Process Mapping: Align Your Capital Planning with Best Practices

Expert Insights - Tim Dunn

The existence of quality facility condition and asset data alone does not ensure excellent capital planning, budgeting or project implementation results. Good data must be part of an overall program designed and implemented to optimize its use in the capital planning process. By building a Process Map, an organization can create a plan to grow from their current capital planning process to one that is more aligned with industry best practices. VFA has found that our most successful customers have created a process map to ensure that they have a coordinated approach to their capital planning throughout their organization.

VFA works with organizations to develop, implement and sustain a facility capital planning program using our process mapping solution framework. This framework has proven to be an effective way to identify the strengths and challenges in current practices, and to identify and mobilize client resources to implement new, more effective processes in a structured but flexible way.

The development of a Process Map consists of the following steps:

  • Conduct a Situation Analysis. A situation analysis involves obtaining a comprehensive understanding of the facilities landscape that exists for the organization. This includes buildings, systems, people and processes. Through a combination of onsite sessions, telephone interviews, and workshops, VFA documents the existing capital planning systems and processes and identifies their relationships. VFA identifies what is working well, as well as areas that need improvement.
  • Determine Program Goals and Objectives. In conjunction with the situation analysis focusing on the current state of the program, VFA identifies and documents the goals and objectives of the program as defined by senior management and operational staff. This analysis identifies how each process that is being evaluated contributes to the mission of the organization, what tasks need to be accomplished by each process, and how they interrelate.
  • Develop Recommendations and Roadmap of Strategies for Improvement. Based on the analyses identified above, VFA provides short-, intermediate and long-term recommendations and strategies for improving the data/systems, processes and/or the organization. The short-term recommendations are targeted toward low effort, easy to implement tasks which can create quick wins in efficiency and/or effectiveness, thereby building support for long-term improvements which may be more complex and require additional resources. A final report assembles the results of the situation analysis, goals and objectives, recommendations, and roadmap.

A successful Process Map ensures that the facilities team has a coordinated approach to capital planning throughout their organization, leveraging industry best practices to fully utilize their valuable facility data in a structured, sustainable capital planning program.

For more information, please contact Tim Dunn, Senior VP of Consulting and Software Services at tdunn@vfa.com.