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20 557246 ch16.qxd 4/2/04 10:12 AM Page 291 Chapter 16 ✦ Documenting Business Processes 291 ✦ Information/Material — Represent data elements such as forms or data records ✦ Logical Operators — Specify how events and functions interact. For example, the AND operator indicates that both events must occur to trigger a function, whereas the exclusive OR (XOR) operator specifies that the occurrence of only one of the events triggers the function. An OR operator indicates that the occurrence of any or all of the events triggers the function. ✦ Connectors — Show the relationships between the components on the diagram Fault Tree Analysis Diagrams Fault tree analysis studies the events that can lead to failure in an effort to prevent failures from occurring. Fault tree analysis diagrams are frequently used in the Analyze phase of the Six Sigma business improvement process. Fault tree diagrams use a top-down structure to represent the routes within a system that can lead to a failure, as shown in Figure 16-3. You can use logical operators to interconnect events or conditions that contribute to a failure. By analyzing the factors that lead to failure, you can prevent failures by eliminating their causes. Figure 16-3: Fault Tree Analysis diagrams show the events that can lead to failure. 20 557246 ch16.qxd 4/2/04 10:12 AM Page 292 292 Part III ✦ Using Visio for Office Productivity Note Bell Telephone Laboratories developed fault tree analysis in 1962 for the U.S. Air Force so they could analyze the Minuteman system. To create a fault tree diagram, follow these steps: 1. Choose File ➪ New ➪ Business Process ➪ Fault Tree Analysis Diagram. 2. From the Fault Tree Analysis Shapes stencil, drag the Event shape to the top of the drawing page. With the shape selected, type the description of the failure. 3. Drag a Gate shape, such as the AND or OR gate, onto the page directly below the top event. 4. Drag additional Event and Gate shapes onto the page and position them from the top down to identify potential causes of the failure represented by the top- level event. 5. Connect the shapes using the Connector tool. TQM Diagrams TQM is a structured approach to business process improvement that focuses on building quality into products and services from the beginning. All employees and departments participate, from top-level management on down. The TQM Diagram template includes shapes and connectors for creating flowcharts for Total Quality Management projects. Six Sigma projects include phases for defining, measuring, analyzing, improving, and con- DMAIC template is by using the Search drop-down list on Microsoft Office Online; from this the Download Now button. After downloading and opening the template, learn how to use Six Sigma Templates trolling processes. You can use a Visio DMAIC Flowchart template, available on Microsoft Office Online, to document requirements and steps for a Six Sigma project. When you create Visio diagrams or other documents as part of your project, you can link these documents directly to the DMAIC diagram to keep your project information organized. The DMAIC Flowchart template includes an overview page and two additional pages for drilling down. Each page includes shapes to get you started. The quickest way to find the list choose Templates and then type DMAIC in the Search For box. Click the button with the green arrow. Click the link for the DMAIC flowchart with the units you want and then click it by clicking the Using This Template link in the Template Help Task Pane. 20 557246 ch16.qxd 4/2/04 10:12 AM Page 293 Chapter 16 ✦ Documenting Business Processes 293 Work Flow Work flow diagrams are high-level flowcharts that show the interactions and flow of control for business processes. The Workflow Diagram Shapes stencil includes shapes that represent different departments and personnel. For example, it includes shapes such as Accounting, Information Systems, and Shipping. It also includes shapes for generic employees, such as Person 1, and specific roles, such as Treasurer. You can use basic Visio techniques to develop these diagrams. Estimating and Reporting with Flowcharts In addition to graphically depicting business processes, Visio flowcharts can also store data about the processes they represent. Many flowchart shapes contain cus- tom properties for cost, duration, and resources. By adding data to these fields for each step in a process, you can produce reports or compute estimates or results automatically. For example, when you add cost, duration, and resources involved for each step in your organization’s current and proposed procurement processes, you can produce reports that show the potential cost and time savings from imple- menting the new process. Adding Data to Flowcharts Many flowchart shapes include predefined custom properties for Cost, Duration, and Resources. You can view and enter data in these fields as you would for any other custom property. You can also add custom fields to Flowchart shapes to support additional requirements for a special project. To add data to Flowchart shapes, follow these steps: 1. Choose View ➪ Custom Properties Window. 