� CHAPTER 4 – ERP AND PROCESS MAPPING
� Purpose of Process Mapping
Process Mapping = visual documentation of how work actually flows across people,
systems, and departments.
It answers:
• What tasks are done?
• Who performs them?
• When and how are they done?
• What inputs, outputs, and decisions exist?
Objectives
� Understand and document “as-is” processes
� Identify bottlenecks and redundancies
� Communicate clearly across departments
� Form the foundation for ERP “to-be” design
� Create shared understanding before automation
� Quiz 2 link: “You process-map to learn, not learn to process-map.” — meaning the
purpose is understanding, not drawing pretty diagrams.
� Definition of a Process Map
A process map is a graphical representation showing activities, decisions, inputs, outputs,
and responsible parties in a workflow.
It provides:
• Clarity: everyone sees the same picture
• Baseline: current “as-is” before ERP
• Blueprint: design of “to-be” processes aligned with ERP best practices
� System Diagram vs Process Map
Aspect System Diagram Process Map
Focus Systems & their relationships Step-by-step business activities
Scope Big-picture IT architecture Detailed workflow
Audience IT managers, architects Process owners, ERP team
Example HR → Payroll → Finance data flow Employee onboarding approvals
� System diagram = how systems connect.
� Process map = how work gets done.
� Levels of Process Mapping
Level Description Example
Level 0 – Context High-level view of entire
“Order Fulfillment” overall picture
Diagram process
Level 1 – Process
Major steps only Order entry, pick, ship, invoice
Diagram
Task-by-task view for ERP Check credit → Approve → Release
Level 2 – Detailed Flow
setup order
Level 3 – System System transactions and
ERP screen actions, data inputs
Workflow fields
➡ For ERP, Levels 1–2 are the most critical during design.
� Swimlane (Cross-Functional) Diagrams
A Swimlane diagram divides activities by responsible parties (departments or roles).
• Each lane = one participant (e.g., Sales, Finance, Warehouse).
• Shows hand-offs between lanes.
• Reveals where delays or miscommunication occur.
Benefits:
� Clear role boundaries
� Improved accountability
� Simplifies ERP role assignments (RACI mapping)
� Exam Reminder: Swimlanes are ideal for documenting interdepartmental processes
like Order-to-Cash.
� Process-Mapping Symbols (Standard Notation)
Symbol Meaning Example
⭘ Start / End Process begins / ends
▭ Activity / Task “Enter Sales Order”
◆ (Diamond) Decision Point Credit approved?
� (Arrow) Flow / Connector Sequence of activities
⬒ (Document) Input / Output Invoice, Report
� (Off-page connector) Continuation to other page “Go to Process B”
🗂🗂 Database / Data Store ERP master data
� Manual Input / Delay “Wait for Approval”
� Quiz 2:
• Diamond (◆) = decision symbol.
• Connector symbol shows process continuation across pages.
� Steps to Create a Process Map
Step Description
1. Define Purpose and Scope Clarify start & end points; define goals.
Step Description
2. Identify Process Owner & Team Include SMEs from every department.
3. List All Activities Brainstorm and order them logically.
4. Identify Inputs & Outputs Materials, data, approvals, documents.
5. Assign Roles (Swimlanes) Who performs each task.
6. Map the Flow Use standard symbols; connect clearly.
7. Validate with Users Review map accuracy; correct errors.
8. Analyze for Improvements Locate bottlenecks, redundancies.
9. Design “To-Be” Map Reflect ERP best-practice processes.
� Quiz 2: Best information-gathering method → Group Interview — ensures shared
understanding and consensus.
� Best Practices for Effective Process Mapping
� Keep the scope clear and avoid excessive detail.
� Use consistent symbols and standardized templates.
� Capture hand-offs between departments (via swimlanes).
� Validate with stakeholders early.
� Identify non-value-added steps for elimination.
� Highlight automation opportunities (ERP integration).
� Link each activity to metrics (time, cost, error rate).
