Process Glossary

An action pack is a unit of work or tasks that are executed within a process. It may encompass a series of steps or actions that lead to achieving a specific goal or outcome. Action packs are used in trustkey to structure, track, and manage processes. They can represent queries, tasks, approvals, or other activities within a process. Each action pack has a defined start time and an intended duration, which are used to calculate the process cycle time.

Agility in the context of business process management is an approach where processes are designed to be flexible and adaptive, allowing them to respond to changes and unforeseen requirements.

Agile processes are often iterative and enable quick adaption to changing conditions.

For example, trustkey offers rapid guided adjustment of process experiences with version control.

Analysis in the context of business process management is a systematic examination of business processes to understand the current state, identify bottlenecks, measure performance indicators, and identify opportunities for improvement. Process analysis often forms the basis for process optimization or reengineering

Artificial Intelligence (AI) is a branch of computer science that develops algorithms and models enabling machines to perform human-like cognitive functions such as learning, perception, decision-making, and problem-solving. By mimicking human thought processes, AI can autonomously handle complex tasks in various fields, from speech recognition to image analysis, with minimal human intervention.

trustkey utilizes AI technology to assist users with expert knowledge when needed.

An audit is a systematic, independent, and documented process for obtaining audit evidence and objectively evaluating it to determine the extent to which audit criteria are fulfilled.

Audits in business process management are often used to assess the efficiency and compliance of processes.

Process automation is the use of technology to automate processes steps and minimize human intervention.

Process benchmarking is an approach where the performance of a process is compared to similar processes in other organizations or departments to identify best practices. Through benchmarking, companies can identify best practices, assess their performance, and develop strategies for improvement.

A bottleneck is a constraint or point in a process that limits or slows down overall efficiency.

Business Activity Monitoring (BAM) is a system that enables the definition, management, and application of business rules. Such systems can separate business logic and rules from application code, making it easier to change and manage business rules without altering the code.

In trustkey, business rules can be defined in the No-Code-Builder.

Business Process Modeling (BPM) is a method for graphically representing business processes. With the help of BPM, companies can visualize, understand, and analyze their processes. It serves as the basis for process optimization and automation. Special diagram types like BPMN (Business Process Model and Notation) are often used.

Business Process Reengineering (BPR) is an approach to radically redesigning business processes to achieve dramatic improvements in terms of cost, quality, and speed.

A dashboard is a visual tool that represents process performance and metrics in real-time or over a specific period. Dashboards are used to provide managers and teams with an overview of the current state of their processes and make decisions based on process data.

trustkey offers a variety of automated and customizable dashboards.

DMAIC is a data-driven quality approach used in Six Sigma, representing the phases Define, Measure, Analyze, Improve, and Control.

DMAIC is a systematic method for process improvement.

Documented information refers to any information that has been recorded, documented, or stored in a manner that allows it to be traceable, verifiable, and retrievable when needed.

In an organizational context, particularly in quality management, documented information is of great importance as it serves not only to record procedures, policies, and data but also to ensure consistency, compliance, and support continuous improvement efforts.

Examples of documented information include:

• Procedure descriptions: Detailed written representations of how certain processes or tasks should be executed.
• Records: Records of meetings or discussions showing who attended and what decisions were made.
• Work instructions: Specific instructions on how a particular task or function should be performed.
• Data reports: Compilations of measurements, statistics, or other data points collected at a specific point in time.
• Policies and manuals: Documents that establish an organization’s official rules, policies, or expectations regarding specific topics or behaviors.

Any type of digital documented information can be managed through trustkey.

In the context of process management, effectiveness refers to the degree of achievement of desired outcomes or goals, regardless of the resources expended.

The key concept behind effectiveness is goal attainment and pertains to the “what” of a task or process.

In the context of process management, efficiency refers to the ratio of resources utilized (such as time, capital, and labor) to the results achieved (output).

An efficient process delivers specific outcomes with minimal input.

The key concept behind efficiency is resource optimization. Increasing efficiency is often a primary goal of process management.

An End-to-End process refers to a process that encompasses all necessary steps from start to finish to achieve a specific business goal or customer outcome. The term “End-to-End” emphasizes a holistic view of a process that includes all involved stakeholders, systems, and work steps.

trustkey enables the mapping of End-to-End processes with the comprehensive integration of all stakeholders, systems, and work steps.