2. Select a shape to which you want to add data. 3. In the Custom Properties window, click a field and type the data for that field for the selected shape. Repeat this step for each field you want to analyze or track. Note If a shape has no custom properties, the words “No Custom Properties” appear in the Custom Properties window. You can also access custom properties by right- clicking a shape and choosing Properties from the shortcut menu. 4. To add data to other shapes, repeat steps 2 and 3 for each shape. 5. After adding data to the shapes you want, close the Custom Properties win- dow by clicking the Close button. 20 557246 ch16.qxd 4/2/04 10:12 AM Page 294 294 Part III ✦ Using Visio for Office Productivity Adding Custom Properties to Shapes You can add custom properties to shapes to track other types of data or to add cus- tom properties to shapes that don’t include them, such as Cause and Effect shapes. For example, if you’re evaluating outsourcing opportunities, you can track the num- ber of employees with general skills involved in each step of a process. Cross- To learn more about creating custom properties, see Chapter 32. Reference To add custom properties to an existing flowchart master, follow these steps: 1. With the flowchart open, choose File ➪ Shapes ➪ Show Document Stencil. Visio opens the Document stencil, which contains master versions of the shapes you have used in your diagram. By adding custom properties to these masters, you can add the custom properties to all corresponding shapes in your drawing. 2. To add custom properties to a shape, right-click it in the Document stencil and choose Edit Master ➪ Edit Master Shape. Visio opens the master window and zooms into the shape so it’s easier to edit. 3. Right-click the master in the master drawing window and choose Properties from the shortcut menu. In the Custom Properties dialog box, click Define. 4. Click New. In the Define Custom Properties dialog box, specify the fields and options you want for the new custom property. To add another custom prop- erty, click New again. 5. When you’re finished adding custom properties, click OK. Your new properties appear in the Custom Properties dialog box. Click OK again. 6. Click the Close button for the master drawing window to return to the flowchart. When prompted to update the master and all of its instances, click Yes. 7. Repeat steps 2 through 6 for each master to which you want to add new prop- erty fields. 8. When you’re finished adding custom properties to masters, right-click the title bar of the Document stencil, choose Close, and save the flowchart. Generating Reports with Custom Property Data After you add data to your Flowchart shapes, you can produce inventories or lists, such as the types of job skills used in a process. You can also generate reports that calculate process statistics or total values so you can estimate costs or durations. 20 557246 ch16.qxd 4/2/04 10:12 AM Page 295 Chapter 16 ✦ Documenting Business Processes 295 Cross- Reference Cross- Reference To learn more about producing reports using custom properties, see Chapter 32. You can use the Database Export Wizard to transfer the data stored in your flowchart into a database. To learn more about exporting data to a database, see Chapter 10. Summary Visio’s Business Process templates help you construct diagrams based on several popular methodologies for business process improvement, such as Six Sigma. You need to know how to document business processes using the different types of dia- grams, such as Cause and Effect or Fault Tree Analysis, but you can use standard Visio techniques to produce your drawings. The Basic Flowchart, Data Flow Diagram, and Cross-Functional Flowchart templates appear in both the Business Process and Flowchart categories, but they are identical. You can create, edit, annotate, and format business process flowcharts as you do their more generic cousins. For multiple-page diagrams, you can continue processes on other pages by adding Off-page reference shapes or by adding hyperlinks between reference shapes to navigate between the main process and continuations. By using the custom properties associated with many Flowchart shapes, you can also estimate costs, durations, and other measures for your organization’s processes. ✦ ✦ ✦ 20 557246 ch16.qxd 4/2/04 10:12 AM Page 296 21 557246 ch17.qxd 4/2/04 10:59 AM Page 297 Scheduling Projects with Visio P rojects are endeavors that have a definite beginning and ending — typically, special initiatives that are distinct from routine operations of an organization. Projects don’t just happen on their own; they take conscientious planning and tracking. Project managers monitor and control tasks, sched- ules, resources, and budgets to ensure that projects achieve their goals. Typically, project managers use software such as Microsoft Project to build and track project plans, maintain the database of project information, and perform calculations. Although Visio is not a project management tool, you can develop project-related diagrams with it to communicate pro- ject plans and status. You can also use the Timeline, Gantt Chart, and PERT Chart templates to build and report on very simple projects. Whether