� ERP Context – Why Mapping Matters
Phase Mapping Use Purpose
Before ERP Implementation “As-Is” process mapping Identify current inefficiencies
During ERP Design “To-Be” mapping Define how ERP should work
Phase Mapping Use Purpose
During Testing Validate workflows Ensure ERP follows design
After Go-Live Continuous improvement BPI & BPM monitoring
➡ Mapping ensures ERP configuration matches the real workflow, not assumptions.
� Analyzing the Process Map
Metrics to Examine
• Cycle time (duration of process)
• Number of hand-offs
• Number of errors / reworks
• Waiting time between steps
• Duplication of data entry
Goal: Identify delays, errors, and automation gaps.
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� Common Findings in “As-Is” Maps
� Rework loops
� Duplicate data entry
� Manual signatures / paper approvals
� Missing responsibility (hand-off confusion)
� Non-standard forms
� No performance metrics
ERP resolves these by automating approvals, linking data, and providing visibility.
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� Link to Business Process Reengineering
Process mapping = diagnostic tool for BPR/BPI.
• “As-Is” map identifies pain points.
• “To-Be” map shows improved, standardized ERP workflow.
• Helps avoid “paving the cow paths.”
� Quiz 2 Reminder: Avoid designing ERP around old processes — use maps to create
new value-added flows.
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� Types of Process Maps Used in ERP
Type Focus When Used
Top-Level (Process Major end-to-end processes (Order-to-
Scoping phase
Landscape) Cash, Procure-to-Pay)
Steps within one function (e.g., Purchase
Functional Detail Map ERP design
Requisition → PO)
Cross-Functional Implementation
Activities across multiple departments
(Swimlane) workshops
System Transaction
ERP screen-level flow Testing & training
Map
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� Tools for Process Mapping
• Microsoft Visio – standard corporate tool
• Lucidchart / [Link] – online collaboration
• ARIS, Bizagi, SAP Signavio – ERP-specific modeling suites
• PowerPoint / Excel – simple classroom representation
➡ In real projects, SAP Signavio or ARIS are used because they link maps directly to ERP
modules.
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� Typical Mistakes to Avoid
� Mapping processes at too high or too low detail
� Ignoring cross-departmental hand-offs
� Skipping stakeholder validation
� Using non-standard symbols
� Treating maps as static documents
� Focusing on software instead of process logic
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� Exam Style Concept Table
Question Correct Answer / Concept
Graphical depiction of workflow showing roles, inputs,
What is process mapping?
decisions
Primary reason to process-
To understand how work is done (“to learn”)
map?
System diagram vs process System diagram = IT connections; process map =
map? workflow steps
What is a swimlane? Process diagram divided by responsible roles
Symbol for decision? ◆ (Diamond)
Symbol for cross-page
Circle or labeled connector
connector?
Best data-gathering method? Group interview
Process mapping benefits? Clarity, eliminates waste, prepares for ERP
Purpose of “To-Be” map? Represent redesigned ERP process
How does mapping support
Ensures process alignment and configuration accuracy
ERP?
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� Key Takeaways
• Mapping = foundation of ERP success.
• Swimlane diagrams reveal cross-functional inefficiencies.
• Use standard symbols (especially diamond = decision).
• Group interviews capture full picture.
• Map both “As-Is” and “To-Be” states.
• Validate maps with process owners.
• Mapping bridges business knowledge ↔ ERP configuration.
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� Quick Memory Lines
🗺🗺 Process map = picture of workflow
� System diagram = systems, not tasks
� Swimlane = roles in parallel lanes
♦ = Decision point
� = Cross-page connector
� Group interview = best mapping method
� Map “As-Is” → “To-Be” for ERP design
� You process-map to learn how work really happens
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� Study Focus Checklist (Exam Prep)
� Definition and purpose of process mapping
� System diagram vs process map
� Process levels (0 → 3)
� Swimlane concept and benefits
� Process-mapping symbols
� Group interview technique
� As-Is / To-Be mapping
� Common problems found in maps
� ERP benefits from process maps
� Quiz 2 questions (Decision symbol, connector, purpose statement)