BusinessPort Service Desk

15. Specify Links (if required)

• Click the Add Links button (new query window appears)
• Click Search
• Select relevant Item
• Click Select (Item/s appears in the Process Map Links sections)

16. Specify URL Links (if required)

• Click the Add URL button (new query window appears)
• Select Dynamic URL or URL from the drop down list
• For Dynamic URL:
  • Select Dynamic URL from drop down list 

    

  • Enter Destination Suffix
  • Enter a Link Name
  • Click OK
• For URL:
  • Enter Destination URL address (this supports pasting of URL addresses copied from browsers or other software)

    

  • Enter a Link Name
  • Click OK
• Click Select (Item/s appears in the Process Map Links sections)

17. Click OK
18. Click Add Actioner (either from the ribbon bar or the centre button) and the Enter value for Actioner 1 screen is displayed

Process Map Actioner

19. Click the Arrow next to Actioner 1 to expand the drop down menu (list of existing Roles and Audience Groups is displayed)
20. Select required Actioner by:

• Either select required Role or Audience Group from the drop down menu
• Or Type title of the required Role or Audience Group into the Actioner text box (if the Role or Audience Group is not available from the drop down menu)
  • Select which item is to be created by the system (Role or Audience Group)

• Where the required Role or Audience Group is not available then this can be entered
• Once entered select either New Group or New Role (when a new Role or Audience Group is entered then when the Process Map is saved then the new Role or Audience Group will be created in the system; however, the new Role or Audience Group will be a Draft Item and will require further workflow action to release these Items)

21. If more than one Actioner is required click the Add Actioner button (the maximum number of Actioners in one process map is 12)
22. Actioners can be re-ordered by using the Drag and Drop function where the user can drag an Actioner up or down in the Actioner List (please note that the colour will not move with the Actioner)
23. Add Start Activity to start creating the Process Map, there are two areas on the screen where these can be selected (there are six different Activities available in process maps:  Start, Task, Decision, Meeting, Jump, End)

24. Type the Activity description
25. Add a Prime Actioner for the Activity

• Hover over the intersection between the Activity and the Actioner’s swimlane (mouse cursor changes to hand)
• Either:
  • Right Click and select Actioner or
  • Click the middle mouse button (roller wheel)
• To add RACI (Responsible, Accountable, Consulted, Informed) functionality to the Actioner, Right Click on the Actioner symbol and select RACI and then select the required option

26. To add further (not prime) Actioners for the Activity then hover over the intersection between the Activity and the Actioner’s swimlane (mouse cursor changes to hand) and Left Click
27. Type in Activity Description
28. Add Actioner(s)
29. Select Prime Actioner
30. Add Task activity
31. Type in Activity Description
32. Add Actioner(s)
33. Select Prime Actioner
34. Add End activity (use menu Activity menu under the Process Maps or the top menu in Edit Activities tab)
35. Type in Activity Description
36. Add Actioner(s)
37. Select Prime Actioner.

4.1.8.2 Additional Process Map Functionality

The Process Map Designer has further activity types and functions which are as follows:

• 4.1.8.2.1 - Decision Activities
• 4.1.8.2.2 - Meeting Activities
• 4.1.8.2.3 - Jump Activities
• 4.1.8.2.4 - Supporting Information to an Activity
• 4.1.8.2.5 - Supporting Links to an Activity
• 4.1.8.2.6 - Linked Risks Evaluations to an Activity
• 4.1.8.2.7 - Linked Controls to an Activity
• 4.1.8.2.8 - Changing Existing Activity Type
• 4.1.8.2.9 - Removing an Activity
• 4.1.8.2.10 - Marking and Unmarking New Sections
• 4.1.8.2.11 - Moving Activities within a Process Map
• 4.1.8.2.12 - Inserting New Activities within a Process Map 
• 4.1.8.2.13 - Copying and Pasting Activities

4.1.8.2.1 Decision Activities

1. Select Add Decision as Activity Type
2. Type in Activity Description
3. Add Actioner(s)
4. Select Prime Actioner
5. Click the Choose Link icon

Decision Activity - Choose Link

6. Select Main Decision Outcome (Yes/No)

• Yes (if Yes is selected the flow of process continues to next activity if the outcome is Yes, if the outcome is No the actioner is navigated to another activity within the process map or to another AgilityBMS item) 
• No (if No is selected the flow of process continues to next activity if the outcome is No, if the outcome is Yes the actioner is navigated to another activity within the process map or to another AgilityBMS item) 