you’re managing a project or creating a calendar to track your kids’ school activities, the Calendar template provides shapes to construct calendars that span one day to several years. In addition to building project management diagrams by drag- ging and dropping shapes, you can also import data from Microsoft Project or other applications into Visio diagrams. If you develop a prototype schedule in Visio, you can also jumpstart projects by exporting your schedules to Microsoft Project. In this chapter you learn how to work with the Visio Calendar, Timeline, Gantt Charts, and PERT Chart templates to effectively represent your projects and other time-sensitive information. CHAPTER 17 17 ✦ ✦ ✦ ✦ In This Chapter Exploring the project scheduling templates Constructing calendars Documenting project timelines Scheduling projects using Gantt charts Building PERT charts ✦ ✦ ✦ ✦ 21 557246 ch17.qxd 4/2/04 10:59 AM Page 298 298 Part III ✦ Using Visio for Office Productivity Exploring the Project Scheduling Templates In Visio 2003, four project-related templates present project and date-related infor- mation in distinct ways. Each template automatically sets the page to a letter-size sheet with landscape orientation, and uses inches drawn at a one-to-one scale. Use the template that corresponds with the type of information you want to convey: ✦ Calendar — Create calendars for projects as well as other purposes showing days, weeks, months, or years. Add reminders, meetings, special events, mile- stones, and more. The template includes the Calendar Shapes stencil and the Calendar menu. ✦ Timeline — Provides a set of dated timeline shapes that show events along a horizontal or vertical timeline. There are also shapes for milestones and inter- vals. The Timeline template includes the Timeline Shapes, Background, and Borders and Titles stencils, along with the Timeline menu. ✦ Gantt Chart — Drag shapes onto a page to create Gantt charts and import data from Microsoft Outlook or Microsoft Project. The Gantt Chart template includes the Gantt Chart Shapes, Background, and Borders and Titles stencils, along with the Gantt Chart menu and toolbar. ✦ PERT Chart — Provides a pair of PERT (Program Evaluation and Review Technique) Chart boxes, or nodes, to show the interdependencies between tasks without taking timing into account. There are shapes for node connec- tors, callouts, and legends. The PERT Chart template includes the PERT Chart Shapes, Background, and Borders and Titles stencils. To create a drawing using one of the project scheduling templates, choose File ➪ New ➪ Project Schedule and then choose Calendar, Gantt Chart, PERT Chart, or Timeline. To use one of the project scheduling stencils in a different template, choose File ➪ Shapes ➪ Project Schedule and then choose the stencil you want. Visio adds the appropriate menu to the Visio menu bar when you drag a shape from one of the template stencils onto the drawing page. Constructing Calendars Use the Calendar template to create daily, weekly, monthly, or yearly calendars. You can add appointments, events, or project tasks to calendar days, which are then associated with the calendar dates. With calendar art, you can highlight special dates. You can create calendars by creating a new Visio drawing using the Calendar template or by opening the Calendar Shapes stencil. By specifying a language for the calendar, you set the date formats for your calendars. Feature New With Visio 2003, you can now import appointments and other schedule informa- tion from your Microsoft Outlook Calendar (see the “Importing Outlook Calendar Data into Visio” section later in this chapter). 21 557246 ch17.qxd 4/2/04 10:59 AM Page 299 Chapter 17 ✦ Scheduling Projects with Visio 299 Creating Daily Calendars You can create a calendar consisting of a single day or multiple nonconsecutive days. You could create a calendar of nonconsecutive days to show meetings or events that always occur on Tuesdays and Thursdays, for example. To create a calendar of selected days, follow these steps: 1. Drag the Day shape onto the drawing. The Configure dialog box appears. 2. Enter the date and the date format (if necessary) and then click OK. You can also change the date format by choosing another language. For example, if you choose French (Canadian), the date format changes to yyyy-mm-dd. 3. Repeat steps 1 and 2 for each day you want in your calendar. 4. Resize and move the Day shapes into the size and position you want. To change the date or date format in a Day shape after you’ve created it, select the shape and then choose Calendar ➪ Configure. Creating Weekly Calendars To create a weekly calendar, follow these steps: 1. Drag the Week shape onto the drawing. The Configure dialog box appears. 2. In the Start Date box, enter the date for the beginning of the week. 3. In the End Date drop-down list, select the number of days for the week and the resulting end date. 4. Specify the date format, language, whether you want the weekend to be shaded, and whether you want to show the title of the week (for example, “Week of July 12, 2004”). 5. To add additional weeks, repeat steps 1 through 4. 