Enterprise Content Management (ECM) refers to the strategies, methods, and tools used by organizations to capture, manage, store, preserve, and deliver digital content and documents related to their business processes. ECM encompasses a wide range of technologies and practices aimed at organizing and controlling information throughout its lifecycle within an organization.

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Enterprise Content Management – A Guide to Unlock the Power

ERP (Enterprise Resource Planning) is an integrated management system that consolidates various business processes such as finance, human resources, production, and supply chain into a single software solution. By centralizing these functions, ERP helps organizations manage their resources more efficiently and make operational decisions based on consistent and real-time data.

Related Articles:
Enterprise Resource Planning – Basics, Trends and Alternatives

The gap analysis identifies differences between the current state of a process and a desired or ideal state.

A business process is a series of connected tasks that generate a specific outcome for customers or other stakeholders.

Hoshin Kanri is a strategic planning method developed in Japan to ensure that the strategic objectives of a company are cascaded down to all levels and implemented. This approach focuses on ensuring that work at the operational level supports the overarching business goals and that all employees are involved in the strategic alignment.

Joint Application Design (JAD) is a structured process development method in which users, developers, and other stakeholders collectively define requirements for new systems or process changes. JAD sessions foster collaboration and communication to ensure that the developed processes or systems meet the needs of end-users.

Journey Mapping refers to creating a visual representation of the steps a stakeholder goes through to achieve the process goal or desired process outcome.

It is a tool to understand stakeholder experience and optimize processes.

A Key Performance Indicator (KPI) is a quantitative measure used to monitor the efficiency and effectiveness of a process.

In trustkey, a “Knowledge Page” is a digital space where users can access and contribute to organizational knowledge and information related to specific topics, processes, or projects. It serves as a centralized repository for storing and sharing important guidelines, best practices, FAQs, and other relevant materials that support effective decision-making and collaboration within the platform.

Knowledge Pages are designed to facilitate knowledge sharing and dissemination among team members, allowing them to stay informed, learn from past experiences, and access essential resources whenever needed. Users can create, edit, and update Knowledge Pages, as well as interact with content through comments, likes, and ratings, fostering a culture of continuous learning and improvement within the organization.

Network planning technique is a method for planning and controlling projects and processes. It is used to depict and analyze workflows, dependencies, and schedules. It is an important tool in project management and aids in optimizing processes and minimizing delays.

Nonconformity is a state or situation in which a product, process, or system does not meet the specified requirements or standards.

In the context of quality management, identifying nonconformities is essential for taking corrective actions and ensuring quality.

In trustkey, a “notebook” is a feature that allows users to organize and group related knowledge pages together. It serves as a container for organizing content around specific themes, topics, projects, or areas of interest within the platform. Notebooks provide users with a structured way to manage and navigate through their collection of knowledge pages, making it easier to find relevant information and resources.

Users can create multiple notebooks and customize them based on their preferences and needs. They can add, remove, and rearrange knowledge pages within a notebook, as well as collaborate with team members by sharing and collaborating on notebook content. Notebooks help streamline knowledge management and facilitate efficient access to information, promoting better organization and productivity within the platform.

The PDCA Cycle, also known as the Plan-Do-Check-Act cycle, is a continuous improvement process consisting of the phases Plan, Do, Check, and Act.

Process Execution refers to the actual implementation or enactment of a defined business or operational process. During the execution phase, the specified activities and tasks are performed in the prescribed order and according to the specified standards and guidelines. It involves mobilizing resources, utilizing technologies, and applying techniques to achieve the desired output or outcome. Monitoring and controlling process execution is crucial to ensure that the process runs efficiently and achieves the desired results.

trustkey is the Process Execution Platform designed to ensure that processes run efficiently, effectively and compliant.

In trustkey, a “Process Experience” refers to the user experience during the execution of a process within the platform. It encompasses all interactions, steps, and actions that a user performs during the process flow, as well as how information is presented and processed.

trustkey distinguishes three fundamental Process Experiences: Action Packs, Resources, and Knowledge Pages.

The Process Map is a graphical tool that represents all the major processes of a company and how they interact.

Process modeling is the representation of processes, often using specialized diagram techniques such as BPMN (Business Process Model and Notation).

A Process Owner is the individual or group responsible for the overall performance and management of a specific process.

