Workflow-based operational controls (also: process controls) to ensure the functionality and quality of a process
So that the person responsible for the process can guarantee a smooth process flow and a permanently high quality standard, controls are used – the so-called process controls. They are an integral part of a process and are usually carried out every time the process is run. The main task is to monitor and ensure the individual process steps.
A frequently used operational control in the process of submitting an offer would be, for example, the 4-eyes approval. This ensures that no relevant errors are included in the process step of creating the offer and that the process as a whole is characterised by its quality.
Image 1: Operational controls to ensure process steps are carried out
Unfortunately, it is often standard practice in companies that process controls are only mapped for documentation purposes within processes or their process steps. Consequently, the question of meaningfulness arises, because you as the person responsible for the process can only answer two essential questions with difficulty:
- “Have my process controls been carried out?”
- “Is the process control effective at all?”
It would therefore be beneficial to provide each process owner with a proactive tool. Fortunately, this tool does exist. It is a workflow-based process control. In concrete terms, this means that a process control is defined in more detail – by attaching instructions, execution declarations or referencing. Based on this, control execution confirmations and control tests are deposited.
Image 2: The Workflow-based process control
By obtaining control execution confirmations, process owners can see at a glance that the process control has been carried out properly. The use of additional control tests is used to monitor operational controls. They are, so to speak, “controls of controls”. They provide information on whether a control fulfils its purpose and is therefore effective. Often, several controls are combined in one control test.
Thus, workflow-based process controls are a useful tool to ensure the functionality as well as the quality of a process. Process owners benefit from them because they contribute directly to process optimisation and are consequently also relevant to the overall success of the company.
If you are interested in more details on the use of control execution confirmations and control tests, take a look at our webinar on ” Control, anchor and automate controls”. In this webinar we show how these two tools can be implemented directly into a process to support you in process management.