Symbols and Descriptions

PROCESSSTEP ICONS

1 General Icons

Icon / Shape What it means “And” Split The Icon is used where a split in the Process occurs and two Steps follow independent of another. The AND “and” indicates that the “paths” of the two or more steps that occur simultaneously, must be followed.

Connector The Connector links Interfacing Processes and/or Role Players to Steps. If using MS Visio the connector is not located in the stencil like all other Icons. Find the connector on the menu bar and set the line weight to 9.

Customer / Client Represents a Customer/Client. This Icon distinguishes the Customer/Client from other Role Players.

Data Shows that Data from a Database is used as Input to a Step if located in the bottom left hand corner. If Data located at the bottom right hand corner, the Icon represents Data being created in a Database as a result of Step activities. Decision Diamond Represents a point in the Process where a decision needs to be made on a specific aspect. It usually results in a “Yes” or “No”, with a different set of Steps following the “Yes” and “No” direction respectively. Document Includes any document which is printable and provides data or information.

Electronic Interface Indicates a computerized system that inputs data into a Step if positioned at the bottom left corner of a Step,

hp1825 AU I NP ME TO UT NU or if used at the bottom right of the Step, a system in which data from the Step is captured.

PROCESSSTEP PROCESSSTEP ICONS VERSION 1 PAGE 1 OF 10 © PÉTANQUE BUSINESS SPECIALISTS / LAST UPDATE: 4 MAY 2018 TENSTEP, INC Icon / Shape What it means Event or Trigger Indicates an event that triggers the start of a Process if used at the start of the Process, or, if used following a Step in the Process, the Icon represents for example a system which may run a batch update or product that is delivered, etc. Filing System Represents a system to store files and documents, for instance as official records.

Group of Role Players Represents a group of Role Players, i.e. “Team”, “Role Players”, etc.

Interfacing Process Indicates an Independent Process, which interfaces with the current Process. In some instances, this also represents Procedures.

New Highlights aspects that are “new” in the Process. New Utilize the Icon to show an event as an Outcome of Change Management.

Non Sequential or delayed Step Indicates a delay in the Process, or that the Step does not necessarily follow on the previous Step. Clarify the Step with a Note.

Type your note Note here Records notes, additional data and/or reminders on the Process Map (electronically).

Note Pin “Pins” a Note to a specific spot in the Process Map.

Option Follows the Option Pre-ceder and is used to “branch” out the Steps for each Option.

Option Pre-ceder Indicates an Options point in the Process, followed by Is It two or more Options in which the Process branches out.

PROCESSSTEP PROCESSSTEP ICONS VERSION 1 PAGE 2 OF 10 © PÉTANQUE BUSINESS SPECIALISTS / LAST UPDATE: 4 MAY 2018 TENSTEP, INC Icon / Shape What it means Process End Indicator Indicates that the Process ends at the Step where the Process End Indicator is positioned.

Query Serves as a reminder to resolve a query, sort out details that are unclear and question aspects of the Process.

Remember! Use as a reminder to remember aspects to be followed up, notes to be added and changes to be made.

Role Changer Links the Actioning Role Player to a Step. Each time the Actioner changes, this link is used. For example: Role Player A is responsible for actioning Steps 1, 2 and 3 which then triggers Role Player B to action Steps 4 and 5. The Role Changer will link Role Player A to Step 1 and Role Player B to Step 5. Role Player A person or persons that either receive Output from a Step and/or provide Input into a Step.

Stage Divider Shows where the breaks between Stages are in the Process Flow.

Stage Name Used above a number of Steps that when grouped STAGE N AME together, form a Stage in a Process Map. The icon groups Steps into Stages.

Step Indicates the Steps (actions) needed to achieve Process Outcomes.

Step Connector/Link The Connector/Link joins the Steps in sequence. It also indicates the direction in which the Process flows.

