igrafx Self-Paced Training Companion

Transcription

1 Introduction to this Self-Paced Training Companion The igrafx family of products provides you with easy to use tools to document, improve, and manage your processes. This document is a companion to the "Creating Process Diagrams in igrafx" self-paced online training provided by igrafx, to help you learn igrafx process diagramming. The example covers creating a Process diagram for Global Finance Limited, which is an up and coming global financial services provider that has rapidly expanded into markets across twelve countries. A team at Global Finance has been tasked with documenting the credit application process in order to understand why the process is taking longer than customer requirements. In addition to this companion guide, please remember that the Help menu within igrafx provides reference and other information. From the Help menu, choose igrafx Help. There are also other learning materials on the igrafx website, at Table of Contents INTRODUCTION TO THIS SELF-PACED TRAINING COMPANION... 1 TABLE OF CONTENTS... 1 DIAGRAM TO CREATE (EXAMPLE 1: DEPARTMENTS)... 2 INSTRUCTIONS FOR CREATING THE EXAMPLE 1 DIAGRAM (ADDING DEPARTMENTS)... 2 DIAGRAM TO CREATE (EXAMPLE 2: SHAPES)... 5 INSTRUCTIONS FOR CREATING THE EXAMPLE 2 DIAGRAM (ADDING SHAPES)... 5 DIAGRAM TO CREATE (EXAMPLE 3: LINES)... 9 INSTRUCTIONS FOR CREATING THE EXAMPLE 3 DIAGRAM (ADDING LINES)... 9 DIAGRAM TO CREATE (EXAMPLE 4: LINKS AND NOTES) INSTRUCTIONS FOR CREATING THE EXAMPLE 4 DIAGRAM (ADDING LINKS AND NOTES) DIAGRAMS TO CREATE (EXAMPLE 5: SUBPROCESS HIERARCHY) INSTRUCTIONS FOR CREATING THE EXAMPLE 5 DIAGRAM (ADDING A SUBPROCESS) igrafx (Corel, Inc.) Page 1

2 Diagram to Create (Example 1: Departments) Credit Application Process1.igx Client Financial Consultant Support Credit Compliance Instructions for Creating the Example 1 Diagram (Adding Departments) igrafx uses the term Swimlane and Department interchangeably. We will now perform the steps necessary to add departments to our diagram igrafx (Corel, Inc.) Page 2

3 Creating the New and Diagram Before drawing a diagram, you must create a new document (file) and diagram within the file. To create a new Process type diagram in a document: If the Welcome dialog box is displayed, click the New button and choose Process If the Welcome dialog box has been closed, then From the File menu, choose New, and then Process (File > New > Process) This creates a new Process type diagram, with a department named Dept. 1 and a shape already placed for you: Dept. 1 Adding Departments Departments in igrafx show resource specialization, responsibility for performing a task, cost center, etcetera. We will now add Departments: 1. Click the Department icon on the Toolbox toolbar (by default, it s on the left side of the igrafx window), and choose Insert Department: 2009 igrafx (Corel, Inc.) Page 3

4 This displays the Insert Department dialog box: 2. Type the department name Financial Consultant and click the Apply button. (Leave the location as Top Level) 3. Type the department name Support and click the Apply button. 4. Type the department name Credit and click the Apply button. 5. Type the department name Compliance. 6. Click OK. You should now have five (5) departments: Dept. 1, Financial Consultant, Support, Credit, and Compliance. Renaming a Department To rename a department, simply click on it and start typing: 1. Click on the department named Dept Type in a new name of Client. As you add or move shapes, departments will grow or shrink as necessary. If you want to change the size of a department, remember that you can click on the department, put your cursor over the dark square at its corner, and press-and-hold your mouse button to drag the department to a new size igrafx (Corel, Inc.) Page 4

5 Diagram to Create (Example 2: Shapes) Client Provide Missing Receive End Financial Consultant Enter Request Missing tify Client of the Final Support Calculate Value of the Proposal Correct? Credit Perform Credit OK? Confirm Value of the Proposal Compliance Perform Compliance OK? Instructions for Creating the Example 2 Diagram (Adding Shapes) igrafx allows you to quickly and easily add shapes (optionally adding lines at the same time) to your diagram. We will now perform the steps necessary to add shapes to our diagram igrafx (Corel, Inc.) Page 5

