Adding and managing Resources


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Adding and managing Resources


Resources on an activity box

You can add single or multiple resources to an Activity box. this is the ‘Who’. At the highest level of description it is generally ‘Who’ should be the “Process Owner”.

  • Who is accountable for the performance of the high level activity between the scope of the input (when) to the output (why). e.g. the person responsible for the high-level activity of Sell Products and Services, from the input of Lead, to the output of Revenue, might be the Chief Revenue Officer (CRO).
  • They should also have the authority to change the scope of the process described in the lower level detail of the activity.

As you go down deeper into process detail, the activities represent individual steps and the resource will tend to be the person/role responsible for actually out the task.

Resources are usually human, but can also be a system or a location. All 3 may be involved on a given box, depending on the level of detail you want to capture.

You can then report on Resources across a Map or scope of diagrams. Then you can filter to see all activities carried out by a certain resource. Depending on how you have mapped, this is a very powerful way to generate the relationships between activities and roles (and if you choose to add: systems and locations). Those combined with the user definable Data Tables make for very powerful analysis capability.

Each Space has it’s own Resource Library. If you start with a completely blank Space, the Resource Library will be empty. As you add Resources to your maps you will populate the library. If you copy a Map from a different space which has resources included on it, those resources will be copied into the Resource Library of the destination Space.

Useful Tip !! You can Ctrl-drag resources to copy from one box to another on the same diagram. You can drag and drop to move them


To Add a Resource

Right-click on an activity and select “Add resource”. Start typing the name of the resource in the search box. The list of available resources will filter. If the resource does not exist select the type of resource [ human / facility / system ] and hit “CREATE”.

adding and managing Resources

To Copy an existing resource on a Diagram: Copying a resource is easy. You can Ctrl-drag resources to copy from one box to another on the same diagram. This is a major time saver. You can also drag and drop from one box to another. The boxes that you can add a resource to are highlighted in green. Those with this resource already attached are in red.

Ctrl-Drag resources


Deleting a Resource

To delete a resource, roll-over it and click on the ‘x’. To reorder the resources just click and drag.

To delete the resource - click on the 'x'

Resource Reporting

You can report on resource allocation across your Map. For example; to highlight all the activities a given resource is involved in, or understand the relationships between activities, roles and (for example) the systems or facilities used. Combining with Data Tables you can expand the scope and value of those relationships. See [metadata structures] and [reporting].

In Process Knowledge Pro*, you will have the ability to add hidden resources to activities, and (in the right hand panel), control what is displayed on a diagram and attribute RASCI tags by resource (Responsible, Accountable, Supporting, Consulted, Informed). In the Pro version, reporting and working with a RACI or RASCI matrix adds another dimension of power to the knowledge you have captured.

*RASCI will be available later in 2017

Resource Library

The Resource library is under “Space Management” – click on the “Current space” top left of your home screen and then select “Resources” from the left panel.

Resource Managers are able to edit (directly in right panel) and delete resources in the Resource Library. They can also edit the details, such as the type of resource.  All users can comment on a Resource in the Resource Library.

Resource Library

Tip to pre-build a library

Since any Map copied into a Space will copy in all resources associated with a Map, you can build a hierachy of your organisation with names or notes in the activity boxes and the resources attached to each box. When you copy this to a space it will pre-populate the library with the correct resources.

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