PRO: Process Specification

Document Type

Code: PRO
Name: Process Specification
Domain: Operations & Execution

Abstract

This specification defines the Process Specification document type within the BSpec 1.0 Universal Business Specification Standard. It establishes normative requirements, structured templates, and implementation guidance for organizations documenting process specification within the operations-execution domain. This specification enables systematic, machine-readable documentation that supports strategic planning, operational execution, and organizational alignment.

Purpose and Scope

The Process Specification defines systematic approaches to executing business activities through documented, repeatable, and optimized processes. It establishes process frameworks that ensure consistent execution, continuous improvement, and strategic alignment.

Document Metadata Schema

---
id: PRO-{process-name}
title: "Process — {Process Name}"
type: PRO
status: Draft|Review|Approved|Active|Deprecated
version: 1.0.0
owner: Process-Owner|Process-Team
stakeholders: [operations-team, quality-team, process-team, business-team]
domain: operations
priority: Critical|High|Medium|Low
scope: process-management
horizon: operational
visibility: internal

depends_on: [STR-*, OBJ-*, KAC-*, VAL-*]
enables: [PER-*, QUA-*, SVC-*, ARC-*]

process_type: Core|Support|Management|Innovation
process_maturity: Ad-hoc|Defined|Managed|Optimized
automation_level: Manual|Semi-automated|Automated
criticality: Critical|Important|Supporting|Optional

success_criteria:
  - "Process delivers consistent, high-quality outcomes"
  - "Process execution is efficient and cost-effective"
  - "Process supports business strategy and customer value"
  - "Process performance continuously improves"

assumptions:
  - "Process requirements are clearly defined and validated"
  - "Required resources and capabilities are available"
  - "Process participants are trained and competent"

constraints: [Resource and technology constraints]
standards: [Process management and quality standards]
review_cycle: monthly
---

Content Structure Template

# Process — {Process Name}

## Process Overview
**Purpose:** {Why this process exists}
**Scope:** {What is included and excluded from the process}
**Strategic Value:** {How process supports business strategy}
**Customer Impact:** {How process affects customer experience}

## Process Context

### Business Context
- **Strategic Alignment:** {How process supports business objectives}
- **Value Creation Role:** {How process creates value for customers/business}
- **Competitive Advantage:** {How process creates competitive advantage}
- **Business Impact:** {Impact on business performance and outcomes}

### Process Classification
- **Process Type:** {Core business, support, management, innovation}
- **Process Level:** {Strategic, tactical, operational}
- **Process Scope:** {Department, cross-functional, enterprise-wide}
- **Process Maturity:** {Current maturity level and target}

## Process Definition

### Process Inputs
- **Primary Inputs:** {Main inputs required for process execution}
  - **Input 1:** {Name and description}
    - **Source:** {Where input comes from}
    - **Format:** {Required format or structure}
    - **Quality Standards:** {Quality requirements for input}
    - **Timing:** {When input is needed}

### Process Outputs
- **Primary Outputs:** {Main outputs produced by process}
  - **Output 1:** {Name and description}
    - **Destination:** {Where output goes}
    - **Format:** {Output format or structure}
    - **Quality Standards:** {Quality requirements for output}
    - **Success Criteria:** {How successful output is defined}

### Process Activities
- **Activity 1:** {Process step name}
  - **Description:** {What happens in this activity}
  - **Responsible Role:** {Who performs this activity}
  - **Duration:** {Time required for activity}
  - **Prerequisites:** {What must be completed before this activity}
  - **Deliverables:** {What is produced by this activity}
  - **Quality Gates:** {Quality checkpoints within activity}

### Process Flow
- **Start Trigger:** {What initiates the process}
- **Decision Points:** {Key decision points in the process}
- **Parallel Activities:** {Activities that can run in parallel}
- **End Conditions:** {What constitutes process completion}
- **Exception Handling:** {How exceptions and errors are handled}

## Roles and Responsibilities

### Process Roles
- **Process Owner:** {Overall accountability for process}
  - **Responsibilities:** {Specific ownership responsibilities}
  - **Authority:** {Decision-making authority}
  - **Accountability:** {Performance accountability}

