How to Develop “AS-IS” Business Process Map

How to Develop Business Process Map

This tutorial was created to simplify the process of creating a Business Process Map for your organization(s). In my experience, people try to codify the business process map where they follow strict guidelines as well as complicated notations to map out business processes. Consequently, they lose sight of what is the most important part of a business process map — a simple and powerful communication tool to document the business activities from start to finish.

“How to Develop “AS-IS” Business Process Map” applies rules discussed in “9 Simple Rules of Business Process Mapping” to map out the “AS-IS” loan application process from applying for a loan, reviewing that, and finally funding that loan.

1. Description

The loan application process consists of the following processes at varying degrees of levels:

• Level 1: Loan “AS-IS” Process
• Level 2: 1. Apply for a Loan
• Level 2: 2. Review Loan Application
• Level 2: 4. Provide Loan Offer
• Level 2: 5. Does Not Provide Loan Offer
• Level 2: 6. Review Loan Offer
• Level 2: 8. Fund Loan

2. Prerequisites

The following are prerequisites for this tutorial:

• Part 1–9 Simple Rules of Business Process Mapping
• Basic knowledge of Microsoft Visio. There are multiple tutorials available online on using Microsoft Visio.
• Basic knowledge of Microsoft Visio’s BPMN Basic Shapes stencil. This stencil is used since it produces a professional-looking process map. Please note that we do not use most of the functionality of this stencil since it goes against our keep-it-simple philosophy. There are multiple tutorials available online on using Microsoft Visio’s BPMN Basic Shapes stencil.
• Basic knowledge of Microsoft Visio’s Cross-Functional Flowchart Shapes stencil. This stencil is used to create horizontal swim lanes.
• Basic knowledge of Microsoft Visio’s Hyperlink feature where you can link a shape in the diagram to another diagram page. This is useful since we will need an easy way to navigate between different diagram pages.

3. Develop “AS-IS” Business Process Map

3.1. Level 1: Loan “AS-IS” Process

When developing an “AS-IS” business process map, it is best to develop a simple business process map using your knowledge of business processes or if available, working with a single Subject Matter Expert (SME) as referenced in “9 Simple Rules of Business Process Mapping”.

Please note that it is a rare occurrence in a large-sized organization where one SME understands the business process from end to end since most people are compartmentalized into their daily tasks.

This is especially true when developing a level 1 (i.e., top-level) business process map where it is expected that this diagram will go through more iterations of changes than lower levels of the business process map. As you elaborate on lower levels, it is expected that changes will bubble up, resulting in changes to level 1.

In addition, it is very difficult to capture the entire business process in one diagram, even at a higher level of detail. So, start with a skeleton business processes map then iterate as you elaborate on lower levels of details.

The following diagram illustrates the loan application process from applying for a loan, reviewing that, and finally funding that loan. In addition, it adheres to “9 Simple Rules of Business Process Mapping” by using:

• Simple Notations
• Concise Task Names like “Review Loan Application”
• Swim Lanes to designate who/what is doing the task in their swim lane
• Levels to provide a summarized view of business processes and the ability to drill down to view more detailed business processes.
• Numbers to designate which tasks are done in what order
• Left to Right Order to ensure easy readability of which tasks are done in what order

to provide a clear and concise level of detail in one diagram.

The task names are:

• 1. Apply for a Loan
• 2. Review Loan Application
• 3. Offer a Loan?
• 4. Provide Loan Offer
• 5. Do Not Provide Loan Offer
• 6. Review Loan Offer
• 7. Accept Loan Offer?
• 8. Fund Loan

Level 1: Loan “AS-IS” Process

3.2. 1. Apply for a Loan

The following diagram elaborates on “1. Apply for a Loan” where elaborated details are denoted with 1.# to denote that this is the lower level of details of the higher-level process. In addition to elaborated details, it includes both the preceding task (e.g., Start) as well as the succeeding task (e.g., 2. Review Loan Application).

It adheres to “9 Simple Rules of Business Process Mapping” by using:

• Simple Notations
• Concise Task Names like “Complete Loan Application”
• Swim Lanes to designate who/what is doing the task in their swim lane
• Levels that provide preceding tasks and succeeding tasks at a higher level of the business process.
• Numbers to designate which tasks are done in what order
• Left to Right Order to ensure easy readability of which tasks are done in what order

to provide a clear and concise level of detail in one diagram.

