Bruin Brief 2021-09-17: Process mapping
- Paul Macey
If you’ve read Harry Potter, you know that birds deliver important messages to wizards and muggles alike. This sleek carrier pigeon delivered a long note crumpled into a tiny blue backpack (see the photo!). The note asked this question: “How does stuff get done around here?” Our collection of process maps show exactly how we get stuff done!
What exactly is process mapping?
Just like the nursing process that takes us through systematic steps to assess, diagnose, plan, implement, and evaluate, we can use systematic steps to record standard operating procedures for an organization. These maps are a simple but powerful. Process maps uncover the layers of complex service processes – especially when these processes involve several stakeholders in different roles and offices.
First adopted as a business management tool to increase operational efficiencies, process maps are now used by many healthcare organizations to improve care quality and patient safety (Institute for Healthcare Improvement).
How does process mapping fit with our School vision?
The UCLA School of Nursing’s vision is to “improve the health, wellness, quality of life and nursing care of the people of California, the nation, and the world through education, research, nursing care, and community engagement.” To reach this vision, we refined a systems-based approach to continuous program improvement. In addition to routinely collecting program outcome data to make program improvement decisions, we push for process mapping to standardize and clearly outline our many important operating procedures in the school.
What is the value of process mapping?
Makes system processes transparent so it becomes easier to highlight problems, gaps, and needed improvements.
Avoids assumptions about system problems which can lead to solutions that do not address the actual problem.
Eases teamwork by making process steps, role expectations, and accountabilities clear to all. Allows for uninterrupted workflow and a smooth transition when someone leaves an SON position suddenly (temporarily or permanently) and others must quickly adapt. Increases workflow efficiency.
Who creates process maps?
We all do! When you are directly involved in implementing a particular system process or are affected by that process, you create a map to depict what you do. You have created maps for faculty onboarding, nurse specialty coaching and evaluation, and student admissions procedures. Thank you for capturing those valuable insights in map form so we can all understand how ‘stuff gets done around here.’
What are the steps for creating a process map?
It starts with you. A group of people who assist with or are affected by a particular process are the experts. We put them together to map what they do to accomplish a particular task or meet a goal. In the last few years, you have created process maps for preceptor selection, orientation, and evaluation process. Each person shares their own perspective of the current steps that are involved in the process including the problems encountered and how improvements can be made. From there, the group works toward consensus on how the process should flow and who is responsible for each step. Key to successful mapping is also clarifying reasons behind each step or decision made.
What is an example of a process map? Here’s a map for processing a student application for admission.
Tell me more! Where can I find all of the maps? Do they fit into a pigeon’s backpack?
No, there are too many maps to fit into a pigeon’s backpack. We moved them into Box. Here’s a list of the maps we have so far:
LIST OF PROCESS MAPS
You’re missing an important process that needs work. How do I get a process map made?
Nominate a process that seems confusing so we can get it mapped. Or nominate yourself to make a map. We will help by gathering the right people. Send a note to cmclean@sonnet.ucla.edu and lclark@sonnet.ucla.edu to get started.
Where can I find SON process maps?
We’re glad to invite you to the Box process map folder. Just email cmclean@sonnet.ucla.edu for an invitation.