Flowcharting Help Page (Tutorial)
by Dexter A. Hansen
This site is a basic tutorial on making
flowcharts provided for those trying to implement an ISO
9000 Quality System Standard, COSO Framework or Total
Quality Management (TQM) Quality System, but lack the
funds in the budget to attend an expensive flowchart
training seminar.
FLOWCHARTING
Dexter Hansen;s
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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.
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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.
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Flowcharting
Areas of Focus
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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.
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Flowcharting
Tips
-
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 efficient process. If the desired or
theoretical process is charted, problems with the
existing process will not be recognized and no
improvements can be made.
-
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.
-
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.
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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. |
|
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. |
|
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 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. 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. Label the
symbol with the same letter and the page number
where it continues. On 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.
|
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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".
Function - The major
responsibilities of an organization. Functions are
composed, in turn, of activities.
Functional Flow 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.
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.
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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 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/rework).
- The flowchart ends with the culminating,
final step.
|
How to make a flowchart.
|
Analyzing Flow Charts
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Functional Charts
Review the flow of activities and use the following
instructions:
-
Compare the
number of activities in each operation or area. Look
for uneven workloading and try work load leveling
where possible.
-
Look for
repetitive activities. Look to eliminate or combine
activities.
-
Check the
sequence of the activities. Are they in a logical
order or should some be re-sequenced.
-
Compare the activities in operations
and in systems. Can a computer system be used to
obtain information rather than needing a manual input?
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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.
2. Compare process inputs to outputs.
3. Look at the process.
-
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.
4. Review the process pattern.
5, Review the outputs.
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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.
-
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.
-
Study the
list of operations listed in the process to see if the
number can be reduce by eliminating or combining
operations.
-
Look at the
number of transfers.
-
Examine the
reviews or inspections listed.
-
Investigate
Delays.
-
Compare
tasks to persons doing tasks.
-
Review the
distances between operations.
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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.
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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, while I have found VISIO
works quite well for most flowcharting and organizational
charting applications, it's more software that most users
need for doing a simple flowhart.
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Amazon.com now has tools, tooling and gas powered generators in
their Amazon.com's Tool & Home
Improvement Store. Click on Amazon's Tool
& Home Improvement Store or the logo above to go
there or use the Search feature.
If you have questions
or comments relating to this flowcharting information,
please click here to email the author.
Copyright ©
Dexter A. Hansen
|
This page is linked to Amazon.com' flowcharting
books. Click on books of interest for additional
information or to order.
There are a number of professions that
use flowcharting. The list 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
The Basics of Process
Mapping 2nd Edition by Robert Damelio (Author) Kindle
Hardcover
Paperback
Go With the Flow!: The
Clutter Flow Chart Workbook – January 20,
2023
by Hazel Thornton Paperback
Flowcharts Usage: Get
An Introduction To The Use Of Flowcharts As A
Process Design – December 23, 2022
by Irving Brangan) Paperback
MICROSOFT VISIO USER
GUIDE: THE COMPLETE GUIDE FOR BEGINNERS AND EXPERTS TO
MASTER VISIO DIAGRAMS by TIM VEGA | Dec 14, 2023
Paperback
Visualize Complex
Processes with Microsoft Visio: A guide to visually
creating, communicating, and collaborating business
processes efficiently
by David J Parker and Senaj Lelic | May 12, 2023 Kindle
Paperback
Free Diagram & Flowchart Software for
Mac for Chart Drawing and Creation,
Mac
Download PC Download
|