The elaborated tasks are:

• 1.1. Search for Loan Offer(s)
• 1.2. Select Loan Offer(s)
• 1.3. Complete Loan Application
• 1.4. Submit Loan Application

Please note the following:

• Level 2 of the Business Process Map is still a high level where details are captured at more of an activity level. Task level of details will be captured at both Level 3 and Level 4 of the Business Process Map. For a rule of thumb, if business processes will change then you will need to capture details at least down to Level 3 details for the “AS-IS” business process map and then evolve them to Level 3 details for the “TO-BE” business process map.
• If the elaborated task details do not fall between both the preceding task and the succeeding task then you may need to change the higher-level process. Developing a business process map is very iterative where changes to both a lower level of details and a higher level of details will result in changes to the current level of details and vice versa.

After you have completed elaborating tasks, right-click on both the “Start Task” task and “1. Apply for a Loan” task and hyperlink to “Loan “AS-IS” Process” diagram by clicking on “Edit Hyperlink” from the context menu and selecting “Loan “AS-IS” Process” from “Sub Address:” drop-down box. After that, you should be able to navigate pages by holding down the CTRL button and then clicking on hyperlinked Task.

1. Apply for a Loan

Finally, navigate to the higher level of the business process — “Loan “AS-IS” Process” and change “1. Apply for a Loan” task to denote that there are elaborated details by selecting “Activity Type” from the context menu then selecting “Collapsed Sub-Process”. This will add “+” to the task at the bottom as illustrated below.

Also, right-click on “1. Apply for a Loan” task and hyperlink to the “1. Apply for a Loan” diagram by clicking on “Edit Hyperlink” from the context menu and selecting “1. Apply for a Loan” from “Sub Address:” drop-down box. After that, you should be able to navigate pages by holding down the CTRL button and then clicking on hyperlinked Task.

Loan “AS-IS” Process with 1. Apply for a Loan with “+” sign

3.3. 2. Review Loan Application

The following diagram elaborates on “2. Review Loan Application” where elaborated details are denoted with 2.# to denote that this is the lower level of details of the higher-level process. In addition to elaborated details, it includes both preceding tasks (e.g., 1. Apply for a Loan) as well as succeeding tasks (e.g., 3. Offer a Loan?).

It adheres to “9 Simple Rules of Business Process Mapping” by using:

• Simple Notations
• Concise Task Names like “Evaluate Loan Application”
• Swim Lanes to designate who/what is doing the task in their swim lane
• Levels that provide preceding tasks and succeeding tasks at a higher level of the business process.
• Numbers to designate which tasks are done in what order
• Left to Right Order to ensure easy readability of which tasks are done in what order

to provide a clear and concise level of detail in one diagram.

The elaborated tasks are:

• 2.1. Evaluate Loan Application
• 2.2. Evaluate Loan Applicant
• 2.3. Evaluate Loan Collateral
• 2.4. Assess Credit Risk

Please note the following:

• Level 2 of the Business Process Map is still a high level where details are captured at more of an activity level. Task level of details will be captured at both Level 3 and Level 4 of the Business Process Map. For a rule of thumb, if business processes will change then you will need to capture details at least down to Level 3 details for the “AS-IS” business process map and then evolve them to Level 3 details for the “TO-BE” business process map.
• If the elaborated task details do not fall between both the preceding task and the succeeding task then you may need to change the higher-level process. Developing a business process map is very iterative where changes to both a lower level of details and a higher level of details will result in changes to the current level of details and vice versa.

After you have completed elaborating tasks, right-click on both “1. Apply for a Loan” task and “3. Offer a Loan?” task and hyperlink to “Loan “AS-IS” Process” diagram by clicking on “Edit Hyperlink” from the context menu and selecting “Loan “AS-IS” Process” from “Sub Address:” drop-down box. After that, you should be able to navigate pages by holding down the CTRL button and then clicking on hyperlinked Task.

2. Review Loan Application

Finally, navigate to the higher level of the business process — “Loan “AS-IS” Process” and change “2. Review Loan Application” task to denote that there are elaborated details by selecting “Activity Type” from the context menu and then selecting “Collapsed Sub-Process”. This will add “+” to the task at the bottom as illustrated below.

