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Finally, we will engage in brainwriting to further tease out the granularities of the steps identified within the SIPOCs.
Stakeholders
| Administration | Content & Access | Information Technology | Research & Education | Special Collections & Area Studies | Cross-Functional |
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SIPOC
SIPOC simply stands for:
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Conceptually a SIPOC looks like a table, and it lends itself well to being documented in a spreadsheet.
| Suppliers | Inputs | Process | Outputs | Customers |
|---|---|---|---|---|
List all suppliers of the process step | List all inputs to the process step |
| List all outputs pf the process step | List all of those supported by the process |
However, the interesting thing about a SIPOC, is that it is not created in the linear manner that the acronym suggests. The creation of a SIPOC, actually sort of happens inside out.
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(Adapted from https://www.isixsigma.com/tools-templates/sipoc-copis/sipoc-diagram/)
Phase 1: Identify & name the high-level process | ||||
| Suppliers | Inputs | Process | Outputs | Customers |
|---|---|---|---|---|
Phase 6 | Phase 5 | Phase 2
| Phase 3 | Phase 4 |
Once you complete a SIPOC, it can be reviewed with project sponsor(s), champion(s) and other involved stakeholders for verification.
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SIPOCs should range from a minimum of 4 steps and a maximum of 7. The following real example embraces the minimum:
Classic Digitization Project Requiring Bibliographic Metadata | ||||
| Suppliers | Inputs | Process | Outputs | Customers |
|---|---|---|---|---|
| Preservation & Digitization | Project Proposal Form | First Step: Determine Scope and Assign the Project | Decision and request for materials | Project Owner Preservation & Digitization Bibliographic Initiatives Access Services |
| Project Owner Preservation & Digitization Access Services | Materials (if needed) with Inventory & Metadata (if available) | Step 2: Create/Enhance Catalog Records | Catalog Records | Project Owner Preservation & Digitization Innovative Sierra OCLC WorldCat Researchers |
| Bibliographic Initiatives | Materials (if utilized) | Step 3: Prepare to return materials | Returned materials | Project Owner Preservation & Digitization Access Services |
| Bibliographic Initiatives | Final Documentation | Last Step: Notify Stakeholders | Project Owner Preservation & Digitization | |
RACI
When we have completed the SIPOC we can begin to conduct the RACI exercise. This exercise allows us to identify the roles and their accompanying responsibilities that they may have for each process step. This acronym stands for:
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The following real v1 and v2 examples are based upon the aforementioned SIPOC example:
RACI v1 | ||||
SIPOC Process Step | Responsible | Accountable | Consulted | Informed |
| Determine Scope and Assign the Project | Head of Bibliographic Initiatives1 | Acquisitions and Discovery Strategist | Digitization Program Manager Bibliographic Initiatives Staff | Digitization Program Manager Bibliographic Initiatives Staff Member Bibliographic Initiatives Unit Head2 Project Owner (if materials are still in Special Collections) Access Services Staff (if materials are still in Stacks) |
| Create/Enhance Catalog Records | Bibliographic Initiatives Staff Member | Bibliographic Initiatives Unit Head | Bibliographic Initiatives Unit Head Head of Bibliographic Initiatives | Bibliographic Initiatives Unit Head Head of Bibliographic Initiatives |
| Prepare to Return Materials | Head of Bibliographic Initiatives | Acquisitions and Discovery Strategist | Project Owner (if materials to be returned to Special Collections) Access Services Staff (if materials to be returned to Stacks) Digitization Program Manager (if materials to be returned to Preservation and Digitization) | Project Owner (as necessary) Access Services Staff (as necessary) Digitization Program Manager (as necessary) |
| Notify Stakeholders | Bibliographic Initiatives Staff Member | Bibliographic Initiatives Unit Head | Bibliographic Initiatives Unit Head Head of Bibliographic Initiatives | Digitization Program Manager Bibliographic Initiatives Unit Head Head of Bibliographic Initiatives |
RACI v2 | |||||||
SIPOC Process Step | Internal | External3 | |||||
| Head of Bibliographic Initiatives1 | Bibliographic Initiatives Unit Head2 | Bibliographic Initiatives Staff Member | Acquisitions and Discovery Strategist | Digitization Program Manager | Access Services Staff | Project Owner | |
Determine Scope and Assign the Project | Responsible | Informed | Consulted Informed | Accountable | Consulted Informed | Informed | Informed |
Create/Enhance Catalog Records | Consulted Informed | Accountable Consulted Informed | Responsible | ||||
Prepare to Return Materials | Responsible | Accountable | Consulted Informed | Consulted Informed | Consulted Informed | ||
Notify Stakeholders | Consulted | Accountable Consulted | Responsible | Informed | Informed | Informed | |
1 = Head of Bibliographic Initiatives: Overall leader of Bibliographic Initiatives
