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City of Santa Ana RFP 17-072 1 Statement of Qualifications (Revised 11/9/17) ' Figure 4: Phase 1 Key Activities & [Deliverables saanit7aP_. 11. 1 ...... .. assteH Roadmap This section of the proposal highlights how specific activities in the Roadmap portion of Phase 1 align to the description of work in the RFP, Process Documentation The first major area in the scope of work is to document all relevant As -Is Agency business processes. The initial effort during the Baseline & Benchmark sub -phase is to collect, consolidate and assess relevant process manuals, documentation and procedures. This will be done through interviews with subject matter experts, stakeholder interviews/surveys and review of available documentation. The goal will be to prepare for the current state roundtables (process review workshops), including identifying the structure of the workshops and most appropriate participants. We will conduct several workshops throughout the Business Processes Assessment and Implementation, Identifying opportunities for standardization and optimization of business processes. The initial goal of the first process review workshops, called the current state roundtables, is to understand the current state to a level well enough to identify the key inputs, outputs and hand-offs within the existing processes across the Agency. Chazey Partners classifies processes by their level of detail, between level 1 (function) and level 5 (desktop procedures). Whether a given sub -process is at a particular level depends on each clients operating environment, particularly if attempting to distinguish between levels 3 and 4. Simple processes may not need all five levels of granular detail. The levels of process documentation are illustrated in the attachments on page 32. It is important at this stage to not try to document to level 5 (desktop procedures) as the concern is falling Into the trap of "process mapping for the sake of process mapping'. This is where organizations spend a significant amount of effort mapping current state processes to a high-level of precision, having no clear roadmap on how to action change, and eventually filing the process maps away for future reference. We avoid this trap through having clear goals and methodologies for each phase of process mapping, matching the level of detailed mapping to the specific goals of the activity. The process maps are leveraged and revisited throughout the transformation journey. The initial As -Is process maps are typically developed to level 3. These maps highlight the end-to-end flow, location - specific requirements and the necessary hand-offs. A key design goal is to identify ways to standardize the process as much as possible across the organization to gain productivity efficiencies. Chazey Partners Revised per email communication request 10/31/17 20A-44