Project Goals and have a positive effect on the Critical Business Issue. Step 17—SHOULD Concept Session Conducted
SHOULD Organization Profile This tool will help you get an overview of possible desired future state behaviors and operating styles that would support and enable the SHOULD process design. The Profile can be used to compare current and future organization profiles and to develop action plans for the Leadership team to support and reinforce behavioral changes. This tool can be used during the IS and SHOULD Phases. The feedback and conclusions drawn from discussions around this tool should be incorporated into the Implementation Plan. There is a template with this tool. Step 17—SHOULD Concept Session Conducted
Six Common Problems With Change Efforts This will help you understand the most commonly identified problems organizations face when trying to implement change.

Step 9—Project Announced

Step 17—SHOULD Concept Session Conducted

Sponsorship Scorecard This tool will help engage a group of people in active participation or sponsorship of a project. Because sponsorship can occur at different levels in an organization and with different groups of people, this tool can be modified and used at a number of points throughout the process improvement project. There is a template with this tool. Step 17—SHOULD Concept Session Conducted
Stakeholder Analysis This tool will help you collect and analyze data on key stakeholders. It allows for collection of more detail about each stakeholder’s organization, roles, titles, reporting relationships, physical/geographic location, shift work, software/hardware tools used, special job skills, change agent capabilities, level of resistance identified and other types of data. All this data will be helpful during change intervention planning, particularly as you’re anticipating managing resistance and productivity. There are three templates with this tool.

Step 11—IS Interviews Prepared

Step 12—IS Interviews Conducted

Step 13—IS Process Straw Documents Developed

Step 16—SHOULD Concept Session Planned

Step 17—SHOULD Concept Session Conducted

Steering Team IS Review Presentation Planning This tool will help Design Team members plan their presentation of IS Findings to the Steering Team.

Step 17—SHOULD Concept Session Conducted

Step 18—IS Findings Review Session Planned

Team Effectiveness This tool will help you evaluate team members during a Team Effectiveness Review Session so they can individually rank their team's effectiveness. There is a template with this tool. Step 17—SHOULD Concept Session Conducted