Also, right-click on the “2. Review Loan Application” task and hyperlink to the “2. Review Loan Application” diagram by clicking on “Edit Hyperlink” from the context menu and selecting “2. Review Loan Application” from “Sub Address:” drop-down box. After that, you should be able to navigate pages by holding down the CTRL button and then clicking on hyperlinked Task.

3.4. 4. Provide Loan Offer

The following diagram elaborates on “4. Provide Loan Offer” where elaborated details are denoted with 4.# to denote that this is the lower level of details of the higher-level process. In addition to elaborated details, it includes both preceding tasks (e.g., 3. Offer a Loan?) as well as succeeding tasks (e.g., 6. Review Loan Offer).

It adheres to “9 Simple Rules of Business Process Mapping” by using:

• Simple Notations
• Concise Task Names like “Assign Credit Risk Grade”
• Swim Lanes to designate who/what is doing the task in their swim lane
• Levels that provide preceding tasks and succeeding tasks at a higher level of the business process.
• Numbers to designate which tasks are done in what order
• Left to Right Order to ensure easy readability of which tasks are done in what order

to provide a clear and concise level of detail in one diagram.

The elaborated tasks are:

• 4.1. Assign Credit Risk Grade
• 4.2. Select Loan Term based on Credit Risk Grade
• 4.3. Provide Loan Term Offer

Please note the following:

• Level 2 of the Business Process Map is still a high level where details are captured at more of an activity level. Task level of details will be captured at both Level 3 and Level 4 of the Business Process Map. For a rule of thumb, if business processes will change then you will need to capture details at least down to Level 3 details for the “AS-IS” business process map and then evolve them to Level 3 details for the “TO-BE” business process map.
• If the elaborated task details do not fall between both the preceding task and the succeeding task then you may need to change the higher-level process. Developing a business process map is very iterative where changes to both a lower level of details and a higher level of details will result in changes to the current level of details and vice versa.

After you have completed elaborating tasks, right-click on both “3. Offer a Loan?” task and “6. Review Loan Offer” task and hyperlink to “Loan “AS-IS” Process” diagram by clicking on “Edit Hyperlink” from the context menu and selecting “Loan “AS-IS” Process” from “Sub Address:” drop-down box. After that, you should be able to navigate pages by holding down the CTRL button and then clicking on hyperlinked Task.

4. Provide Loan Offer

Finally, navigate to the higher level of business process — “Loan “AS-IS” Process” and change “4. Provide Loan Offer” task to denote that there are elaborated details by selecting “Activity Type” from the context menu and then selecting “Collapsed Sub-Process”. This will add “+” to the task at the bottom as illustrated below.

Also, right-click on the “4. Provide Loan Offer” task and hyperlink to the “4. Provide Loan Offer” diagram by clicking on “Edit Hyperlink” from the context menu and selecting “4. Provide Loan Offer” from “Sub Address:” drop-down box. After that, you should be able to navigate pages by holding down the CTRL button and then clicking on hyperlinked Task.

3.5. 5. Do Not Provide Loan Offer

The following diagram elaborates on “5. Do No Provide Loan Offer” where elaborated details are denoted with 5.# to denote that this is the lower level of details of the higher-level process. In addition to elaborated details, it includes both preceding tasks (e.g., 3. Offer a Loan?) as well as succeeding tasks (e.g., End Task).

It adheres to “9 Simple Rules of Business Process Mapping” by using:

• Simple Notations
• Concise Task Names like “Determine Decline Reason”
• Swim Lanes to designate who/what is doing the task in their swim lane
• Levels that provide preceding tasks and succeeding tasks at a higher level of the business process.
• Numbers to designate which tasks are done in what order
• Left to Right Order to ensure easy readability of which tasks are done in what order

to provide a clear and concise level of detail in one diagram.

The elaborated tasks are:

• 5.1. Determine Decline Reason
• 5.2. Communicate Decline Reason to Customer

Please note the following:

• Level 2 of the Business Process Map is still a high level where details are captured at more of an activity level. Task level of details will be captured at both Level 3 and Level 4 of the Business Process Map. For a rule of thumb, if business processes will change then you will need to capture details at least down to Level 3 details for the “AS-IS” business process map and then evolve them to Level 3 details for the “TO-BE” business process map.
• If the elaborated task details do not fall between both the preceding task and the succeeding task then you may need to change the higher-level process. Developing a business process map is very iterative where changes to both a lower level of details and a higher level of details will result in changes to the current level of details and vice versa.