7. Choose Destination (If the flow cannot continue to the next step where does it go?)

• Within Process Map (another Activity in this Process Map)
  • Expand Jump to Activity No menu 
  • Select required Activity
  • Click OK

• Other AgilityBMS Item (another Activity in another Process Map or another AgilityBMS Item)
  • Click Browse
  • Browse for required Item
  • Click Select
  • If the selected Item is a Process Map

8. Expand Jump to Activity No menu
9. Select required Activity
10. Click OK

• If the selected Item is any other Item but Process Map

11. Click OK.

Process Map - Start, Task, Decision, End

4.1.8.2.2 Meeting Activities

1. Select Add Meeting as Activity Type
2. Type in Activity Description
3. Add Actioner(s)
4. Select Prime Actioner.

Process Map - Start, Task, Meeting, Decision, End

4.1.8.2.3 Jump Activities

1. Select Add Jump as Activity Type
2. Type in Activity Description
3. Add Actioner(s)
4. Select Prime Actioner
5. Click Choose Link icon
6. Choose Destination (If the flow cannot continue to the next step where does it go?)

• Within Process Map (another Activity in this Process Map)
  • Expand Jump to Activity No menu
  • Select required Activity
  • Click OK
• Other AgilityBMS Item (another Activity in another Process Map or another AgilityBMS Item)
  • Click Browse
  • Browse for required Item
  • Click Select
  • If the selected Item is a Process Map

7. Expand Jump to Activity No menu
8. Select required Activity
9. Click OK

• If the selected Item is any other Item but Process Map

10. Click OK.

Process Map - Start, Jump, Task, Meeting, Decision, End

4.1.8.2.4 Supporting Information to an Activity

1. Click the Links button (drop down menu appears)
2. Select Supporting Info (Activity is expanded)
3. Type in Supporting Information for required Activity (blue icon with “i” appears next to the Links button).

Process Map - Supporting Information

Activity with Supporting Information

4.1.8.2.5 Supporting Links to an Activity

1. Click the Links button
2. Select Supporting Links (Activity is expanded)

Process Map - Supporting Links

3. Click Add Links button for AgilityBMS Item link or Add URL for URL links or Dynamic URL links

Add AgilityBMS Link

Add URL Link

Add Dynamic URL Link

4. Select AgilityBMS Link
5. Click Browse
6. Click Search
7. Select any Item
8. Click Select
9. Click OK (link appears under the Activity and blue icon with “1” appears next to the Links button)

Activity with Supporting Link

10. Click Add Link
11. Select URL
12. Specify Destination URL
13. Specify Link Name
14. Click OK (link appears under the Activity)

Activity with URL Link

15. Click Add Link
16. Select Dynamic URL (ensure at least one Dynamic URL has been added)
17. Expand Dynamic URL drop down menu
18. Select required Dynamic URL
19. Specify Destination Suffix
20. Specify Link Name
21. Click OK (link appears under the Activity).

In order to remove or edit links added to a Process Map simply select required link and use the Remove/Edit link buttons.

4.1.8.2.6 Linked Risk Evaluations to an Activity

1. Add Risk Evaluation to activity
2. Click the Links button
3. Select Risk Evaluation (Activity is expanded)
4. Click Add Risk
5. Click Search
6. Select any Risk Evaluation
7. Click Select (Risk Evaluation appears under the Activity and a Risk Evaluation icon appears next to the Links button).

Activity with Risk Evaluation

In order to remove or edit linked Risk Evaluation added to a Process Map simply select required link and use the Remove/Edit link buttons.

4.1.8.2.7 Linked Controls to an Activity

1. Click the Links button
2. Select Controls (Activity is expanded)
3. Click Add Control
4. Click Search
5. Select any Risk Control
6. Click Select (Control appears under the Activity and Control icon appears next to the Links button).

Activity with Control

In order to remove or edit linked Control added to a Process Map simply select required link and use the Remove/Edit link buttons.

4.1.8.2.8 Change Existing Activity Type

1. Select required Activity
2. Navigate to Edit Activities Tab
3. Click the Activity Type button 

4. Select new Activity Type.

4.1.8.2.9 Removing an Activity

1. Select required Activity
2. Navigate to the Edit Activities Tab
3. Click the Remove Activity button. 

Note the Activity numbers throughout the Process Map will be updated automatically; including Jumps and Decisions.