PROCESSSTEP PROCESSSTEP ICONS VERSION 1 PAGE 3 OF 10 © PÉTANQUE BUSINESS SPECIALISTS / LAST UPDATE: 4 MAY 2018 TENSTEP, INC 2 Management Elements and Communication Icons

Management Elements Icon / Shape What it means Accounting Impact Indicates where the Accounting or Financial Impact activities take place in the Process. Accounting Impact activities influence the Balance Sheet and/or Cash Flow of the Entity in which the Process functions. Burning Point Represents critical problems, non-compliance, Risks or non – controls in the Process. It is used to indicate where immediate action is required and is used with the Risk, Control and/or Performance Icons at the Step where the problem exists or occurs. Change Management Represents Change Management actions that take place or needs to take place in the Step. This is supported by an Action Item in the Action List. Check Represents the activities in a Step where a benchmark or an anchor point is established and/or used to compare or verify a later event or details. The Check does not stop the Process as in the case of a Control. The Check may be a plan, a budget, a set of specifications, an order, an instruction or any other information  against which a later occurrence is measured.

By attaching the Icon to a Step, it also represents activities that compare and/or verify against a benchmark. Control C Relates to the set of activities that are invoked to:

. Monitor the Process Outcomes and trigger the activities that need to be invoked to achieve the planned Process Outcome. In other words, corrective action may need to take place if the current Outcome of a Step is not as desired and which may impact the Process Outcome. This triggers a specific set of activities to steer the Process back to what “should happen in a zero defect Process”.

. Stop the Process from moving forward until deviations to the optimal path have been resolved.

. Change the elements that are causing the Process to deviate from the optimal path in such a manner that the optimal outcome can be achieved after the intervention.

When used in ProcessStep, this means that:

PROCESSSTEP PROCESSSTEP ICONS VERSION 1 PAGE 4 OF 10 © PÉTANQUE BUSINESS SPECIALISTS / LAST UPDATE: 4 MAY 2018 TENSTEP, INC Management Elements Icon / Shape What it means

. The Step where the Icon is situated is where gate- keeping/monitoring takes place before proceeding with the next Step.

. The activities that need to be invoked to achieve the optimal or best practice Process i.e. corrective action may need to take place if the current outcome of the Step is not as desired, triggering another set of activities to steer the Process back to what “should happen in a zero defect Process”.

. The person who invokes the activities has the responsibility and authority to influence and change the elements that cause the non-optimal flow of the Process to a different, more optimal course.

In other words, the Process provides for “gate keeping” points: if all is going according to best practice, no intervention is called for. If, however, outcomes at the Control Point are less than desired, the relevant Role Player needs to perform activities that will stop current, non optimal outcomes and re-direct outcomes to the desired outcome. Escalation Indicates specific Steps, which are important Steps either in terms of Controls, KPIs or MI, where, should the actioning Role Player in a Step not fulfill the activities in the Step (effectively), other Role Players can escalate problems or the result of the non-efficiency to the next person in authority for resolution. Governance Management The Icon represents the “rules” or guidelines that set the terms of reference, framework or compliance requirements within which the Process should operate to align with what is generally accepted as good governance. Governance “drivers” include Directives, Policies, Charters and Statutes. Not all Governance drivers may be enforceable, but the expectation is that they are adhered to - or provided for in the Process - as part of how the Process functions. Key Performance Area Represents the “areas” or strategically important aspects where performance in the Entity is targeted. KPIs link in with KPAs to KPA provide the metrics for the areas of performance, i.e. a number of KPI’s may support (for example the strategic goal of Growth, etc). Key Performance Indicator KPI Indicates the point(s) in the Process where performance is measured. Management Information This depicts Steps in the Process where Management Information

PROCESSSTEP PROCESSSTEP ICONS VERSION 1 PAGE 5 OF 10 © PÉTANQUE BUSINESS SPECIALISTS / LAST UPDATE: 4 MAY 2018 TENSTEP, INC Management Elements Icon / Shape What it means is produced that will provide information to specific Role Players in order to complete a Step (for example generating reports or measuring performance). Management Information is data that assist in reaching the goals of the Process. Overall Control Relates to the Principal set of activities that are invoked to:

. Stop the Process from moving forward until deviations to the optimal path have been resolved.

. Change the elements that are causing the Process to deviate from the optimal path in such a manner that the optimal outcome can be achieved after the intervention. Quality Management Q Represents Quality Management activities that take place in the Step. Risk Represents a risk to the outcome of the Step, Stage or Process. RISK Risk is the potential harm that may arise from a current event or from a future event and which will have a negative effect on a desired outcome.