6 Adding Activity Shapes We will start adding shapes to our diagram with the rectangular Activity shape. The Activity shape indicates that some work is performed, usually by the resource defined by the swimlane. The Activity should start with a verb. Place a rectangle (Activity) in the diagram: 1. Click the rectangle, or Activity, icon on the Toolbox toolbar: 2. Move the cursor into the diagram. 3. The cursor changes to a pencil with a shape (the placement cursor): 4. Press and hold the (left) mouse button while you move the cursor. This is also known as click and drag. 5. Move your cursor to the Financial Consultant swimlane. 6. Use the outline of the shape to place the shape underneath the shape. 7. When you re satisfied with the placement, release the mouse button. 8. Type Enter for the name of the shape. Your diagram should now look like this: 2009 igrafx (Corel, Inc.) Page 6

7 We will now add a couple more Activity shapes to the diagram: 9. Move your cursor to empty space in the diagram, where there is not any shape or other object. 10. Click (press and release) your left mouse button, and igrafx returns to Selector Tool mode: 11. Click your mouse button again, to return to placement mode: 12. Press and hold the (left) mouse button while you move the cursor. 13. Move your cursor to the Support swimlane. 14. Place the shape underneath the Enter shape and release the mouse button. 15. Type Calculate Value of the Proposal for the name of the shape. 16. Use steps 9-11 to return to the placement cursor. 17. Place the shape to the right of the Calculate Value of the Proposal shape and release the mouse button. 18. Type for the name of the shape. 19. Click in empty space, to return to the Selector Tool (arrow) icon. Your diagram should now look like this: 2009 igrafx (Corel, Inc.) Page 7

8 Client Financial Consultant Support Credit Compliance Enter Calculate Value of the Proposal Provide Missing Request Missing Correct? Perform Credit OK? Perform Compliance Confirm Value of the Proposal OK? Receive tify Client of the Final End Adding Shapes Place a diamond (intelligent shape) in the diagram: 1. Click the diamond icon (Toolbox toolbar): 2. Move the cursor into the diagram. 3. The cursor changes to a pencil with a shape (the placement cursor). 4. Press and hold the mouse button. 5. Use the outline of the shape to place the decision shape to the right of the shape. 6. When you re satisfied with the placement, release the mouse button. 7. Type Correct? in for the name of the decision. Your Support swimlane (department) should now look like the following: Support Calculate Value of the Proposal Correct? For diamonds (decisions) the connection lines are automatically created with decision case labels. By default, the first line drawn from a diamond is labeled and the second one is a. You can define your own label text. Drawing lines is covered in a later exercise. Completing the Exercise Remember that igrafx expands Departments automatically to contain all shapes. Keep adding Activity (rectangle) and (diamond) shapes until your diagram looks like the picture supplied above, under the Diagram to Create (Example 2: Shapes) heading found at the beginning of this example. Use the shape (above the Activity shape on the Toolbox toolbar) for the End shape at the right edge of the diagram igrafx (Corel, Inc.) Page 8

9 Diagram to Create (Example 3: Lines) Client Provide Missing Receive End Financial Consultant Enter Request Missing tify Client of the Final Support Calculate Value of the Proposal Correct? Credit Perform Credit OK? Confirm Value of the Proposal Compliance Perform Compliance OK? Instructions for Creating the Example 3 Diagram (Adding Lines) In igrafx you can quickly create connection lines in your diagram directly from Selector Tool (Arrow cursor) mode, without having to lock into a line-drawing mode. In addition, igrafx will also automatically label lines leaving a shape. We will now add lines to our diagram igrafx (Corel, Inc.) Page 9

