2. Process Index: A Deeper Dive

Using the Process Index in Klarity: A Guide to Operational Excellence

This guide outlines how to effectively build and maintain a multi-level process index within the Klarity platform. This index serves as a foundational map of the organization's operations, providing critical context on the relationships and dependencies between individual tasks, processes, and end-to-end value streams. By structuring process knowledge in this way, you can move from a siloed, functional view to a holistic, horizontal perspective focused on value delivery.

Understanding the Process Index

Strategic Rationale: The process index helps you establish a standardized framework for understanding how work flows across your organization. It ensures that process analysis and improvement initiatives are based on a complete understanding of the end to end value stream and interdependencies, rather than isolated views.

Key Concepts:

• Horizontal Thinking: Focus on end-to-end services or product value streams, whether internal or external (e.g., Talent Acquisition, Procure-to-Pay).
• Value Streams: High-level representations of how value is delivered.
• Stages (L1-L3): Break down value streams into 4-7 logical, sequential stages or capabilities.

• Granular Processes (L4-L5): Further decompose stages into sub-processes and activities until a single person or team owns the work from start to finish.

   

Building Your Process Index in Klarity (Step-by-Step Guide)

1. Create the top-level Value Stream (e.g., Talent Acquisition)
 

This is the main horizontal service that will serve as the parent container for all related stages and processes.

• Navigate to the Process Index tab from the main menu on the left side of the screen then click the blue + Process button in the top-right corner of the interface.
• In the Add Process pop-up window, click into the Process Name field then type the name of your value stream (e.g., "Talent Acquisition") into the field.
  • (Optional) Click the Process Owner dropdown to select an owner from the list.
• Click the Confirm button to create the top-level process.
   

2. Add primary stages to the Value Stream

Break down your value stream into its main capabilities to provide a high-level overview of the workflow.

• Locate the newly created value stream row (e.g., Talent Acquisition) in the process list. You can either:
  • Click the three-dot menu icon on the right side of the row and select Add Process from the dropdown menu, OR
  • Hover over the row and click the plus icon that appears on the right.
• In the Add Process pop-up, type the stage name (e.g., "1. Hiring Assessment" or "2. Source & Interview Candidates") into the Process Name field.
• Verify that the Parent Process field is correctly populated with your value stream and click the Confirm button.
  
  
   

3. Decompose a stage into its core processes and sub-processes

Populate each stage with its Level 4 processes to add more detail.

• Locate the stage in the index (e.g., 2. Source & Interview Candidates).
• Click the three-dot menu icon on the right side of its row.
• Select Add Process from the menu.
• In the Add Process window, type the sub-process name (e.g., "1. Applicant Review", "2. Interview Process", "3. Candidate Disposition") in the Process Name field then click Confirm.

4. Define detailed process activities and assign ownership

Further refine processes and sub processes by adding Level 4 or 5 activities and assign a process owner to manage the work. Continue decomposing until you get the a level where one person can capture a piece of work they contribute from start to finish. (Don't worry, Klarity can always summarize up)

• Locate the sub-process (e.g., 2. Interview Process) under its parent stage and click the plus icon on the right side of its row to add a child process.
• In the Add Process pop-up, type the activity name (e.g., "1. Schedule Interviews", "3. Visitor Building Access Request") in the Process Name field then click Confirm.
• Locate the newly added activity row in the index (e.g., Visitor Building Access Request) and click the Process Owner dropdown field for this row.

• Select the appropriate owner from the list of available users (e.g., Steve Rogers).

  
   

5. Maintain the Index by moving or deleting processes

Ensure your process index remains accurate and reflects the current workflow by deleting processes that are no longer needed.

Moving with Drag and Drop

• Hover over the process you would like to move in the index then click and hold the six-dot icon on the left side of its row.
• Drag the process to a new parent node (or move to root). This will also move all processes underneath the parent.

Moving with Select

• Locate the process you wish to move (e.g., 1. Schedule Interviews) in the index.
• Click the three-dot menu icon on the right side of its row then select the move option.
• In the move option pop-up window, select the new parent you would like to move your process to.

Deleting

• Locate the process you wish to delete (e.g., 1. Schedule Interviews) in the index.
• Click the three-dot menu icon on the right side of its row.
• Select Delete from the dropdown menu.
• In the Confirm delete process pop-up window, click the red Delete button.

Benefits and Best Practices

• Think Horizontally: Align processes around a product or service, not just departmental silos.
• Go to L4/L5: Break down work until a single person or team owns a discrete piece of work from start to finish to avoid context loss.
• Enable Effective Collaboration: Give contributors clear boundaries and context for efficient and accurate documentation. The work is best known by those doing it; direct observation is crucial for accuracy.
• Enhance Process Visibility: Create a single source of truth for all business processes.
• Improve Analytical Accuracy: Gain complete understanding of process interdependencies for better insights.
   

Exception Handling

Below are common issues that may arise when managing the process index and their recommended resolutions: