Phase 2: Measure – Understand How Things Work Today

The Measure Phase is about understanding how work is currently done today.  By mapping or validating the process and collecting relevant data, you can identify what’s working well, where there’s room to improve, and where inefficiencies may exist.  This creates a strong foundation for tracking progress and making informed decisions.  Without this step, it’s difficult to know whether process changes are truly making a difference.

• Capture the real picture. Make sure the process map and collected data reflects how the process works now, not just how it’s documented to work.
• Focus on collecting useful data. Reliable, relevant data helps the team understand how a process truly works and where to improve.  For example, track time if you are trying to reduce delays or measure errors if you are working on improving quality. Using the wrong data, or guessing, can lead to poor decisions and bigger problems. 
• Use reliable ways to collect data. Accurate data starts with dependable tools and techniques.  Choose methods that consistently give trustworthy results such as tally sheets for counting, surveys for feedback, or logs for tracking time or responses. 
• Collect only the data you need. Focus on the data that helps solve the problem.  Extra data can slow things down and cause confusion.

California Department of Technology (CDT) provides OD-related reference materials and tools that can be customized to meet your specific needs. Their services encompass a broad range of topics, including Business Process Reengineering (BPR), Organizational Change Management (OCM), Technology Consulting, and Project Management.  For more in-depth guidance, including one-on-one consulting, reach out directly to CDT by filling out their Contact Form. 

• Business Process Modeling Tool – The Business Process Modeling Tool is used to capture, model, and document various levels of an organization’s current and future state business processes. The tool contains templates for the model and narrative elements including process steps, preconditions, process triggers, key inputs, key outputs, policies and regulations, and supporting systems.
• Current State Assessment Template – The Current State Assessment is a structured document that supports the case for change by demonstrating that the BPR Practitioner performed the necessary analysis of the current state.
• Performance Metric Assessment Template – The Performance Metric Assessment describes criteria by which the BPR Practitioner can assess performance metrics under consideration. Criteria include accuracy, alignment to goals and objectives, and availability.
• Performance Target Inventory Template – The Performance Target Inventory documents the performance metrics and targets identified during the measuring phase. The template contains fields for Business Process ID, Performance Metric ID, Performance Metric Description, Target Value, and Target Date.
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