The objective of the project was to achieve a consistent approach to Asset, Property and Facilities Management within Abacus’ Commercial and Self-Storage divisions, via process mapping, improvement, standardisation of Current and Future state processes, including roles and responsibilities.

A 3 phased project approach was adopted:
Phase 1: Development of a Process Inventory;
• Identify (but not map) the Current State (‘As Is’) business processes through the development of a Process Inventory,
• Prioritise those processes for mapping / further analysis in subsequent project Phases.

Phase 2: Map and Analyse the Current State ('As Is') business processes in detail;
• Guided by prioritisation in the Process Inventory, detailed process mapping of 36 top priority current processes,
• Gap analysis (‘Pain Point’ analysis / process ‘Critique’), and high-level identification of improvement opportunities.

Phase 3: Define the Future State (‘To Be’) processes and requirements;
• Phase 2 Critiques were addressed through new Future State (‘To Be’) process designs, redefined and standardised Roles and responsibilities,
• Production of High-Level Change Requirements,
• Any initiatives identified during this Phase which could be implemented and completed within a 2-week window per initiative, were identified as potential ‘Quick Win’ initiatives, and raised with the Project Management Team for prioritisation, and immediate implementation by them.

Phase 4: Develop an electronic Process Reference Model (PRM) & write Procedure Guide documents for selected End-to-End business processes.
• Define the architecture of the PRM, depicting L2, L3 and L4 processes presented in an electronic, navigable format, allowing the user to access process-related information in context to the task they are undertaking at the specific time, whilst supporting navigation from multiple entry points.
• Identify, collate and upload all authorised versions of the related process artefacts (forms, templates, guidelines, procedure documents etc), for all business processes contained in this model,
• Define the PRM maintenance structure – including update mechanisms, assigning initial roles and responsibilities, including initial support role to be provided by Synoptic Consulting,
• Internally publish the PRM, and assist the Administrator and business users with its use and navigation,
• Write and publish detailed Procedure Guide documents for selected End-to-End business processes depicting the process map, its detailed process steps, responsibilities, business rules, delegations, timelines, reference documents (eg forms, templates, guides, etc), and definitions.