4.1.8.2.10 Marking and Unmarking New Sections

1. Mark/Unmark New Section (if a Process Map consists of multiple sub processes it is possible to change the numbering scheme)

• Select required Activity
• Navigate to the Edit Activities Tab
• Select one of the following options:
  • Mark as New Section button (if new sub-processor section is to be started) 
  • Unmark as New Section button (if the new process is to be part of the previous process) 

2. Add Supporting Information to Process Map (as a whole)

• Navigate to the Process Map Info and Links from the Process Map Designer tab

• Click the Process Map Info button (Process Map Information and Links window appears)
• Type in required Supporting Information
• Click OK.

Note the activity numbers throughout the process map will be updated automatically; including jumps and decisions.

4.1.8.2.11 Moving Activities within a Process Map

There are three methods for moving Activities within a Process Map, which are as follows:

1. Select the Activity number right-click and either select one of the options from the list

Process Map - Right-click Activity Options

2. Select the Activity number and select Move Up or Move Down from the Edit Activities Tab

Process Map - Edit Activities Options

3. Select the required Activity (or you can multi-select Activities using the CTRL or Shift Keys) to be moved and drag them, by left clicking the activity (or activities) and whilst holding the left mouse button drag them to the required location.

Process Map - Drag and Drop Option

Note the Activity numbers throughout the Process Map will be updated automatically; including Jumps and Decisions.

4.1.8.2.12 Inserting New Activities within a Process Map

There are two methods for inserting new Activities within a Process Map, which are as follows:

1. To insert a new Activity at the bottom of the Process Map:

• Select Add Activity Type from either the Process Map Designer/Edit Activities tabs or the shortcuts at the bottom of the Process Map

Process Map Designer tab

Edit Activities Tabs

Process Map Activities Shortcuts

2. To insert an Activity within the Process Map:

• Select Activity where the new Activity is required (either above or below)
• Right-click on the Activity number
• Select the Insert Activity Above or Insert Activity Below; as required
• Select the relevant Activity Type to add

4.1.8.2.13 Copying and Pasting Activities

An Activity or multiple Activities can be copied and pasted within the same Process Map or to another Process Map:

1. Select the required Activity (or you can multi-select Activities using the CTRL or Shift Keys) to be copied and select Copy Activities button from the Edit Activities tab 
2. Select Paste Activities button from the Edit Activity tab 
3. The Align Process Map Actioners -> Activities window appears which enables the Actioners to be changed prior to pasting or the Activities can also be pasted without Actions

Paste Activities Window

4. Click OK
5. In order to copy and paste Activities between Process Maps, two Process Maps must be open simultaneously and both must be Checked Out.  Repeat steps 1-4, however, step 2 and 3 are done in the second Process Map where the Activities are to be pasted.
   

4.1.8.3 Save and Save & Check In In Process Map

1. Click Save (Process Map is now saved in the system) or you can Save and Check In the Process Map Item

Notes:

1. You can add the Item to a Navigator - See Section 4.1.2 for details on how to achieve this
2. You can add the Item to a Group - See Section 4.1.3 for details on how to achieve this
3. You can define Periodic Review Settings of the Item - See Section 4.1.4 for details on how to achieve this
4. You can define Subscription Settings of the Item - See Section 4.1.5 for details on how to achieve this

4.1.8.4 Action a Process Map after Creation

1. In the Process Map Designer toolbar select Action Item

Item Workflow Screen

2. The Item Workflow screen is opened where the Process Map (the default workflow for a Process is Advanced) can have the following set:

• Send for Review with the Review Task Settings being modified if required - See Section 4.3.4 for details on how to achieve this
• Set as Reviewed
• Send for Approval with the Approval Task Settings being modified if required - See Section 4.3.7 for details on how to achieve this
• Set as Approved
• Release.
  

4.1.8.5 Action a Process Map at a Later Date

1. On the Welcome page or Workspaces tab, select Item Query
2. Enter the Number/Title or part of the Number/Title of the Process Map in the All or part of the item: field
3. In Where item type is: select Process Map
4. Click Search
5. On the required Process Map, right-click on the Process Map and select Action Items

Query - Showing Right-Click Button Options

6. The Item Workflow screen is opened where the Process Map Item can enter into the Item Workflow, see previous section (4.1.8.4) for more information.