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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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• In a brainstorming session we approach the exercise with an open mind where the sky is the limit, trying to get all the potential disparate ideas on the table from various points of view.
• However, the objective in front us, is to document the now, and what we are currently doing; not what we want to be doing, regardless of whether we are doing the right thing or not. Brainwriting allows us to dive deeper beyond those four to seven process steps and examine our processes with a finer granularity.

Brainwriting Tools:

Spreadsheet

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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

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Google Jamboard

(downloadable PDF version)

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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.

Below is a hypothetical an incomplete example of what Bibliographic Initiatives might Archives began to create during their initial Brainwriting session.  Please be aware that this is not a true reflection of what the Bibliographic Initiatives groups does, and it is created just as an example.Image Removed 

Image Added

Status

Link to this section:go.osu.edu/dpa-workflow-analysis-status

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