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New Post 3/1/2011 8:20 AM
User is offline srikanth
33 posts
9th Level Poster

Documenting Process flow for existing system 

Hi All,

There is a eprocurement system that exists in our company and there has been problems with that system and the support team was given training to resolve the problems. The training was a failure because they don't understand the workflow. Now, I have been tasked to document process flow or work flow for the existing eprocurement system. Can you please guide me how to start this. Buy reading the user guide I get an idea how to use but doesn't give any idea of process flow.

Please post comments.





New Post 3/1/2011 8:55 PM
User is offline KJ
243 posts
6th Level Poster

Re: Documenting Process flow for existing system 


In the ‘old’ DFD days, you’d ignore the design features and create the “essential” process, defining what needs to be done, rather than how its done. Because you working with an existing system its “hard” to extricate yourself from how the system does things; and therein is your challenge!
So for procurement you’d start with the “essential” processes: (borrowed the following from (
1.                  Identify or anticipate material or service needs.
2.                  Evaluate potential suppliers.
3.                  Select suppliers.
4.                  Release and receive purchase requirements.
5.                  Continuously measure and manage supplier performance.
You’d flowchart steps 1-5 (high-level); then you’d work on each step providing more detail. For example, step1, you’d identify what is needed to identify “service needs” etc. You'd match the SCM site's processes to suit yours (provide the appropriate acknowledgements) .Note the diagrams at
Once there’s understanding of these “essential” processes; then you apply your systems Functions/Screens to each of the processes.
Warm regards,
Ps. I have no association with
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