10 Drawing Connection Lines To connect two shapes with a connection line: 1. Ensure the Selector tool (Arrow cursor) is chosen (Toolbox toolbar): 2. Move the cursor inside the shape, near the bottom side. 3. Press and hold down the left mouse button. 4. Drag the cursor to the inside of the top side of the Enter rectangle activity shape. 5. Release the mouse button. This draws the connection line: Enter 6. We ll repeat this for more shapes. Move your cursor to the inside the Enter shape, near the bottom side, drag (press-hold the mouse button) the cursor to the inside of the top side of the Calculate Value of the Proposal rectangle activity shape, and release the mouse button. You ve now connected the Enter and Calculate Value of the Proposal shapes together: Enter Calculate Value of the Proposal 7. Put your cursor inside of the Calculate Value of the Proposal shape, press-drag the mouse to the right, to the inside of the shape, and release the mouse; you ve drawn another line: Calculate Value of the Proposal 2009 igrafx (Corel, Inc.) Page 10

11 8. Repeat the same technique (Arrow cursor inside a shape, press-drag-release to inside the shape to connect to) to place a line between the shape and the Correct? shape: Correct? Drawing Case Connection Line Remember that decision lines are automatically labeled with or ; the first line you draw will be labeled. 1. Move your cursor inside the diamond. 2. Press and hold your mouse button 3. Drag your cursor slightly inside the Request Missing shape. 4. Release the mouse button; the line is drawn. 5. Repeat steps 8-11, dragging to inside the Perform Credit shape; the line is drawn. The portion of the diagram with the should now look like the following: Request Missing Correct? Perform Credit Remember that you can right-click on the case text to choose, and vice-versa. w you can complete your diagram using the picture in Diagram to Create (Example 3: Lines), using the arrow cursor (Selector Tool) press-dragrelease from inside to inside of shapes to draw lines. If the arrow cursor does not work for you for some reason, you can use the Connector Line Tool on the Toolbox toolbar: to place yourself explicitly in line-drawing mode. If you use the Connector Line Tool, note that igrafx will return to the arrow cursor (Selector Tool) after drawing the line; clicking empty space will return you to the Connector Line Tool igrafx (Corel, Inc.) Page 11

12 Diagram to Create (Example 4: Links and tes) Client 1 7 Provide Missing 16 Receive 17 End Financial Consultant 2 Enter 6 Request Missing 15 tify Client of the Final Support 3 Calculate Value of the Proposal 4 5 Correct? Credit 8 Perform Credit 9 OK? 12 Confirm Value of the Proposal 13 Compliance 11 Perform Compliance 10 OK? 14 Instructions for Creating the Example 4 Diagram (Adding Links and tes) igrafx has powerful features for increasing the readability and usefulness of your diagram, whether that s linking to related data, annotating the diagram with notes, displaying automatic shape numbers, or other features. We will create a link from the activity shape to 2009 igrafx (Corel, Inc.) Page 12

13 a spreadsheet or other file, add a note to the step explaining the linked file, and test that the link can be followed. We will also display shape numbers on the diagram, and optionally renumber shapes if needed. Links to External Files We will link to another file, such as a spreadsheet with data or a word processing file; this allows you to reference work instructions, forms to be used, videos, etc.: 1. Select the shape in the Support department. 2. From the Insert menu at the top of the application, choose Link. 3. Click the File or Web Page button (on the left in the Add Link dialog box). te: You may not have the Process Central Link choice if you have not installed Process Central. 4. Browse to the file or web page that you want to link to. Click on the folder icon, to browse for a file, browse to the file you want, and click Open. 5. Click in the Key Modifiers box and click the Ctrl key. (You may also use the Shift or Alt key; or a combination of those keys). 6. Click in the Description box and type a description for this link. For example, you dialog box may now look like the following: 2009 igrafx (Corel, Inc.) Page 13

14 7. Click OK, to create the link. The shape now has a link icon in the lower-right corner: We will now activate (follow) the link, to show what we linked to: 8. Right-click on the shape, to show the context menu. 9. Click on the link you created; your Description will be shown in the context menu at or near the bottom: The data you linked to opens in the application for that file type; e.g., a spreadsheet opens. Please close the file you opened and return to igrafx. te: Since you used the Ctrl key as a Key Modifier, you could have instead pressed and held the Ctrl key and double-clicked on the shape to follow the link igrafx (Corel, Inc.) Page 14

