Case Study
How a Legal Team Simplified Their Documentation of GDPR Related Processes
“It’s been a pleasure to work with Map Your Process over the past 12 weeks focusing on detailed process mapping, process improvement, process owner awareness, governance and driving continuous improvement. The company now has a solid process management structure and some brilliant initiatives to be implemented in the next 12 months or so.”
Background
- The client, a train operating company, wanted to gain better control of processes which involved the handling of personal data and build a continuous improvement structure to underpin them.
- Procedure documents had been created but with little consistency leading to a decision to create process maps to more clearly show the flow of personal data within the in-scope processes.
- Work had already been started with another consultant using an alternative methodology which had resulted in widespread disengagement with the project.
Requirement
- We were engaged to accelerate the creation of the process maps and provide training/mentoring to the employees who would manage the processes post-engagement
Approach
- Our first action was to simplify both the mapping approach and output to something that could be used by all in-scope employees.
- Mapping standards for creating easy to read Visio diagrams were produced and agreed with the client.
- Working to a set budget, a prioritised list of processes was agreed based on the assigned risk profile.
- Written procedures were converted to process maps.
- Any inconsistencies or anomalies were identified and raised to the project manager for investigation.
- Subsequent feedback was incorporated into updated maps.
- Training priorities and desired outcomes agreed with project manager, specifically: running live mapping sessions, process
improvement techniques, building a continuous improvement structure and providing process awareness training to process
owners. - Bespoke training documentation was produced to support all of the above
What We Delivered
- Fifty high and medium-risk processes converted from procedural documents to Visio in five days.
- Defined environment in which to continue process mapping initiative.
- Project manager able to run live mapping sessions and run simple process improvement initiatives.
- Relevant teams re-engaged with project.
- Employees aware of their role within process improvement.