Wim is a program manager responsible for improving and controlling the financial function at the City of Amsterdam. He shared the five-step approach they used for introducing process mining.
The fourth speaker at Process Mining Camp 2018 was Wim Kouwenhoven from the City of Amsterdam. Amsterdam is well-known as the capital of the Netherlands and the City of Amsterdam is the municipality defining and governing local policies. Wim is a program manager responsible for improving and controlling the financial function.
A new way of doing things requires a different approach. While introducing process mining they used a five-step approach:
Introducing process mining is a little bit different in every organization. You need to fit something new to the context, or even create the context. At the City of Amsterdam, the key stakeholders in the financial and process improvement department were invited to join a workshop to learn what process mining is and to discuss what it could do for Amsterdam.
As Wim put it, at the City of Amsterdam they are very good at thinking about something and creating plans, thinking about it a bit more, and then redesigning the plan and talking about it a bit more. So, they deliberately created a very small plan to quickly start experimenting with process mining in small pilot. The scope of the initial project was to analyze the Purchase-to-Pay process for one department covering four teams. As a result, they were able show that they were able to answer five key questions and got appetite for more.
During the learning phase they only planned for the goals and approach of the pilot, without carving the objectives for the whole organization in stone. As the appetite was growing, more stakeholders were involved to plan for a broader adoption of process mining. While there was interest in process mining in the broader organization, they decided to keep focusing on making process mining a success in their financial department.
After the planning they started to strengthen the commitment. The director for the financial department took ownership and created time and support for the employees, team leaders, managers and directors. They started to develop the process mining capability by organizing training sessions for the teams and internal audit. After the training, they applied process mining in practice by deepening their analysis of the pilot by looking at e-invoicing, deleted invoices, analyzing the process by supplier, looking at new opportunities for audit, etc. As a result, the lead time for invoices was decreased by 8 days by preventing rework and by making the approval process more efficient. Even more important, they could further strengthen the commitment by convincing the stakeholders of the value.
After convincing the stakeholders of the value you need to consolidate the success by acting again. Therefore, a team of process mining analysts was created to be able to meet the demand and sustain the success. Furthermore, new experiments were started to see how process mining could be used in three audits in 2018.
For Wim process mining is a discipline, not only a tool. Therefore, you need to find the right balance between the process, the tools and the people. Firstly, if you focus too much on your own results you will limit the learning experience organization wide. Secondly, the more pressure we put on others the less results will be achieved for the organization as a whole. Finally, you need to inspire others and let process mining grow.
Fran Batchelor is a Nursing Informatics Specialist who supports the surgical services at three of UW Health’s hospitals. She used process mining to analyze the flow of urgent and emergent surgical cases added to the schedule.
Niyi started with process mining on a cold winter morning in January 2017, when he received an email from a colleague telling him about process mining. In his talk, he shared his process mining journey and the five lessons they have learned so far.
Dinesh Das is the Data Science manager in Microsoft’s Core Services Engineering and Operations organization. He sees process mining as a silver bullet to achieve this and he shared his learnings and experiences based on the proof of concept on the global trade process.
As a data analyst at the internal audit department of Euroclear, Olga helped Daniel, an IT Manager, to make his life at the end of the year a bit easier by using process mining to identify key risks.
As a Sunday afternoon project, Marc collected data from Jira, a project management software for (agile) software development, to see how process mining could be applied to help the teams learn from each other.
After tackling the inevitable complexity of any healthcare process through a combination of simplification strategies, the team at HULA were able to reveal bottlenecks that, once removed, can lead to a faster cancer diagnosis.
The final speaker at Process Mining Camp 2018 was Wil van der Aalst, the founding father of process mining. In his closing keynote, Wil talked about the updated skill set that process and data scientists need today.
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