15 tes We will now make a note of what the linked data is: 1. Select the shape if it is not already selected. 2. Click the F6 key (or from the View menu, choose te). 3. In the note window, type a note about what data you linked to and why. (For example, Please update the process data spreadsheet linked to by this step. ). Your note window should now look like the following: 4. Click the x button, to close the te window. The shape now has a yellow sticky icon to indicate a note, and when you place your cursor over the shape, the note appears in a yellow tooltip : Automatic Numbering igrafx automatically numbers the shapes based on the order they were placed in the diagram. To show shape numbers: 1. Click on the Shape Numbering icon (Toolbox toolbar): 2. Choose Show All Shape Numbers. You can optionally use the Auto Renumber and Manual Renumber tools to number the shapes in any order desired. igrafx automatically avoids any duplicate numbers from being created igrafx (Corel, Inc.) Page 15

16 Optional: To automatically renumber the shapes by the flow of connection lines through the diagram: 1. Click on the Shape Numbering icon (Toolbox toolbar): 2. Choose Auto Renumber. This displays the Automatic Renumber dialog box: 3. Click OK. The shapes are renumbered. If the numbers are still not how you would prefer them, you can manually renumber shapes. Click on the Shape Numbering icon on the Toolbox toolbar,, and choose Manual Renumber. This displays the Renumber dialog box. Set the number to the number you want, and then click on a shape with the renumber wand cursor. The shape is given that number, and the Renumber dialog box automatically increases to the next number in the sequence. Keep clicking numbers until you have the sequence you want, and then click Finished igrafx (Corel, Inc.) Page 16

17 Diagrams to Create (Example 5: Subprocess Hierarchy) Top-Level Process: Client 1 7 Provide Missing 16 Receive 17 End Financial Consultant 2 Enter 6 Request Missing 15 tify Client of the Final Support 3 Calculate Value of the Proposal 4 5 Correct? Add Subprocess Here Credit 8 Perform Credit 9 OK? 12 Confirm Value of the Proposal 13 Compliance 11 Perform Compliance 10 OK? 14 Subprocess: Financial Statement of the Applicant Capacity to Repay the Loan Security? the Use of the Loan Risk Factors End Credit Collateral or Guarantees (See next page for instructions.) 2009 igrafx (Corel, Inc.) Page 17

18 Instructions for Creating the Example 5 Diagram (Adding a Subprocess) igrafx can quickly and easily create hierarchical relationships between diagrams, creating subprocesses and allowing you to drill down into more detailed levels of process description. At Global Finance, the team has decided to detail a subprocess for the step Perform Credit. We will now add and draw that subprocess. Creating Hierarchy (Links to Diagrams in the Same File) You can easily capture processes top-down, drilling down into successive levels of detail by connecting diagrams together. We will now create a subprocess for the Perform Credit activity shape: 1. Double-click on the Perform Credit activity shape. This displays the Properties dialog box. 2. Select (click on) the Process page, under the Guide category (left side of dialog). 3. From the Activity Type drop-down menu, choose Subprocess: 4. Click the New button (to the right of the process name drop-down): 5. Type Perform Credit in the New Component dialog box: 2009 igrafx (Corel, Inc.) Page 18

19 6. Click OK, to close the New Component dialog box. 7. Click OK, to save and close your changes to the Perform Credit activity properties. The shape now has a drop-shadow, to indicate there is a sub-process for this shape: 8 Perform Credit Activating the Subprocess (Internal) Link To follow the link to the sub-process: 1. Right-click on the Perform Credit shape. 2. Choose the Perform Credit link from the context menu. This opens the new diagram you created previously: Dept. 1 Drawing the Subprocess Diagram We will now draw the subprocess diagram, using some of the functionality in igrafx that accelerates drawing a process diagram: 2009 igrafx (Corel, Inc.) Page 19

