From Project Manager to Process Lead: How I Used the KnowledgeHub to Improve My Process Analysis

Disclaimer: The views and opinions expressed in this article are those of the author and may not reflect the perspectives of IIBA.

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As business professionals, we can all relate to the need to wear multiple hats. In my career, I've been a graphic designer, communications specialist, grant manager, instructional designer, program manager, trainer, and project manager.

Acting as project manager on several projects in jobs led me to IDEM, where I was an OWQ Program Liaison and later became an Agency Project Manager for the PMO. All these skills that I've gained have also led me to begin leading process improvements in my agency. So, when I was asked to lead process management, I was excited to add to and enhance my ever-growing skill set.
 

The Problem

When starting a new job or role, I first conduct thorough research, identifying any areas where I lack knowledge. I then work to fill those gaps with training, helpful resources, and books.  When I initially started studying process analysis, I noticed that there was no unified approach to process improvement.

There are many frameworks, methodologies, and software tool training programs, but many emphasize what needs to be done, rather than how to do it. I’m a Certified Project Manager and already know how to follow a process. What I needed to learn was the following:

• Process modelling and the associated notations for symbols
• The general approach to process analysis and standard deliverables
• Real-world case studies from start to finish in the process improvement

The cost was also a concern. Many training resources cost thousands of dollars and are directly related to the framework and methodology, but not how to create what's necessary.

The Solution

Using LinkedIn Learning and Google, I found a lot of resources. Professionals associated with IIBA often acted as instructors or shared their knowledge on YouTube. This led me to finally sign up for IIBA’s seven-day KnowledgeHub free trial to see what other resources IIBA had available, including tools and techniques necessary for process improvement. 

Also, since I’m a project manager, I could benefit from learning more about business analysis approaches in general, along with process improvement, since we’re not actively using business analysis professionals for most of our projects. I also plan to collaborate closely with several business analysis professionals for an upcoming IT project.

My Favourite IIBA Resources for Process Analysis

To bridge the gap in my knowledge, I mainly used IIBA's resources on process analysis. Specifically, I used the following:

• Ali Mazer's resources and videos on "Understand Today's Business Processes,” including:
  
  • Business Process Map Checklist
  • Business Process Narrative Checklist
  • Handle Personal Auto Claims Process 
• Process Flows – At A Glance by Emily Iem
• The KnowledgeHub's Explanation of Process Analysis
• Case Study: Waterfall Approach – Invoice Process Restructure How Do I Identify What Needs to Be Done by Ryland Leyton
  
  

Ali Mazer’s Information on Business Processes, Quick Start Guide to Business Processes

Ali Mazer shared some fantastic videos and resources on business processes that laid the groundwork for my success in quickly acquiring the necessary skills for my projects. His extensive resources were invaluable, offering a solid blueprint that I will apply to all my future process improvement endeavors.

To start, he provided a case study that highlighted a relevant yet easy-to-understand process related to insurance claims. He also provided a process map and a written explanation that was clear and simple to understand. This approach helped me learn how to break down processes more effectively, especially with process narratives, which were new to me.

Initially, I faced resistance from stakeholders due to the thoroughness and detail of the current state analysis on a broken process. However, I quickly adapted the narratives to focus on what was actionable for the stakeholders, and it turned out to be quite beneficial as it encouraged people to view the process from a fresh perspective. Having everything documented also provided insights beyond what we could gather just from looking at process models alone.

Process Flows – At A Glance

Emily Iem’s guide entitled Process Flows at a Glance was very useful. It explained the different types of diagrams and notations and how they can be used. I used this to determine which diagrams and process modelling notations would be best for each process improvement at my agency.

After reviewing her advice, I thought about learning Business Process Model and Notation (BPMN), but I quickly realized that a basic cross-functional flowchart might be simplified for stakeholders. Some might not be as familiar with complex notations, so it could be better for them to start with something easier before moving on to more advanced methods like BPMN.

Case Study: Waterfall Approach – Invoice Process Restructure

I found this case study at just the right moment, since my current project focuses on improving accounts receivable. Ryland Leyton presents a practical way to look at modern process analysis and shares valuable lessons, which is helpful since my background is in grants management rather than deep finance.

The study also gave me perspectives on the Business Analysis Core Concept Model (BACCM) and the differences in working on this type of project both remotely and in person.

The BABOK Guide’s Explanation of Process Analysis

IIBA's KnowledgeHub is a significant encyclopedia on all things business analysis. Housed within it are many business analysis standards and resources, including A Guide to the Business Analysis Body of Knowledge (BABOK Guide). Within the BABOK Guide, I focused specifically on 10.34 Process Analysis.

I found that it offered an overview of process analysis that was from a business analysis professional’s perspective. As a project manager, I can view this perspective, modify it for my own needs in projects, and also improve my skills.

One quote that resonated with me was, "There are many techniques and methodologies in process analysis. It can be challenging to decipher which to use and how rigorously to follow them, given the scope and purpose." This made process analysis feel much more approachable for me as a beginner and far less daunting.

Final Thoughts

While the three IIBA resources were helpful for my work, I did explore a few others. These included Breanne Casteel’s insights on being a business architect in the Business Analysis Live session “Becoming a Business Architect” and the many LinkedIn Learning videos from Jamie Champagne—a prominent figure in business analysis.

Consulting these resources, along with many others, allowed me to create three process maps, two sub-processes, and three process narratives—all tailored to the needs of my project. Overall, I recommend checking out IIBA's resources on process analysis (or whichever technique you’re curious about learning). My only wish is that some of this information were more easily accessible on YouTube, but that’s one of the values of having an IIBA membership. 

IIBA’s KnowledgeHub is your go-to resource for actionable "how-to" content, globally recognized standards, and practical tools for business analysis success. Start your FREE 7-day trial today.

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