Cross Functional Flowchart

and more Excel flow chart templates for business process mapping

The Functional Flowchart

Most business process engineering starts with a flow chart template that has a swim lane for each person, department, or functional team that is involved with the process - showing an intuitive graphic depiction of who is doing what, when, where, and for how long.

Similar to a value stream map, the Time Sum Line at the bottom of the Systems2win cross functional flow chart auto-calculates cycle time (hours or minutes spent actually working) & lead time (days or weeks sitting in someone's in basket) for the entire process, and for each swim lane - so you know how many hours are needed for each Department to staff your re-designed process.

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Flowchart examples

Cross functional flowchart - animiated gif

The above animation shows how you can use Excel Scenarios to depict and analyze different scenarios on a single flowchart
(in this case a typical process vs. a rush order)

Things to notice:

The background color changes to highlight the processes that have a Path code matching the currently-selected Path code
The same process can have a different Path code in each scenario
All of the Lean metrics are calculated based on only those processes included within the currently-selected Path
The error-checking cell turns purple when the Path code does match the Path code for the Imported Comparison Data - thereby alerting you that if you want to view valid comparisons, you would need to also include the comparison data for the X Path code within your scenario data

Purposes of a Cross Functional Flow Chart

also known as Metrics Based Process Map

You start by drawing a simple flowchart - to graphically depict any business process that crosses functional workgroups
When you're ready, you can optionally enter data to auto-calculate Lean metrics - to identify and eliminate waste
See our free online training for Lean Time definitions

Paths and Scenarios

On the same flowchart, you can use Excel Scenarios to illustrate (and calculate) different paths through which the thing being processed might flow.

In the animated picture above, we illustrate two different scenarios:

The Typical Path
A Rush Order

Notice that the background color changes to indicate which processes are (and are not) included within the currently-selected Path, and that any or all of the Lean metrics data for each process can be different in each Path scenario.

By using Path scenarios, you can depict and analyze multiple possible process flows - without wasting your time re-drawing a similar or identical flowchart for each scenario.

Bottom Line Lean Metrics
that auto-calculate if and when you enter your data

Lead Time - the time it takes to complete the process - from start to finish
Process Time - time that work is being done by a human being (not just an unattended machine)
Value Add Time - work that is value add from your end customer's perspective
Value % of Time and Activity Ratio - often embarrassingly small numbers
that dramatically illustrate how much room there is for improvement
Total Steps - a "step" happens whenever the thing being processed is (our could be) handed off or delayed
Value Add Steps - steps that do something that is value add from your customer's perspective
Cycle Time - Process Time divided by number of workers
Total Cycle Time - how often another thing being processed comes out the end of the pipeline
Rolled First Pass Yield - product of % Complete and Accurate for each sub-process
Takt Time - how often another thing being processed needs to come out the end of the pipeline to meet customer demand
Work Time Available - with all the power of Excel to take into consideration all factors affecting your unique work schedule
Pitch - the pace at which work is released and moves through the value stream
Capacity - how many of these things can we produce?
Staffing - how many full time employee equivalents are required?

See our free on-line Lean Glossary

Value Add Metrics

If a process has a Value Add code of "V", then it will always be included within Value Add metrics.

If the process has any other (user-defined) Value Add code, then it will also be included in Value Add metrics if (and only if) the Value Add code matches the Value Add Include code that you have currently selected.

This allows you the flexibility to do value add analysis both the traditional way - and to invent creative ways to analyze productivity in ways that are more useful than traditional value add analysis.

For example, for many back office processes, every process step is technically "non-value-add" from the customer's perspective, which isn't very useful or motivating for the people charged with improving the process

Metrics per Swim Lane
to answer each Vice President's question: "How will these proposed changes affect my people?"

Process Time - "For every unit processed - how much time will be required from someone in this department or functional area?"
Queue Time - "How long do things sit in piles waiting for someone in this department or functional area to get around to working on them?"
% Complete and Accurate - "What percent of deliverables come out of this department without need for downstream correction, addition, clarification, or rework?"

Unit of Measure Conversions

At any time, click a button to switch Lead Time Unit of Measure between:

Working days
Calendar days
Weeks
Hours

Choose Cycle Time Unit of Measure:

Seconds
Minutes
Hours

Side-by-Side State Comparisons

With the click of a button, Import Old State Comparison Data

Things to notice:

It does error checking - to make sure that the imported data is a valid comparison
The ∆ Delta Change formulas are directionally correct:
- Black is good
- Red is bad
- Grey requires human judgment to determine whether an up or down change is good or bad
You have the option of either entering manual comparison data and/or importing from another worksheet with the click of a button
When you click on any row or column heading (in any Systems2win template) pop-up help will appear

This Systems2win Cross Functional Flowchart is designed to make it truly easy for you to:

Start out by making a simple flowchart drawing
then, when you're ready...
Enter data to easily analyze the effects of proposed changes

Flow Chart Training & Demo Videos

For the swim lane cross functional flowchart

Preparation
- Review instructions and training
  - Click the Print Instructions button on your Functional Flowchart template Help page
  - Add this training page to your browser Favorites
  - Review the training & videos (on this page and the Lean Office Case Study)
- Define your Units of Measure (6 min video)
First Pass: Identify the Process Steps
- Document process steps (6 min video)
- Map the As Is state
  - How to use Excel to create drawings every bit as powerful as Visio
- Use Link Icons
  - to drill down to this flowchart from the value stream map and the Value Stream Plan
  - to link to other related documents - such as visual work, standard procedures, standard work, spaghetti diagrams, project plans, kaizen events, and more
Second Pass: Choose and Add Metrics
- Lean Definitions
- Takt Time and Pitch (see Lean Definitions)
Third Pass: Analyze and Improve
- Import Old State Comparison Data
- Create an A3 Report Presentation of Results
Continuously Improve
- Add and analyze multiple scenarios - on a single drawing
Additional training relevant to this template
The Sample and Help worksheets of every template also contain training relevant to THAT template
- Quick Start for trial templates (5 min video)
- How to find Help & Training for any Systems2win template
- Introduction to Lean Kaizen DMAIC Six Sigma (13 min training video)
- Introduction to Systems2win templates (5 min video)
- Training & Demos home page
- Also see the other Lean tools and Process Engineering templates that come bundled with your flowcharts

If you suspect that this flow charting tool might be a little more capable than the one you've been using...

Why not try it out? (this flow chart template come as part of the lean tools bundle)