After you have completed elaborating tasks, right-click on both “3. Offer a Loan?” task and “End Task” task and hyperlink to “Loan “AS-IS” Process” diagram by clicking on “Edit Hyperlink” from the context menu and selecting “Loan “AS-IS” Process” from “Sub Address:” drop-down box. After that, you should be able to navigate pages by holding down the CTRL button and then clicking on hyperlinked Task.

5. Do Not Provide Loan Offer

Finally, navigate to the higher level of business process — “Loan “AS-IS” Process” and change “5. Do Not Provide Loan Offer” task to denote that there are elaborated details by selecting “Activity Type” from the context menu then selecting “Collapsed Sub-Process”. This will add “+” to the task at the bottom as illustrated below.

Also, right-click on the “5. Do Not Provide Loan Offer” task and hyperlink to “5. Do Not Provide Loan Offer” diagram by clicking on “Edit Hyperlink” from the context menu and selecting “5. Do Not Provide Loan Offer” from “Sub Address:” drop-down box. After that, you should be able to navigate pages by holding down the CTRL button and then clicking on hyperlinked Task.

3.6. 6. Review Loan Offer

The following diagram elaborates on “6. Review Loan Offer” where elaborated details are denoted with 6.# to denote that this is the lower level of details of the higher-level process. In addition to elaborated details, it includes both preceding tasks (e.g., 4. Provide Loan Offer) as well as succeeding tasks (e.g., 7. Accept Loan Offer?).

It adheres to “9 Simple Rules of Business Process Mapping” by using:

• Simple Notations
• Concise Task Names like “Review Loan Offer Term”
• Swim Lanes to designate who/what is doing the task in their swim lane
• Levels that provide preceding tasks and succeeding tasks at a higher level of the business process.
• Numbers to designate which tasks are done in what order
• Left to Right Order to ensure easy readability of which tasks are done in what order

to provide a clear and concise level of detail in one diagram.

The elaborated tasks are:

• 6.1. Review Loan Offer Term

Please note the following:

• Level 2 of the Business Process Map is still a high level where details are captured at more of an activity level. Task level of details will be captured at both Level 3 and Level 4 of the Business Process Map. For a rule of thumb, if business processes will change then you will need to capture details at least down to Level 3 details for the “AS-IS” business process map and then evolve them to Level 3 details for the “TO-BE” business process map.
• If the elaborated task details do not fall between both the preceding task and the succeeding task then you may need to change the higher-level process. Developing a business process map is very iterative where changes to both a lower level of details and a higher level of details will result in changes to the current level of details and vice versa.

After you have completed elaborating tasks, right-click on both “4. Provide Loan Offer” task and “7. Accept Loan Offer?” task and hyperlink to “Loan “AS-IS” Process” diagram by clicking on “Edit Hyperlink” from the context menu and selecting “Loan “AS-IS” Process” from “Sub Address:” drop-down box. After that, you should be able to navigate pages by holding down the CTRL button and then clicking on hyperlinked Task.

6. Review Loan Offer

Finally, navigate to the higher level of the business process — “Loan “AS-IS” Process” and change “6. Review Loan Offer” task to denote that there are elaborated details by selecting “Activity Type” from the context menu and then selecting “Collapsed Sub-Process”. This will add “+” to the task at the bottom as illustrated below.

Also, right-click on the “6. Review Loan Offer” task and hyperlink to the “6. Review Loan Offer” diagram by clicking on “Edit Hyperlink” from the context menu and selecting “6. Review Loan Offer” from the “Sub Address:” drop-down box. After that, you should be able to navigate pages by holding down the CTRL button and then clicking on hyperlinked Task.

3.7. Save Visio Diagram as PDF

Save Visio Diagram as PDF. This will allow you to digitally distribute the diagram to different stakeholders and where they can navigate via enabled hyperlinks without the CTRL button.

4. How to Develop Business Process Map

This is multi-part series on How to Develop Business Process Map. The Business Process Map Series consists of:

• Part 1: 9 Simple Rules of Business Process Mapping
• Part 2: How to Develop “AS-IS” Business Process Map
• Part 3: Elaborate on “AS-IS” Business Process Map
• Part 4: How to Develop “TO-BE” Business Process Map

I hope you have enjoyed this article. If you have any questions or comments, please provide them here.