Business Process Review

Conducting detailed business process reviews provides clarity around the responsibilities of each department as well as the integration between them. OPTIMUS Subject Matter Experts (SMEs) use a structured process to help clients evaluate organizational effectiveness while gaining efficiencies and improving workflows.

1

Assess Current State & Future State

  • Business Vision and Project Objectives
  • Current Operational Structure
  • Strategic View of Operational Processes
  • Interview Key Stakeholders
  • Review of Systems and Integration

2

Developing the Business Process Flows

  • Design & build the flow with a view of the primary and support activities
  • Identify interdependencies/departments
  • Review the initial design with stakeholders
  • Evaluate the controls environment and highlight where improvement opportunities exist

3

Success Factors

  • Empowered Team that ‘own’ the Process
  • Increased Operational Efficiency and Consistency while reducing risk of Operational redundancy
  • Enhanced Controls
  • Bottlenecks and Inefficiencies identified
  • Ability to Scale up quickly

Case Study

Client: Midstream Pipeline
Location: Houston, Texas

Challenge: A newly spun off midstream pipeline company was set to incur it’s first audit and felt strongly they needed to prepare walkthrough worthy documentation to support the newly formed business operations. The organization engaged Optimus to document the existing end to end business processes as well as to propose key recommendations for future state growth.

Additionally, the client wanted to ensure that the processes were designed to be scalable as more assets were acquired.

Solution: Optimus conducted deep dive interviews with all functional owners and key stakeholders to understand the business processes. As the interviews were conducted cross functionally, the team’s were able to identify where key processes were missing controls, being duplicated or even not being done.

Optimus worked with and provided each functional process owner a documented “As-Is” of the current operations that included identification of key and operational controls that both existed or were missing. Additionally, Optimus was able to highlight where process enhancements were needed.

Result: The resulting documentation was both internal and external “audit ready”. The business owners bought into the processes and were eager to build upon the work going forward as well as to utilize the final “business process binder” of all the business processes for training purposes with new hires. Optimus organized the business process flows and controls documentation in such a manner that the Controller was able to use on a go-forward basis for easy refresh prior to the next audit.

Diagram 1

Business Process Review:

As organizations change rapidly the need for efficiency and transparency grows. Having fit for purpose business processes allows a business to complete in an increasing disruptive marketplace by effectively evaluating organizational effectiveness, improve workflows, eliminate redundancies and gain efficiencies. They also allows for improved communications between employees engaged in a process and eliminates the challenges of limited process visibility.