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Flowcharting Help Page (Tutorial)

FLOWCHARTING

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Definition Uses of Flowcharts Areas of Focus Basic Types of Flow Charts Flowcharting Tips Process Flow Charting Basic Symbols Process Flow Chart Terms Drawing a Flowchart Analyzing Flow Charts

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Definition: Flowcharting is a graphical representation of the sequence of all operations, movements, inspections (a.k.a. approvals), delays, decisions and storage activities of a process. Flow charting uses symbols that have been in use for a number of years to represent the type of operations and/or processes being performed. The standardized format provides a common method for people to visualize problems together in the same manner. The use of standardized symbols makes the flow charts easier to interpret, however, standardizing symbols is not as important as the sequence of activities that make up the process.

[Back to Top] Uses of Flowcharts Documents process and interrelationship of process steps Identifies actual and ideal paths that any product or process flows Can identify problems and potential improvements Can be completed on entire processes assemblies with all components, one person or component through a process, combinations of people and machines, transactions following forms or other documents, etc. [Back to Top] Flowcharting Areas of Focus Labor Intensive Processes Delays Review Cycles Paperwork Duplications There are a number of professions that use flowcharting. The list

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Basic Types of Flow Charts Functional Chart - A chart that is used to describe how activities interact with one another within an organization as well as with other organization and/or systems. Process Flow Chart - A chart that is used to describe the sequence and relationship of the tasks that make up an activity. Process Flow Description Chart - A detailed description of the tasks outlined in a Process Flow Chart. Typically used to show the kinds of tasks performed within a process; the number of operations, review, and transfers; and the amount of storage and time required to complete an activity. [Back to Top] Flowcharting Tips

below includes various books on flowcharting as well as several on VISIO, one of the most used programs for flowcharting.
Flowcharting Help Page List of Recommended Flowcharting Books Flow Chart Symbols and Their Use in Micographics Paperback / Published 1987 Flow Chart Symbols and Their Use in Micographics : Ansi-Aiim, Msr-1987 Assn for Information and Image Management Staff / Paperback / Published 1987 Mapping Work Processes by Dianne Galloway Paperback Spiral edition (July 1994) Amer Society for Quality; ISBN:

Chart the process the way it is really occurring. Do not document the way a written process or a manager thinks the process happens.

People typically modify existing processes to enable a more Essentials of Flowcharting efficient process. If the desired or theoretical process is charted, Michel H. Boillot; Paperback problems with the existing process will not be recognized and Business Process no improvements can be made.

Note all circumstances actually dealt with.

If the operations described on the chart don't happen as charted all the time, note the exceptions on the chart. i.e. Is the part or Harrington, et al report generated in the process always available when needed or Process Mastering: How to is there sometimes a delay? Important assumptions and details should be noted on flow charts such as special training or assumed knowledge, special procedural requirements, time limitations, etc. to ensure awareness of all these issues when analyzing a process for changes. Where process improvements are time-based, collect data on the "standard" or "typical" time it takes for each step in the process and note each time on the flow chart at each step. The time information can be used to set priorities for time reduction efforts so that the largest contributors to the overall cycle time are more easily recognized. This same tip can be applied to other measures such as complaints, costs, defects, etc.

Improvement Workbook : Documentation, Analysis, Design, and Management of Business Process Improvement; H. James

Establish and Document the Best Known Way to Do a Job; Ray W. Wilson(Preface), Paul Harsin Automatic flowcharters Patient Flow Chart Manual, 1980 Patient Ca / Published 1980 Systematic Electronic Troubleshooting : A Flowchart Approach - James Perozzo; Paperback The Basics of Process

Test the flow chart by trying to follow the chart to perform the process charted. If there is a problem performing the operation as charted, note any differences and modify the chart to correct. A better approach would be to have someone unfamiliar with the process try to follow the flow chart and note questions or problems found. Include mental steps in the process such as decisions. These steps are sometimes left out because of familiarity with the process, however, represent sources of problems due to a possible lack of training or information used to make the decision can be inadequate or incorrect if performed by a different person. [Back to Top]

Mapping -- Robert Damelio; Paperback Process Mapping : How to Reengineer Your Business Processes -- V. Daniel Hunt; Hardcover Software Engineering : A Practitioner's Approach Roger S. Pressman; Hardcover Systematic Electronic Troubleshooting : A Flowchart Approach James Perozzo / Paperback / Published 1989 From Flowchart to Program Published 1985 From Flowchart to Program Richard G. Todd / Published 1985 Microprocessor Logic Design : The Flowchart Method Nick Tredennick / Published 1987 Microprocessor logic design : the flowchart method Nick Tredennick Patient Care Flowchart Manual Steven Alexander / Published 1988 Patient Care Flowchart Manual : Emergency Medicine Published 1984 Patient Care Flowchart Manual : Pediatrics Published 1984 Structured Cobol : Flowchart Gary B. Shelly, et al / Published 1988 Learn Visio 5.0 : For Users of Visio Technical and Visio Professional Ralph Grabowski / Paperback / Published 1998 Visio 4 for Everyone : Including Visio 4 Techinical Ralph Grabowski / Paperback / Published 1996

