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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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We are currently using two tools to capture the Brainwriting activity. We initially chose to utilize Google's Jamboard in an attempt to replicate the use of sticky notes and whiteboards, which one would typically use for this exercise if we were able to meet in the same physical space. While this worked well for a tangential DP&A project, it became distracting for individuals to do their personal "brain dump" of micro-steps for each of the SIPOC's macro-steps. We engaged the initial group to use Jamboards with our observed concerns, and discussed other more user-friendly options for capturing the necessary data. That lead to the development of a spreadsheet template tool that is integrated into the existing SIPOC/RACI spreadsheets that also consolidates the data for each Workflow. We are not discarding Jamboards outright as it may be useful in limited situations where the SIPOC is not overly complex, as well as still potentially utilizing it for visualization purposes.

Spreadsheet

(...Coming Shortly...)The Brainwriting activity allows us to delve into the details that we "left on the roadside" as we aggregated the workflows up to the 4 to 7 macro-steps of the SIPOC. The RACI allowed us to begin to bridge to the Brainwriting and addtional granualrity by potentially beginning to identify seperate streams or channels based in responsibility and accounatbility, format or nature of a project. For example, in the example illustrated above for the "Archives Digitization Workflow" the First Step, Request for digitization, in the RACI is broken down into 2 channels:

• Channel 01: Patron Requests. This can be further divided into sub-channels based upon format or size:

  • Channel 01-01: Patron Requests - Photo(s)
  • Channel 01-02: Patron Requests - Documents
  • Channel 01-03: Patron Requests - Requires spcecialized handling via Preservation & Digitization
  • Channel 01-04: Patron Requests - Requires spcecialized handling via Byrd Polar and Climate Research Center
  • Channel 01-05: Patron Requests - AV transfer on Steenbeck
  • Channel 01-06: Patron Requests - AV transfer via vendor
• Channel 02: Project Digitization

In the spreadsheet tool, the macro-steps from the SIPOC become the columns, and the rows become all the micro-steps necessary to complete the particular macro-step. Addtionally, each column is sub-divided to record notes and potential dependencies for each micro-step, if necessary.

How do we use the Spreadsheet?

The Brainwriting template and a "ReadMe - Brainwriting" tab have been added to the SIPOC/RACI spreadsheet template. For those that have not yet begun teh workflow analysis process, the template has been updated in the appropriate folder. For those that have already begun teh SIPOC and RACI activities, we will add the ReadMe tab and template to teh existing SIPOC/RACI before the start of the Brainwriting process. It is strongly encouraged create new tabs for each channels/sub-channels before the brainwritng activity commences and copy the template to the new tabs.

1. Identify the appropriate workflow
2. Identify the appropriate Channel(s)/Sub-channel(s) if necessary
3. Fill in all appropriate steps from your Unit's SIPOC. For Brainwriting, the Steps are represented as Columns as opposed to Rows. If there are less than seven steps, delete the appropriate columns.
4. Fill out step details in rows below each Step that are necessary to complete that Process Step.
5. When necessary, create notes or identify dependencies for the Process Step Details. Dependencies are the relationship between conditions, events, or tasks such that one cannot begin or be-completed until one or more other conditions, events, or tasks have occurred, begun, or completed.

Spreadsheet in action…

Below is an example of a partially completed Brainwriting activity based upon the Archives Digitization SIPOC/RACI

Google Jamboard

(downloadable PDF version)

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We will use the very basic versions of both activities in order to generate all possible actions and details that take place within each step of a SIPOC, understanding that we may have to add additional categories as we zoom in from the “satellite view” to “street level” perspective.

How do we use Jamboard?

It is super simple with 5 color sticky notes, multiple frames and free-style annotations/connections capabilities. While we will supply shareable links for the Brainwriting exercises, you can do the following to familiarize yourself with the tool:

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• Start by naming the Jamboard to coincide with appropriate SIPOC.
• Next,  SIPOC process steps can be added as top categories. All participants can now  add their sticky notes, identifying microprocess steps along with connecting lines and/or other supporting details.
• Depending upon the nature of the SIPOC, the number of microprocesses identified could begin to overcrowd a frame; in this situation, a frame could be used for each process step, as opposed to trying to fit all steps on a single frame.
• When we complete a Jamboard, it can be exported to a PDF (export example of diagram below).

Jamboard in action…

We will invite the individuals that were identified during the RACI exercise to make sure we are capturing all relevant and pertinent information that can inform our Value Stream Mapping activities.

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