6. Resize and move the week shapes into the size and position you want. Tip Rather than add multiple individual weeks, you can create a multiweek calendar for consecutive weeks. Drag the Multiple Week shape onto the drawing. In the Configure dialog box, specify the start and end dates and any other calendar for- matting options, and then click OK. Creating Monthly Calendars You can create a single-month or multimonth calendar. To create a monthly calen- dar, follow these steps: 1. Drag the Month shape onto the drawing. The Configure dialog box appears. 2. Enter the month and year for the calendar. [...]... Part III ✦ Using Visio for Office Productivity contains task information such as task duration, start date, and finish date Use Visio to create PERT charts showing the relationship between tasks in your project, as shown in Figure 17 -5 Link line Task node Figure 17 -5: Draw a PERT chart to show project tasks in a network diagram layout Caution Unlike Visio Gantt Charts and Timelines, the Visio PERT Chart... them with your colleagues New Feature The Brainstorming template in Visio 2003 replaces the Mind Mapping template in Visio 2002 Accessing Visio Brainstorming Tools Brainstorming is frequently fast-paced, so Visio provides Brainstorming commands in several places You can access most Brainstorming tools on the Brainstorming menu on the Visio menu bar as well as the shortcut menus that appear when you right-click... want, click Finish Visio imports the selected tasks If you imported into an existing Timeline drawing, Visio creates the imported timeline on a new page Exporting Visio Timelines to Microsoft Project Suppose you built a simple project as a Visio Timeline, perhaps as a proposal or to gather input from team members Now it’s time to initiate the project and you want to transform the Visio Timeline into... Gantt Chart Data You can import and export Gantt Chart data between Visio and Microsoft Project When Microsoft Project 2000 or later is installed on your computer with Visio, the Import and Export commands appear on the Visio Gantt Chart menu Importing Project Data into Visio Gantt Charts Bring information from Microsoft Project into Visio when you want to create a Gantt Chart based on existing project... not Timelines, now that Visio 2003 includes the Import Timeline Wizard To import Microsoft Project data into a Visio Gantt Chart, follow these steps: 1 In Visio, choose File ➪ New ➪ Project Schedule ➪ Gantt Chart or open an exist­ ing Gantt Chart drawing Choose Gantt Chart ➪ Import 2 Select Information That’s Already Stored in a File and then click Next 317 318 Part III ✦ Using Visio for Office Productivity... the Time Scale dropdown list, you can also specify the Start Fiscal Year On date Click OK New Feature In Visio 2003, you can now divide your timeline by seconds, minutes, hours, or quarters of the fiscal year 5 Drag the new timeline to the position you want on the drawing 3 05 306 Part III ✦ Using Visio for Office Productivity Tip If you don’t see dates or times on your timeline, select it and choose... import and export timeline data between Visio and Microsoft Project if Microsoft Project 2000 or later is installed on your computer along with Visio Note In Visio 2003, you can no longer import Microsoft Excel data, txt, or mpx files into a timeline or convert data between a timeline and a Gantt chart However, you can import Excel data, txt, and mpx files into a Visio Gantt Chart If you export that data... calendar 5 Under Route to Recipients, select One After Another Be sure that the Return When Done check box is checked and then click OK Each recipient in turn runs the Import Outlook Data Wizard on the calendar to add his or her appointments When the last recipient finishes, the calendar returns to you, complete with everyone’s imported appointments Importing Outlook Calendar Data into Visio In Visio 2003, ... created 10 Check the information in the final wizard page and then click Finish Visio cre­ ates a Gantt Chart using the selected task information from your data file Exporting Visio Gantt Charts to Microsoft Project To export project information from your Visio Gantt Chart into Microsoft Project, follow these steps: 1 In Visio, open and select the Gantt Chart and then choose Gantt Chart ➪ Export 2 Select... dialog box Check the Subject Contains check box, type in the word or phrase for which you want to filter, and click OK 303 304 Part III ✦ Using Visio for Office Productivity 5 In the third wizard page, which appears only if you import appointments into a new Visio calendar, specify the calendar type and properties and click Next 6 In the last wizard page, review the import properties you specified To . project milestones and intervals. 21 55 7246 ch17.qxd 4/2/04 10 :59 AM Page 3 05 Chapter 17 ✦ Scheduling Projects with Visio 3 05 New Feature In Visio 2003, you can create vertical as well as. OK. 21 55 7246 ch17.qxd 4/2/04 10 :59 AM Page 304 304 Part III ✦ Using Visio for Office Productivity 5. In the third wizard page, which appears only if you import appointments into a new Visio. your organization’s processes. ✦ ✦ ✦ 20 55 7246 ch16.qxd 4/2/04 10:12 AM Page 296 21 55 7246 ch17.qxd 4/2/04 10 :59 AM Page 297 Scheduling Projects with Visio P rojects are endeavors that have