Process Flow Charting Basic Symbols For purposes of this table, only the most useful basic symbols used for industrial engineering and process writing are covered in this area. If using a software package, there are a multitude of templates that are used to flow chart and depending upon the quality of the package, the quantity of symbols should also increase. Symbols Definitions Operation - An operation occurs when an object (i.e. product, document, etc.) is intentionally changed in any of its physical or chemical characteristics, assembled or disassembled from another object, or staged for another operation, transportation, inspection or storage. Operations also occur when information is transmitted or received or when planning or calculations take place.

Manual Operation - Is sometimes used to denote operations that are done manually.

Inspection, Verification or Measurement - An inspection, verification or measurement happens when an object is examined for identification or is verified for quality or quantity in any of its characteristics. The symbol also indicates that a decision must be made.

Decision Making/Approval - The diamond, typically used for document or software processes, also represents a decision or an approval point. Typically, if yes, the task sequence flows to the right, if no, it flows to the left. Descriptions for the operation are sometimes simply Approved? or O.K.? Delay - A delay is typically shown as a half circle or a capital D. A delay occurs to an object when conditions, except where intentional changes to the physical or chemical characteristics of the object do not require immediate performance of the next planned step.

Learn Visio 5.0 for the Advanced User Ralph Grabowski / Paperback / Published 1998 (Not Yet Published -- On Order) Visio 4 : Drawing Has Never Been Easier! Barrie Sosinsky / Paperback / Published 1995 (Publisher Out Of Stock) The Visio Idea Book/Book and Disk Debbie Walkowski / Published 1994 Didn't find your book? Type in the name of the author, title or subject to search the Amazon.com selections.
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Storage - A storage occurs when an object is kept and protected from unauthorized removal. The symbol on the left typically indicates inbound goods. When the triangle is inverted, it typically represents storage or filing.

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Enter keywords... Transportation - A transportation occurs when an object is moved from one place to another with the exception where such movements are a part of the operation or are caused by the operator at the work station during an operation and/or inspection / verification / approval. Operation & Inspection (a.k.a. Combined Activity) - When two activities are performed at the same work station or concurrently, the symbols can be combined. The combined operation and inspection tasks are typically "combined". Connector - This symbol shows continuation of the flow chart from one page to another or from a decision diamond to another page or process. When you reach the bottom of the page or need to jump to another page, draw a flow chart connector

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Flowcharting Help Page List of Recommended Quality System Implementation Books ISO 9000 Documentation, Quality Manual and 32 Operational Procedures (AQA ISO 9000 Series) by Jack
Kanholm. Paperback

ISO 9000 In Our Company,

symbol and connect it to the last item on the chart. Label the inside of the symbol with a letter, typically beginning with an "A" and page number where the process continues.

Self-Study Course for Personnel (AQA ISO 9000 Series) by Jack Kanholm. Mass Market Paperback ISO 9000 Requirements, 72 Requirements Checklist and Compliance Guide (AQA ISO 9000 Series) by Jack Kanholm. Hardcover

I.E. The label points to point A on Page 2. When the process continues to another page, draw another flow chart connector symbol at an appropriate location. Iso 9000 Quality System : Label the symbol with the same letter and Department by Department the page number where it continues. On Implementation for the
Certification Audit -- Jack Kanholm; Hardcover.

page 2 in this example, the label would be to indicate the process was continued at point A on page 1. Click here for additional details on the use of a connector. An alternate symbol also used is in more complex flowcharts is the Off Page Connector where the numbering convention is like that of the connector described above, however, the Connectors are assigned node numbers (i.e. node A1 is where one segment of a flow stops and another node A1 would be where another flow shown at a different location on the flowchart starts). The Off Page Connector is then used to show that the flow is on a different page. [Back to Top] Process Flow Chart Terms Activity - The major processes or components within a function. Analysis - examining and interpreting data displayed on a process flow chart in order to eliminate the unnecessary, refine the flow, and discover better methods. Delay - A symbol used to indicate that a task in practice consistently takes longer than is warranted by time taken to complete in ideal circumstances. (i.e. the difference between "expended time" and "elapsed time".