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Link to this section:go.osu.edu/dpa-workflow-analysis-status
| Area | Unit | Workflow | SIPOC | RACI | ||
| Participants | Notes | Yes/No | Notes | |||
| Cross-functional | Accessibility | |||||
| Administration | Business Office | |||||
| Content & Access: | Access Services: GoogleBooks | |||||
| Access Services: ILS | ||||||
| Acquisition & Discovery: Acquisitions | Firm Ordering Workflow | Moon Kim, Dana DeRose & Morag Boyd | SIPOC Exercise 2020.06.30 Kickoff 2020.05.15 | |||
| Acquisition & Discovery: Archival Description & Access | Managing Born Digital Archival Materials | Cate Putirskis, Ashleigh Minor & Morag Boyd | SIPOC Follow-up 2020.06.19 SIPOC Exercise 2020.06.01 Kickoff 2020.05.15 | Draft RACI Completed 2020.06.11 | RACI needs review; overlap in Accountability and Consulted/Informed | |
| Acquisition & Discovery: Bibliographic Initiatives | Morris Levy | SIPOC Exercise 2020.05.27 (potential related SIPOCs w/ILS and ERMT) Kickoff 2020.05.15 | RACI Completed 2020.06.02 | |||
| Acquisition & Discovery: ERMT | New Order | Anita Foster, Kevin Bauer & Morag Boyd | SIPOC Exercise 2020.06.24 Kickoff 2020.05.15 | |||
| Acquisition & Discovery: Metadata Initiatives | Metadata Workflow | Anna Klose, Ariel Bacon & Morag Boyd | Complete by 2020.06.12 SIPOC Exercise 2020.06.02 Kickoff 2020.05.15 | |||
| Collection Strategy | ||||||
| Preservation & Digitization | Classic Digitization Project | Miriam Centeno, Sarah Collier, Marcela Estevez & Amy McCrory | SIPOC Follow-up 4/8/2020 SIPOC Exercise 4/2/20102 | Draft RACI 2020.06.16 | ||
| Preservation & Digitization | Digitization Work | Miriam Centeno, Sarah Collier, Marcela Estevez & Amy McCrory | SIPOC submitted 4/13/2020 | Draft RACI 2020.06.16 | ||
| Preservation & Digitization | Project Proposal | Miriam Centeno, Sarah Collier, Marcela Estevez & Amy McCrory | SIPOC Exercise 2020.06.05 | |||
| Preservation & Digitization | Language Based DIgitization | Miriam Centeno, Sarah Collier, Marcela Estevez & Amy McCrory | SIPOC Exercise TBD | |||
| Scholarly Sharing: Copyright Services | Maria Scheid & Maureen Walsh | SIPOC Exercise 2020.06.23 | ||||
| Scholarly Sharing: Publishing and Repository Services | Johanna Meetz, Sean Moodie & Maureen Walsh | SIPOC Exercise 2020.06.30 | ||||
| IT | Application Development & Support | |||||
| Digital Initiatives & Infrastructure | ||||||
| Digital Preservation | ||||||
| Research & Education | Music Library | |||||
| Special Collections & Area Studies: | Archives: Byrd Polar Archives, Ohio Congressional Archives & University Archives | Archives Digitization | Tamar Chute, Carly Dearborn, Michelle Drobik, Kevlin Haire, Laura Kissel & Halle Mares | SIPOC Follow-up 2020.05.23 SIPOC Exercise 2020.05.18 | RACI Completed 2020.06.08 | sub-divided some process steps within RACI |
| Archives: Byrd Polar Archives, Ohio Congressional Archives & University Archives | Digital Access | Tamar Chute, Carly Dearborn, Michelle Drobik, Kevlin Haire, Laura Kissel & Halle Mares | Draft SIPOC 2020.06.08 | Draft RACI 2020.06.08 | ||
| Archives: Byrd Polar Archives, Ohio Congressional Archives & University Archives | Born Digital Accessions | Tamar Chute, Carly Dearborn, Michelle Drobik, Kevlin Haire, Laura Kissel & Halle Mares | Draft SIPOC 2020.06.08 | Draft RACI 2020.06.08 | ||
| Area Studies | ||||||
| Billy Ireland Cartoon Library & Museum | Project Digitization (excluding AV) | Jenny Robb, Marilyn Scott, Caitlin McGurk, Wendy Pflug, Susan Liberator & Anne Drozd | SIPOC Follow-up 2020.06.25 SIPOC Exercise 2020.06.10 | |||
| Billy Ireland Cartoon Library & Museum | AV Project Digitization | |||||
| Billy Ireland Cartoon Library & Museum | Patron on Demand | |||||
| Billy Ireland Cartoon Library & Museum | Born Digital | |||||
| Exhibits | Digital Exhibits | Ken Aschilman, Nena Couch & Beth Snapp | SIPOC Follow-up 2020.06.18 SIPOC Exercise 2020.06.10 | |||
| Exhibits | Potential: Digital materials in traditional exhibits | Ken Aschilman & Nena Couch | ||||
| Thompson Special Collections | Project Digitization | Jolie Braun, Nena Couch, Mara Frazier, Rebecca Jewett, Eric Johnson, Pasha Johnson, Lisa Iacobellis & Beth Kattelman | SIPOC Exercise 2020.06.08 SIPOC Exercise 2020.06.02 SIPOC Exercise 2020.05.26 | |||
| Thompson Special Collections | Patron on Demand | Nena Couch, Rebecca Jewett & Lisa Iacobellis | ||||
| Thompson Special Collections | Born Digital | Nena Couch, Mara Frazier & Beth Kattelman | ||||
Resources
- University Libraries:
- SIPOC Template or go.osu.edu/ul-sipoc-template
- SIPOC, RACI & Brainwriting: An Introduction to Exposing the University Libraries’ Digital Preservation & Access Workflows: PDF| Recorded Zoom (mp4 - 15 minutes)
- External:
- SIPOC in Wikipedia: https://en.wikipedia.org/wiki/SIPOC
- Lean Six Sigma Technique Tips – SIPOC by Pyzdek Institute: https://www.youtube.com/watch?v=AlN7eNOBPzg (7 minutes)
- How to complete the SIPOC Diagram by Six Sigma Development Solutions Inc: https://youtu.be/x8_I19PJBY8 (1 minute)
- SIPOC by LeanOhio: https://www.youtube.com/watch?v=_2_Ijfg4EVk (4 minutes)
- SIPOC Diagram explained (with example) by Bzhwen A Kadir: https://www.youtube.com/watch?v=j9oWnnbtkOo (7 minutes)
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