- **Process Participants:** {People involved in process execution}
  - **Role 1:** {Participant role name}
    - **Responsibilities:** {Specific role responsibilities}
    - **Skills Required:** {Competencies needed}
    - **Performance Expectations:** {Expected performance levels}

### RACI Matrix
- **Activity 1:** {Process activity}
  - **Responsible:** {Who does the work}
  - **Accountable:** {Who is accountable for outcome}
  - **Consulted:** {Who provides input}
  - **Informed:** {Who needs to be informed}

## Process Performance

### Key Performance Indicators (KPIs)
- **Efficiency Metrics:** {How efficiently process operates}
  - **Cycle Time:** {Time from start to finish}
  - **Processing Time:** {Actual work time}
  - **Wait Time:** {Time spent waiting}
  - **Resource Utilization:** {Efficiency of resource usage}

- **Quality Metrics:** {Quality of process outputs}
  - **Defect Rate:** {Percentage of defective outputs}
  - **Rework Rate:** {Percentage requiring rework}
  - **Customer Satisfaction:** {Customer satisfaction with outputs}
  - **Compliance Rate:** {Adherence to process standards}

- **Business Impact Metrics:** {Business value created}
  - **Cost per Transaction:** {Unit cost of process execution}
  - **Revenue Impact:** {Revenue contribution of process}
  - **Customer Value:** {Value delivered to customers}
  - **Strategic Contribution:** {Contribution to strategic objectives}

### Performance Targets
- **Current Performance:** {Present performance levels}
- **Target Performance:** {Desired performance levels}
- **Benchmark Performance:** {Industry or best practice benchmarks}
- **Improvement Goals:** {Specific improvement objectives}

## Process Controls

### Quality Controls
- **Input Controls:** {Ensuring input quality}
- **Process Controls:** {Quality controls during execution}
- **Output Controls:** {Ensuring output quality}
- **Feedback Controls:** {Learning from outcomes}

### Risk Controls
- **Risk Identification:** {Key risks in process execution}
- **Risk Mitigation:** {Controls to reduce risk}
- **Risk Monitoring:** {Ongoing risk assessment}
- **Contingency Planning:** {Backup plans for risk events}

### Compliance Controls
- **Regulatory Compliance:** {Meeting regulatory requirements}
- **Policy Compliance:** {Adherence to organizational policies}
- **Standard Compliance:** {Meeting industry standards}
- **Audit Requirements:** {Audit trail and documentation}

## Process Improvement

### Continuous Improvement
- **Improvement Process:** {How process improvements are identified}
- **Improvement Opportunities:** {Current improvement opportunities}
- **Improvement Prioritization:** {How improvements are prioritized}
- **Improvement Implementation:** {How improvements are deployed}

### Innovation Opportunities
- **Automation Potential:** {Opportunities for process automation}
- **Technology Enhancement:** {Technology to improve process}
- **Workflow Optimization:** {Optimizing process flow}
- **Resource Optimization:** {Better use of resources}

### Change Management
- **Change Process:** {How process changes are managed}
- **Impact Assessment:** {Evaluating change impact}
- **Stakeholder Communication:** {Communicating changes}
- **Training and Support:** {Supporting change adoption}

## Technology and Tools

### Supporting Technology
- **Process Management Systems:** {Technology platforms supporting process}
- **Automation Tools:** {Tools that automate process steps}
- **Monitoring Tools:** {Tools for process monitoring}
- **Integration Systems:** {Systems that integrate with process}

### Data and Information
- **Data Requirements:** {Data needed for process execution}
- **Information Flow:** {How information moves through process}
- **Data Quality:** {Data quality requirements}
- **Reporting and Analytics:** {Process performance reporting}

## Documentation and Training

### Process Documentation
- **Process Maps:** {Visual representation of process}
- **Procedures:** {Detailed step-by-step procedures}
- **Work Instructions:** {Specific task instructions}
- **Forms and Templates:** {Supporting documents and forms}

### Training and Competency
- **Training Requirements:** {Required training for process participants}
- **Competency Standards:** {Required skill levels}
- **Certification Programs:** {Professional certification requirements}
- **Knowledge Management:** {Capturing and sharing process knowledge}

