Microsoft Visio 2000 Creating a Process Map.pdf

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ALIFORNIA
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TATE
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NIVERSITY
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NGELES
INFORMATION TECHNOLOGY SERVICES
Microsoft Visio 2010: Creating a Process Map
Fall 2014, Version 1.2
Table of Contents
Introduction ....................................................................................................................................3
Downloading the Data Files ..........................................................................................................3
Introduction to Systems Thinking and Process Mapping ..........................................................3
Process Mapping .........................................................................................................................3
Procedure of Process Mapping ...............................................................................................3
Process Mapping Using Visio........................................................................................................4
Starting Visio ..............................................................................................................................4
Overview of the User Interface ...................................................................................................4
Using Page Setup ............................................................................................................................7
Using the Print Setup Tab ...........................................................................................................7
Using the Page Size Tab .............................................................................................................7
Using Basic Drawing Skills ...........................................................................................................8
Adding Shapes to Drawings ........................................................................................................8
Saving New Drawings ................................................................................................................9
Adding and Deleting Pages .......................................................................................................10
Working with Shapes...................................................................................................................10
Selecting Shapes........................................................................................................................11
Moving Shapes ..........................................................................................................................11
Resizing Shapes ........................................................................................................................12
Rotating Shapes.........................................................................................................................12
Copying and Pasting Shapes .....................................................................................................12
Deleting Shapes.........................................................................................................................12
Working with Text .......................................................................................................................13
Adding Text to Shapes ..............................................................................................................13
Adding Text to Pages ................................................................................................................13
Connecting Shapes .......................................................................................................................14
Using the Connector Tool .........................................................................................................14
Using AutoConnect ...................................................................................................................15
Grouping Shapes ..........................................................................................................................17
Grouping and Ungrouping Shapes ............................................................................................17
Adding Shapes to Groups .........................................................................................................18
Removing Shapes from Groups ................................................................................................18
For additional handouts, visit
http://www.calstatela.edu/handouts.
For video tutorials, visit
http://www.youtube.com/mycsula.
Printing Drawings ........................................................................................................................18
Previewing Drawings ................................................................................................................18
Printing Parts of Drawings ........................................................................................................19
Closing Drawings .........................................................................................................................19
Getting Help .................................................................................................................................19
Exiting Visio .................................................................................................................................21
Microsoft Visio 2010: Creating a Process Map
2
Introduction
Microsoft Visio 2010 helps users create professional-looking diagrams for understanding,
documenting, and analyzing information, data, systems, and processes. The new features and
enhancements in Visio 2010 make creating diagrams even easier and faster. This handout
provides an overview of the Visio 2010 user interface and includes step-by-step instructions on
how to work with shapes and text, connect and group shapes, and print the final diagram. It also
includes a brief introduction to systems thinking and process mapping, including how to select a
process and the procedure of process mapping.
Downloading the Data Files
This handout includes sample data files that can be used for hands-on practice. The data files are
stored in a self-extracting archive. The archive must be downloaded and executed in order to
extract the data files.
The data files used with this handout are available for download at
http://www.calstatela.edu/its/training/datafiles/visio2010.exe.
Instructions on how to download and extract the data files are available at
http://www.calstatela.edu/its/training/pdf/download.pdf.
Introduction to Systems Thinking and Process Mapping
Process mapping is a crucial tool for systems thinking. The participants in a process, the
information gathered and action taken, as well as how that information flows throughout the
system can be identified in process mapping.
Process Mapping
Process mapping
is a workflow diagram used to bring forth a clearer understanding of a process
or a series of parallel processes (see Figure 1). A process map is also called a cross-functional
flowchart or deployment chart. It visually depicts the sequence of events to build a product or
produce an outcome. It is a visual representation of a process that illustrates:
What activities are completed by whom and in what sequence.
Hand-offs between departments or individuals.
Internal and external operational boundaries (swim lanes).
Clear starting and stopping points.
Procedure of Process Mapping
1. Select the process and define the process boundaries (define start and stop points).
a. Write down three issues you have been confronted with recently.
b. Select the most important issue.
c. Why is this so important?
d. What is the origin of this issue?
e. What will it take to minimize or eliminate this issue?
f. Draw a simple (high level) flowchart of the process involved.
2. Create the “as is” process map.
a. List all participants down the left side of the process map.
b. Visually observe each step taken or repeatedly ask “what happens next?”
c. Record a brief description in the appropriate row moving left to right with time.
d. Connect the boxes in the order of flow.
Microsoft Visio 2010: Creating a Process Map
3
3. Create the “could be” or “should be” process map.
a. Analyze the current process for “non-value added” step elimination.
b. Document the changes by creating a second process map.
c. Seek approval from all groups.
4. Implement the changes and train those involved in the process.
5. Validate improvements by collecting performance data.
6. If necessary, modify the process further until ultimate efficiency is reached.
Figure 1 – Example of a Process Map
Process Mapping Using Visio
While Microsoft Word and PowerPoint provide basic diagramming capabilities, Visio is a
dedicated drawing program that can help users easily create a broad range of drawings.
Starting Visio
There are multiple ways to start Visio. You can start Visio 2010 from the Start menu (in
Windows 7), or by opening an existing Visio file.
To start Visio 2010 from the Start menu:
1. Click the
Start
button, click
All Programs,
click
Microsoft Office,
and then click
Microsoft Visio 2010.
Overview of the User Interface
When you start Visio, the program window opens and the
Backstage
view displays (see Figure
2). The Backstage view contains all the commands related to managing files and customizing the
program. It provides an easy way to create, open, save, print, share, and close files; find recently
used files; view and update file properties; set program options; get help; and exit the program.
Microsoft Visio 2010: Creating a Process Map
4
The
New
page of the
Backstage
view provides access to dozens of predesigned templates that
you can use to create diagrams (see Figure 2). The templates are organized into categories of
related diagram types; the number of templates available in each category varies (see Table 1 for
a list of available template categories). Once a category is selected, all the available templates in
that category are displayed.
Figure 2 – Visio 2010 Backstage View
Table 1 – Template Categories in Visio
Category
Purpose
Business
Engineering
Flowchart
General
Maps and
Floor Plans
Network
Schedule
Software and
Database
To show business processes using auditing diagrams, brainstorming diagrams,
cause and effect diagrams, organization charts, etc.
To create basic electrical diagrams, circuits and logic diagrams, fluid power
diagrams, industrial control systems diagrams, part and assembly drawings,
etc.
To create basic flowcharts, cross-functional flowcharts, work flow diagrams,
etc.
To create basic diagrams and block diagrams.
To create two-dimensional or three-dimensional directional maps, floor plans,
home plans, office layouts, space plans, etc.
To create Active Directory diagrams, basic and detailed network diagrams,
rack diagrams, etc.
To track project details with calendars, timelines, Gantt charts, and PERT
charts.
To create conceptual diagrams of websites, data flow diagrams, database
model diagrams, website maps, etc.
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Microsoft Visio 2010: Creating a Process Map

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