Quality assurance is a proactive approach to ensuring that processes are designed and implemented to produce products or services that meet predefined quality standards. It involves establishing guidelines, procedures, and systems to prevent defects and errors before they occur. Quality assurance encompasses activities such as process documentation, training, and auditing to verify compliance with quality requirements. By focusing on prevention rather than detection, quality assurance aims to build confidence in the reliability and consistency of products or services, ultimately leading to customer satisfaction and trust.

In summary, quality assurance is focused on preventing defects from occurring by implementing robust processes and systems, while quality control is concerned with identifying and correcting defects during production or delivery.

Quality control is a systematic process of inspecting, testing, and monitoring products or services to ensure that they meet specified quality standards. It involves identifying defects or deviations from established requirements and taking corrective action to prevent or minimize their occurrence. Quality control aims to maintain consistency and reliability in the production or delivery of goods and services, ultimately enhancing customer satisfaction and loyalty.

In summary, quality control is concerned with identifying and correcting defects during production or delivery, while quality assurance is focused on preventing defects from occurring by implementing robust processes and systems.

Quality management is a systematic approach to ensuring that products or services meet or exceed customer expectations. It involves processes and methodologies aimed at consistently delivering high-quality outcomes by identifying, measuring, and addressing factors that affect quality throughout the product or service lifecycle. Quality management encompasses activities such as quality planning, quality control, quality assurance, and continuous improvement to enhance customer satisfaction and organizational performance.

Quality planning is a systematic process that involves defining quality standards, objectives, and procedures to ensure that products or services meet customer requirements. It encompasses the identification of quality characteristics, setting quality targets, and establishing the necessary resources and processes to achieve those targets. Quality planning involves considering factors such as customer needs, regulatory requirements, and industry standards to develop a comprehensive plan for quality management throughout the product or service lifecycle. By proactively addressing quality considerations early in the planning stages, organizations can minimize risks, optimize resources, and enhance customer satisfaction.

A shortcut is a quick way to access and execute specified actions. In trustkey, shortcuts are used to preset the execution of process templates. The setting of content, permissions and automations provides the users with a more efficient and streamlined process experience.

Six Sigma is a data-driven approach to eliminating errors in any process.

Stakeholders are individuals or groups who have an interest in the performance or outcome of a process.

Examples of stakeholders are:

• Customers: Those who use the products or services generated by the process.
• Employees: Individuals involved in carrying out the process.
• Managers and Executives: Those responsible for overseeing the process and its outcomes.
• Shareholders: Owners of the company who have a financial interest in the success of the process.
• Suppliers: Individuals or organizations providing materials or resources necessary for the process.
• Regulatory Agencies: Government bodies or organizations responsible for setting standards or regulations that impact the process.
• Community Members: Individuals living or working in the area affected by the process.
• Partners and Collaborators: Other businesses or organizations that work with the company to execute the process.
• Competitors: Other companies in the industry who may be impacted by the process or its outcomes.
• Advocacy Groups: Organizations representing specific interests or causes that may be affected by the process.

A Standard Operating Procedure (SOP) is a documented procedure that describes the best and standardized way to perform a process or task.

(Process) Templates in trustkey are customized structures or models that contain the necessary components and automations to execute a specific process or workflow. These templates serve as reusable templates that streamline the execution of routine tasks or procedures within an organization. They help ensure consistency, efficiency, and compliance by providing a standardized framework for performing various activities. These templates can be individually created to meet the specific requirements of different processes or projects.

Value Stream Mapping represents the flow of information and materials within a process.

A workflow is a specific sequence of work steps or activities through which a task or a particular process step is completed. Workflow often refers to detailed steps within a specific process or part of a process.

Zero-Error Process Execution refers to the execution of processes with the aim of eliminating or minimizing any form of errors or defects to an absolute minimum. This type of execution aims to maximize the quality and accuracy of results by identifying error sources, eliminating them, and taking preventive measures to avoid errors in the future. Zero-Error Process Execution is often achieved through standardization measures, careful monitoring and control, and continuous improvement initiatives. The main goal is to meet customer requirements and ensure high customer satisfaction by delivering error-free products or services.

Zero-Waste Process Execution refers to the execution of processes with the goal of minimizing or eliminating any form of waste. This type of execution aims to optimize resource utilization by using all activities, materials, and resources as efficiently as possible without generating waste. By implementing effective process optimization techniques and identifying waste factors, organizations can achieve Zero-Waste Process Execution, leading to improved efficiency, cost savings, and sustainability.