Link to this page: go.osu.edu/dpaDPA-workflowWorkflow-analysisAnalysis

Introduction

The DP&A's initial project is to identify our existing workflows that affect born digital acquisitions and processing, digitization, providing access to digital materials and the preservation thereof. Answering the question, “What are the intersections, gaps, redundancies and areas for improvement?”

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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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Link to this section: go.osu.edu/dpaDPA-brainwritingBrainwriting

The RACI is an important bridge to the brainwriting process. It helps us identify who needs to be in the proverbial room for the brainwriting exercise.

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Google Jamboard

(downloadable PDF version)

Jamboard is an easy and simple tool that provides us with the ability to utilize “sticky notes” and free style drawings to create details, to build up the activities that occur within each process step of our SIPOCs. The goal is to conduct an activity that combines Brainwriting and Affinity Mapping/Diagramming. In a nutshell:

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• Go to jamboard.google.com
• Click the + in the orange circle located in the lower right corner of the screen
• Select the background if you like (I like the dotted style so I can keep things neat and nicely aligned)
• You have the following options in the vertical menu:

Image RemovedImage Added

• 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).

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Below is an incomplete example of what Archives began to create during their initial Brainwriting session. 

Status Summary

Link to this section: go.osu.edu/dpa-workflow-analysis-statusDPA-Workflow-Analysis-Status

Link to detailed Project Status page: go.osu.edu/DPA-Workflow-Analysis-Status-Detail

Resources

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Initial Recommendations (2021)

In the Fall of 2021, based upon the discussion both within the DP&A and externally through the workflow documentation process, the DP&A developed and presented to its sponsors and initial set of five (5) key organizational gaps, their implications and recommendations to remediate and ameliorate these conditions. These five areas included:

• Processing of materials

• Prioritization and governance: this recommendation was additionally informed by the Digital Projects Planning, Priorities and Transparency project noted below; and has been actively worked on, since November of 2020 via the Digital Content Policy/Governance project linked below.

• Process management
• Resources
• Documentation

The report is completed with a discussion the categorization of the recommendations as immediate impact and long-term impact projects. A full accounting of the recommendations can be found in the Initial Recommendations document or on the Initial Recommendations (2021) wiki page.

Topical Resources

• University Libraries:
  
  • SIPOC/RACI/BW Template or go.osu.edu/ulLIB-sipocSIPOC-templateTemplate
  • 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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