ISO 9000: 2000 (DIS) New Requirements, 28 Requirements Checklist and Compliance Guide -- Jack Kanholm; Paperback. The ISO 9000 Implementation Tool Kit : Forms, Checklists, Project Planning Tools, Transparency Masters; This is a little more costly than the Jack Kanholm book, however, you don't have to create training materials.Vincent Zottola; Flowcharting Help Page List of Other Recommended Quality Books Quality Is Free : The Art of Making Quality Certain;Philip B. Crosby; Mass Market Paperback; Quality Is Still Free : Making Quality Certain in Uncertain Times; Philip B. Crosby; Hardcover; Quality Is Free : The Art of Making Quality Certain; Philip B Crosby;Hardcover; (Special Order) A History of Managing for

Function - The major responsibilities of an organization. Functions are Quality : The Evolution, composed, in turn, of activities. Trends, and Future Directions

Functional Flow Chart - A chart that is used to describe how activities of Managing for Quality; J.M. Juran (Editor); Hardcover; interact with one another within an organization as well as with other Juran on Leadership for organization and/or systems. Operation - An operation on the process flow chart that is taking place, excluding a transfer, review, or storage. Process - A series of sequential tasks where a worker or work unit produces an output. Process Flow Analysis - The activity of describing a process with words and symbols followed by interpreting and examining the description to improve the process. Process Flow Chart - A chart that is used to describe the sequence and relationship of the tasks that make up an activity. Process Flow Symbols - The symbols used to flow charting a process on a process flow chart. Storage - The symbol for "Storage" on a Process Flow Chart that indicates that an item is stored or that indicates that information is being filed. Task - The basic steps taken to perform an activity. Transportation - The movement of an object from one place to another, except when such movements are a part of an operation or caused by an operator at a work station during an operation and/or inspection / verification / approval. [Back to Top] Drawing a Flowchart A basic "How-To" for drawing a flowchart is as follows: A simplistic first step in drawing a flowchart is to describe the process, typically as a short statement. (i.e. How to make a How to make a flowchart.
Flowcharting Help Page List of Recommended Management Books The 7 Habits of Highly Effective People : Powerful Lessons in Personal Change; A great book on how to get organized if your into self improvement and feel organizationally handicapped. Stephen R. Covey; Paperback The Goal : A Process of Ongoing Improvement; One of the "Classics", used by practitioners and graduate schools alike. Eliyahu M. Goldratt, Jeff Cox;Paperback The Goal : A Process of Ongoing Improvement/Cassettes; For those who would rather listen while driving their car, rather than read. Eliyashu M. Goldratt, et al; Audio Flowcharting Help Page List of Recommended Quality : An Executive Handbook; Joseph M. Juran; Hardcover; Juran on Quality by Design : The New Steps for Planning Quality into Goods and Services; Joseph M. Juran; Hardcover; Juran's Quality Control Handbook; Frank M. Gryna (Editor), J. M. Juran; Hardcover; Quality Planning and Analysis : From Product Development Through Use (Industrial Engineering and Management Science); J.M. Juran, Frank M. Gryna; Hardcover;

flowchart).

The next step is to identify the initial inputs to the process followed by the successive steps (operations ) of the process. The desciptions for the operations should be short and concise. A decision or approval point, typically where the process branches, should be the most important alternatives (i.e. pass/fail or approved/re work). The flowchart ends with the culminating , final step.

Humorous Management Books (Humor for the those who have been there.) Dogbert's Top Secret Management Handbook; If you need a little humor in your life, you can also visit Scott Adam's at his Web Site http://www.dilbert.com/ for a daily dose. Scott Adams; Hardcover; Published 1996 Access Denied : Dilbert's Quest for Love in the Nineties; Scott Adams; Hardcover; Always Postpone Meetings With Time Wasting Morons; Scott Adams; Paperback; Published 1994 Access Denied : Dilbert's Quest for Love in the Nineties; Scott Adams; Hardcover Always Postpone Meetings With Time Wasting Morons; Scott Adams; Paperback; Published 1994 The Boss : Nameless, Blameless and Shameless ;Scott Adams; Hardcover; Published 1997 Bring Me the Head of Willy the Mailboy!; Scott Adams;Paperback; Published 1995 Casual Day Has Gone Too Far : A Dilbert Book; Scott Adams; Paperback; Published 1997 Conversations With Dogbert (Dilbert Book); Scott Adams; Hardcover; Published 1996 The Dilbert Principle : A Cubicle'S-Eye View of Bosses, Meetings, Management Fads & Other Workplace Afflictions; Scott Adams; Paperback; Published 1997

Analyzing Flow Charts

Functional Charts

Process Flow Charts Process Flow Description Charts Summary [Back to Top]

Functional Charts Review the flow of activities and use the following instructions:

The Dilbert Principle : A Cubicle's Eye View of Bosses, Meetings, Management Fads, & Other Workplace Afflictions / Audio Cassette / Abridged; Scott Adams; Audio Cassette; Published 1996 Dilbert : A Book of Postcards; Scott Adams; Paperback; Published 1996

1. Compare the number of activities in each operation or area. The Dilbert Future : Thriving Look for uneven workloading and try work load leveling where on Stupidity in the 21st Century; Scott Adams possible. 2. Look for repetitive activities. Look to eliminate or combine activities. 3. Check the sequence of the activities. Are they in a logical order or should some be re-sequenced. 4. Compare the activities in operations and in systems. Can a computer system be used to obtain information rather than needing a manual input? [Back to Top] Process Flow Charts Review the flow of the process and do the following: 1. Look at the process inputs. Does the amount of input see appropriate to the rest of the processes. Is the method of input unnecessarily complicated? If so, determine changes that can improve the process. Are there more outputs than inputs? Are they necessary Can any be combined or eliminated? Does the process contain a large number of decisions? If so, look at improving the work flow to combine or eliminate tasks. Are there no decisions? If not, look at automating the task. Looping patterns in the process flow or cycling back and forth between the same operations or persons may indicate
(Narrator); Audio Cassette; Published 1997 The Dilbert Future : Thriving on Stupidity in the 21st Century; Scott Adams; Hardcover; Published 1997 The Dilbert Principle : A Cubicle's-Eye View of Bosses, Meetings, Management Fads & Other Workplace Afflictions; Scott Adams; Hardcover; Published 1996 Dogbert's Clues for the Clueless; Scott Adams; Paperback; Published 1993 Dogbert's Top Secret Management Handbook; Scott Adams;Audio Cassette; Published 1996 Fugitive from the Cubicle Police : A Dilbert Book (Adams, Scott, Dilbert Book.); Scott Adams; Paperback ; Published 1996 It's Obvious You Won't Survive by Your Wits Alone : A Dilbert Book (Adams, Scott, Dilbert Book.); Scott Adams; Paperback; Published 1995 Shave the Whales (A Dilbert Book); Scott Adams; Paperback; Published 1994

2. Compare process inputs to outputs.

3. Look at the process.

4. Review the process pattern.

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unnecessary transfers. 5, Review the outputs. Is the process producing any unnecessary distributions of the process output (i.e. generating a report with unnecessary copies being made and distributed)? [Back to Top] Process Flow Description Charts Besides the detailed description of the process flow, the process flow description should also list measurements (i.e. the number and times of operations, transfers, reviews or inspections, storage, and delays) in a summary. It is these measurements that should be reduced by analysis and improvements to the process. 1. Look at the process flow description summary. Make an initial, subjective judgment about the number of operations, transfers, reviews or inspections, storage and delays. Compare the number of operations and the time per operation to determine if either seems out of proportion. 2. Study the list of operations listed in the process to see if the number can be reduce by eliminating or combining operations. 3. Look at the number of transfers. Can any transfers be eliminated by changing the order of the tasks? Simple changes in the sequence of the task can sometimes eliminate one transfer every time the process is used. 4. Examine the reviews or inspections listed. Can the process be made more efficient by removing unneeded reviews or inspections or altering the sequence or timing? 5. Investigate Delays. Determine whether delays are perceived or actual. Determine how to improve the processes to eliminate actual delays 6. Compare tasks to persons doing tasks. Is the person doing the task seem to be at the appropriate level? (i.e. Is the right person to do the job at the right level such as having a manager doing a clerical or assembly task?)

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7. Review the distances between operations. Are assemblies or documents recycling between the same personnel? Can efficiencies be improved by moving people or work stations closer together? [Back to Top] Summary Once the chart analysis is completed, summarize the initial process, make/summarize the proposed changes and compare the two summaries to determine possible improvement results. [Back to Top] Software There are a number of software packages that do flowcharting available. The most widely used in the MSOffice arena seems to be VISIO. I use it, however, be advised, it's much more powerful than most user's require for most flowcharts. I have found SmartDraw also works quite well. While SmartDraw doesn't have quite as many symbol template's as VISIO, it does work for most flowcharting and organizational charting applications. It also costs less. Click here to download a free trial copy of SmartDraw. While at the SmartDraw site, download the SmartDraw Netdrawing library collection for the business and process flow templates. It will save you some time and money. For added capability, the Professional Version also imports and saves files in Adobe PDF file format, which Visio doesn't do. SmatDraw is also available in [German]. For those who would like this information without ads in downloadable MSWord, MS PowerPoint or Adobe PDF files, click here to go to the WebStore.

Click here to download a free trial copy of SmartDraw in English or German.

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If you have questions or comments relating to this flowcharting information, please click here to email the author. Copyright Dexter A. Hansen