## Governance and Oversight

### Process Governance
- **Governance Structure:** {How process is governed}
- **Decision Rights:** {Who makes process decisions}
- **Review Processes:** {Regular process reviews}
- **Performance Accountability:** {Who is accountable for performance}

### Compliance and Audit
- **Compliance Framework:** {Compliance requirements and monitoring}
- **Audit Schedule:** {Regular audit activities}
- **Issue Management:** {Handling compliance issues}
- **Corrective Actions:** {Addressing audit findings}

## Validation
*Evidence that process delivers consistent outcomes, operational efficiency, and strategic value*

Quality Standards

Bronze Level (Minimum Viable)

• [ ] Process overview with purpose, scope, and strategic value
• [ ] Process context with business alignment and classification
• [ ] Basic process definition with inputs, outputs, and key activities
• [ ] All required metadata fields completed

Silver Level (Investment Ready)

• [ ] Comprehensive roles and responsibilities with RACI matrix
• [ ] Process performance metrics with KPIs and targets
• [ ] Process controls with quality, risk, and compliance measures
• [ ] Process improvement framework with continuous improvement approach
• [ ] Technology and tools with supporting systems and data requirements
• [ ] Documentation and training with competency standards

Gold Level (Operational Excellence)

• [ ] Advanced governance and oversight with comprehensive framework
• [ ] AI-driven process optimization with predictive analytics and automated improvement
• [ ] Real-time process monitoring with dynamic performance adjustment
• [ ] Integrated process ecosystem with seamless cross-process coordination
• [ ] Advanced change management with intelligent impact assessment
• [ ] Continuous process innovation with automated optimization recommendations

Common Pitfalls

1. Over-documented processes: Creating excessive documentation that nobody follows
2. Process rigidity: Processes that can't adapt to changing conditions
3. Lack of process ownership: No clear accountability for process performance
4. Missing performance measurement: Processes without clear metrics or monitoring

Success Patterns

1. Customer-centric process design: Processes designed around customer value with regular feedback integration
2. Continuous process improvement: Regular process review and optimization with improvement culture
3. Process automation: Strategic automation of routine tasks with human focus on high-value activities
4. Cross-functional process ownership: Processes owned across organizational boundaries with shared accountability

Relationship Guidelines

Typical Dependencies

• STR (Strategy): Strategic direction drives process design and objectives
• OBJ (Objectives): Business objectives inform process goals and performance metrics
• KAC (Key Activities): Activity design drives process structure and execution
• VAL (Value Stream): Value stream flow influences process design and optimization

Typical Enablements

• PER (Performance Specification): Process efficiency drives overall performance achievement
• QUA (Quality Specification): Process quality controls drive overall quality standards
• SVC (Service Specification): Process execution enables service delivery and quality
• ARC (Architecture): Process requirements drive technology architecture design

Document Relationships

This document type commonly relates to:

• Depends on: STR (Strategy), OBJ (Objectives), KAC (Key Activities), VAL (Value Stream)
• Enables: PER (Performance Specification), QUA (Quality Specification), SVC (Service Specification), ARC (Architecture)
• Informs: Operational planning, capability development, technology requirements
• Guides: Process implementation, automation decisions, performance management

Validation Checklist

• [ ] Process overview with clear purpose, scope, strategic value, and customer impact
• [ ] Process context with business alignment, classification, and maturity assessment
• [ ] Process definition with comprehensive inputs, outputs, activities, and flow
• [ ] Roles and responsibilities with clear ownership and RACI matrix
• [ ] Process performance with KPIs, targets, and business impact metrics
• [ ] Process controls with quality, risk, and compliance measures
• [ ] Process improvement with continuous improvement and innovation approaches
• [ ] Technology and tools with supporting systems and data requirements
• [ ] Documentation and training with competency standards and knowledge management
• [ ] Governance and oversight with framework, decision rights, and compliance
• [ ] Validation evidence of process effectiveness, efficiency, and strategic alignment

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Related Documents

• Back to Document Types
• Domain: Operations & Execution
• Full Specification