20 Place a rectangle (Activity) in the diagram: 1. Click the rectangle, or Activity, icon on the Toolbox toolbar: 2. Move the cursor into the diagram. The cursor changes to a pencil with a shape (the placement cursor): 3. Put the placement cursor inside of the shape. The cursor changes to the place and connect cursor; a pencil with two shapes and a line connecting the shapes: 4. Press and hold the (left) mouse button while you move the cursor to the right. tice that an outline of the shape appears, along with a line connecting the two shapes. 5. Use the outline of the shape to place the shape to the right of the shape. 6. When you re satisfied with the placement, release the mouse button. 7. Type Financial Statement of the Applicant for the name of the shape. 8. Click in empty space in the diagram to return to the arrow cursor (Selector tool) mode igrafx returns to Selector Tool mode: Your diagram should now look like this: Dept. 1 Financial Statement of the Applicant 9. Click your mouse button again, to return to placement mode: 10. Put the placement cursor inside of the Financial Statement of the Applicant shape. The cursor changes to a pencil with two shapes and a line connecting the shapes: 11. Press and hold the (left) mouse button while you move the cursor to the right, place the shape where you want it, and release the mouse button (i.e. drag-drop the activity) to get this: 2009 igrafx (Corel, Inc.) Page 20

21 12. Type Capacity to Repay the Loan for the name of the shape. 13. Click in empty space in the diagram to return to the arrow cursor (Selector tool) mode igrafx returns to Selector Tool mode: w we will drag-drop a shape, and connect it to more activity shapes. 14. Click the (diamond shape ), put your cursor inside of the Capacity to Repay the Loan shape, drag it (press-hold the mouse button) to the right, and then release the mouse button to get this: 15. Type Security? for the name of the shape. 16. w click on the Activity shape,, on the Toolbox toolbar, place your cursor inside the, and drag from the diamond to the right to get this: te: The red cross-hatched fill is a warning that you have not yet drawn all paths (cases) from this decision. This is the correct-by-construction real-time checking feature of igrafx. We can ignore this for now, as we are about to draw the other path. 17. Type the Use of the Loan for the name of the shape. 18. Click in empty space to return to the arrow cursor (Selector Tool) mode: 19. w click again in empty space to return to the placement cursor: 2009 igrafx (Corel, Inc.) Page 21

22 20. Put the placement cursor inside of the Security? diamond shape, and drag-drop the Activity rectangle shape below the. 21. Type Collateral or Guarantees for the name of the shape. A portion of your diagram now looks like this: te that igrafx automatically labels the next line drawn from the shape as. This is correct-by-construction functionality. Remember that if you want to switch the and, simply right-click on the text to change it; e.g. right-click on and choose. 22. Click in empty space to return to the arrow cursor: te: If you were already in the arrow cursor, you might get placement mode again. If you do, simply click Esc the Escape key to temporarily return to the arrow cursor Selector Tool mode. 23. Place your arrow cursor in the Collateral or Guarantees Activity, and drag (press-hold-release the mouse button) the line into the bottom of the the Use of the Loan Activity. w your diagram should look like this: (Remember that you can use the Connector Line Tool to draw lines as well) 24. Click on the shape, (the rectangle with rounded corners, above the activity rectangle shape on the Toolbox toolbar), place your cursor inside of the the Use of the Loan shape, and drag-drop to the right to place and connect it. 25. Type End for the name of the shape. Your diagram should now look like this; the subprocess diagram we showed at the beginning of this example: 2009 igrafx (Corel, Inc.) Page 22

23 Financial Statement of the Applicant Capacity to Repay the Loan Security? the Use of the Loan End Dept. 1 Collateral or Guarantees Returning to the Parent Process To return to the parent process diagram, you can do one of the following: Use the Back Button: Click the back button,, on the Standard toolbar. This assumes you have not viewed other diagrams after viewing the subprocess. The back button works like the back button on your internet browser. Close the sub-process diagram: By clicking the x button for the diagram window (not for igrafx) in the upper-right corner of the igrafx window, you close the currently open diagram (but not file). igrafx still has the file open, so it does not prompt you to save. Close the diagram window with this button, not the application close above it. Use the Components Window: The Components window is covered next in your self-paced training. You can view all of the components of the file, or even the hierarchical structure of the diagrams, in the Components window. From the View menu, choose More Windows, and then Components Window. Simply double-clicking on the diagram you want to see will open it. You have reached the end of the example. Please return to your self-paced training window. igrafx is a trademark of Corel, Inc. Windows is a registered trademark of Microsoft Corporation. Other products may be trademarks of their respective owners igrafx (Corel, Inc.) Page 23