Process Innovation: The Application of IT to Process

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If IT departments are the "engineering" groups for the business -- they make the "business" product function -- then whose responsible for making the that product better?  Who's the (Internal) Marketing or Product Management for the IT department and the business as a whole?

Over the last several months, there's been a lot of discussion about a new breed of CIO: a Chief Innovation Officer, rather than a Chief Information Officer.  I think, perhaps, that there is a need for a new offer, rather than holding existing CIOs responsible for both developing the business product and doing the product management of it. Maybe we don't need a "Chief Process Innovation Officer" (CPIO), but maybe we do need a "Director of Innovation" who can manage process innovation efforts across the enterprise from an internal perspective and who can direct the application of IT to business processes, not just the development of IT engineering efforts required to simply make the business function.

Successful businesses adapt through the continuous improvement of its processes. Current trends in technology has made it easier than ever before for businesses of all sizes to continue to innovate and improve their ability to execute.  This lens is dedicated to the ideas, tools, strategies, and efforts that apply IT to process and improve the way businesses function every day.   

Current buzz 

What's being said (around on the web)?

Is there a need for a CIO?
Interesting discussion, but for one thing: process innovation cannot be effective if it is used to address employee compensation or about employee effectiveness. In order to improve process, you first must investigate current processes and find out what people do when they do their job. If they think that what they tell you can imperill their position in any way, you'll get useless data and even more useless "innovations" as a result.
Turning interest into action
This is exactly why process innovation needs to be a focused and directed effort. Innovation (always) starts at the bottom, but it must be directed from the top.
CIO: Chief Information Officer
Excellent description of "CIO/Chief Informaton Officer" job. It sounds a lot like a VP of Engineering job, if you think of the "business" as the "product" (manage development, project management, implementation, etc). When you think about just how much work is involved just doing this much, you start to realize that there's no one left to innovate the product--the application of IT such that it improves business process--to the customer (the business).
Gartner Fellows: Interview with Ku-taek Lee
Lee says that innovating process is a difficult proposition: "many of our employees did not easily agree to change their current processes", and they formed "a dedicated team led from the top of the company to lead innovation and to develop new processes." Are you doing this?
Viewpoint: A retrospective look at process change with an eye to the future
A nice article that describes how process change has evolved and why it's critical for business success: "Any process redesign must be viewed as another form of organization change which takes place in the context of people and organization." IT cannot be "the driver" of process change, but "they are instrumental in creating flexible processes and structures. ...[I]nvestment in information infrastructure is a prerequisite for corporate agility. Such investments must be looked at as having "latency effects" in the form of digital options. At the appropriate time, companies that have built the capabilities to exploit the process and knowledge options that they have created will be the ones that can take advantage of opportunities when they present themselves."
Open-source software isn't dooomed, despite what SAP says.
Although most of this article diverges from the topic this lens is interested in, one paragraph stands out: "Open-source startups and relative newcomers must target a new breed of CIOs, which Graf dubs chief process innovation officers. Rather than old-school CIOs who focus on a company's data management, these guys design processes with the company's network. 'If you want to become strategic to the company, you need to deal with business processors.'" However, the need for process innovation isn't only for open source startups...
Should companies have a Chief Innovation Officer?
This article makes an extremely important point: "This isn't innovation for innovation sake; this is making new things happen that adds value to companies."

So, what's an company to do? 

Dedicate a new group to direct the effort

Given the number of ways that organizations can be linked together, if every department were left on their own to implement their own workflow, their own content management, their own process innovation, then you get a mish-mash of processes and tools -- that's okay -- except that they probably do not play well together, and no one else can take advantage of the knowledge that these processes are generating. And that's waste.

Instead, set up a group that's charted to find ways to innovate!

Innovating with Documentation Groups 

5 Ways to Streamline the Doc Group

  • Improve the review process: send a diff of relevant sections not a PDF of the entire book with change bars.
  • Generate the majority of the contents of release notes out of the bug database
  • Single-source the content: deliver multiple output formats from a single content sourcefile.
  • Generate parts lists and catalogs straight out of the parts or product database
  • Automate document production: have IT generate script files so that html, cd, online help, pdfs, and text versions of documentation no longer require a human to click-click-click their way through a multi-hour-long process.

Innovate with Engineering 

5 ways to connect with engineering groups

  1. Jumpstart content authoring by auto-generating content directly out of engineering systems (new features, new commands, API changes). (build-tools integration).
  2. Produce documents with varying levels of detail: improve the information available to new hires and make it easier for novices to learn while not impeding experts from finding only what they need to know. If you've already streamlined the doc group, this is a snap. (This technique is called "profiling".)
  3. Look for ways to integrate database/assay machine information and automate change propagation.
  4. Write scripts that make it simple for the writing staff to easily track changes in the code which are tied to changes in the documentation. Why should engineering be responsible for notification? (Do they always know who to contact?)
  5. Create self-service troubleshooting by integrating diagnostic information with procedural documentation. (SOA anyone?)

Innovate across the enterprise 

  1. Training: Generate documentation (presentation slides, student handouts, instructor's materials) from the customer service knowlege management database and the documentation groups content repository.
  2. Training/Employee Services: Post class schedules using RSS, then aggregate/filter them to get personalized versions (monthly calendars, hr calendars, engineering lectures, upcoming, past, etc.)
  3. Marketing: profiling customer-specific purchasing information to improve information on personalized portal pages. You know what they bought, you know what field alerts (if any) have been issued for those products. Why put the burden of keeping up with, and searching for, that information on your customer?)
  4. Marketing: achieve true separation of form and content. This goes far beyond using CSS. You can generate a PDF as easily as the HTML page that your customer is looking at (and wants to save or print). Don't forget about simplifing the effort required by branding turnover.
  5. Services to support Sarbanes Oxley activities
  6. Automate knowlege generation from audit trails
  7. Connect to operations, manufacturing, and document control systems
  8. How about HAZMAT database integration?

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Related Topics 

These kinds of projects typically start in technical publications groups. It's not surprising because those are the folks who have to deal with information gathering and assembly. These folks see direct savings when they can reuse information in different information targets and formats. The links in this section can help a Technical Publications department get started, or help other departments get an enterprise project started by working with them.
Single Sourcing
In practice, single-sourcing is either a success or a failure. There seems to be no in between. In order to make single-sourcing a success, two different disciplines must come together to make single-sourcing work: writers and engineers.
Computer Documentation
Most of the time computer documentation is an afterthought, if it's even a thought at all. Documentation groups tend to be the last ones funded, even though no product ships without it (somewhere). In fact, more documentation shows up all the time, and not just from the company shipping the product.

by caltonia

After working with documentation groups to move to XML authoring and automated production systems, I came to specialize in the application of IT...

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