PROCESSSTEP PROCESSSTEP ICONS VERSION 1 PAGE 6 OF 10 © PÉTANQUE BUSINESS SPECIALISTS / LAST UPDATE: 4 MAY 2018 TENSTEP, INC Communications Icon / Shape What it means Ad-hoc Meeting Ad- This is a meeting which occurs when necessary. hoc

Cellular Phone The Icon represents communication by means of mobile phones.

Courier Represents courier services where packages or documents are delivered door to door.

Delivery by Hand Indicates that documents are delivered by hand – usually where the provider “hands” the document to the receiver in person.

E-mail Represents communication being sent electronically. Fax Represents the use of facsimile machine to communicate information Instant Messenger Represents the application of an instant messaging system, e.g. / MSMN. Internal Company Mail An official system used within a business to send and receive letters and packages to various persons within the business.

One on One Meeting This is a meeting which occurs face-to-face between specific persons. Portal Represents an intranet, portal or community specific location where information is stored and retrieved.

Printer Depicts instances where a printer is used.

Scheduled Meeting Represents a scheduled meeting.

PROCESSSTEP PROCESSSTEP ICONS VERSION 1 PAGE 7 OF 10 © PÉTANQUE BUSINESS SPECIALISTS / LAST UPDATE: 4 MAY 2018 TENSTEP, INC Communications Icon / Shape What it means SMS/TEXT This represents communication by means of SMS/MMS or “text”.

Snail Mail Represents sending and receiving letters and packages via the postal service. Telephone Represents “landline” telephones as means of communication.

Timer The timer is used when a particular Step has time allocated to it for example an activity must take place by a specified time.

PROCESSSTEP PROCESSSTEP ICONS VERSION 1 PAGE 8 OF 10 © PÉTANQUE BUSINESS SPECIALISTS / LAST UPDATE: 4 MAY 2018 TENSTEP, INC Prep & Finish – these are used to customize and prepare map templates prior to the First Mapping Workshop Icon / Shape What it means Background For each of the ISO standard paper sizes of A0, A1, A2, A4, these backgrounds are used to prepare and customize Client ProcessStep Map Templates prior to the first Mapping Workshop.

CHANGE CONTROLLER Change Controller

O R N T E O

L O F S I

W D B T Y T S T I E O A E R S A I D H E R C Manages expectations, ensures that project goals T R I O L V E U

R N L G G L E T I N E P A O E C A P E H O T M R I L N L A C E A T P

O C L A T C C N C P I T O A

M are tracked and achieved and manages Project O N I N I N progress per Process.

Copyright and Information Bar ProcessStep Ensures Intellectual Property protection and ©Pétanque Business Specialists & TenStep Inc. www.petanque-c.com / w ww.tenstep.com provides details about the Entity delivering ProcessStep. Performance Matrix Links KPI’s into Key Performance Areas for each Process.

PROCESSSTEP PROCESSSTEP ICONS VERSION 1 PAGE 9 OF 10 © PÉTANQUE BUSINESS SPECIALISTS / LAST UPDATE: 4 MAY 2018 TENSTEP, INC Prep & Finish – these are used to customize and prepare map templates prior to the First Mapping Workshop Icon / Shape What it means Process Owner Process Owner Represents the Person who ensures that the Purpose of the Process is achieved.

Purpose and Scope Provides the area in which to capture the Purpose and Scope of the Process.

Sign-off “Stamp” Sign- off: Provides a space in which the Process Owner signs Process Owner Name: off a Process Map and/or Process Book. Signature

Timeline Stage 1 Stage 2 Stage 3 60 Days 60 Days 30 Days Indicates timelines per stage or any other part of e n

i the Process.

L Stage 4 Stage 5 Stage 6

3 Da ys 5 Days 5 Da ys e m i

T Stage 7 Stage 8 Stage 8 3 Da ys 2 Days 2 Da ys

Version VERSION 1 Use at bottom right of each ProcessStep output for 2006/07/20 Version Control.

Work in Progress Shows that a Process is subject to further change.

PROCESSSTEP PROCESSSTEP ICONS VERSION 1 PAGE 10 OF 10 © PÉTANQUE BUSINESS SPECIALISTS / LAST UPDATE: 4 MAY 2018 TENSTEP, INC