Skip to content
Trevin Nimaladasa

TEMPLATESJIRA · BP

Business Process

Defines why a process exists, its scope, flow and roles, validated with SMEs and stakeholders.

Paste the blank into the ticket description and overwrite the [brackets].

  1. 01Objective

    Say why this process exists and what goes wrong without it. If you can't, check whether the process is needed.

    This process exists so that [outcome]. Without it, [problem].

    Example

    This process exists so that every supplier invoice is approved and paid on time. Without it, invoices stall with approvers and we pay late fees.

  2. 02Scope

    Say where the process starts and ends, and what sits next to it but isn't covered.

    - **In scope:** [trigger to final outcome]
- **Out of scope:** [adjacent processes]

    Example

    • In scope: invoice receipt through to payment run
    • Out of scope: supplier onboarding, purchase ordering, disputes

  3. 03Process Flow

    Number the steps in order, each with an actor and an action, and show decisions as "if" lines. Link the diagram if you have one.

    1. [Actor] [action].
2. [Actor] [action].
3. If [condition], [path A]. Otherwise, [path B].

Diagram: [link]

    Example

    1. Accounts payable logs the invoice within one working day.
    2. Budget holder approves or rejects within three days.
    3. If the invoice exceeds £10,000, the Finance Director also approves. Otherwise it goes to payment.
    4. Treasury pays in the Friday run.

    Diagram: BPMN "Invoice to pay v3" (Confluence)

  4. 04Roles & Responsibilities

    List each role once, with what they own and what they're accountable for. Gaps and overlaps show up here.

    - [Role]: [responsibility]

    Example

    • Accounts payable: logs, codes and chases
    • Budget holder: approves against budget
    • Finance Director: approves above £10,000
    • Treasury: runs payments

  5. 05Acceptance Criteria

    Check the process is documented and validated. Not that it's followed yet.

    - [ ] Process is documented and accessible.
- [ ] Process is validated with SMEs / stakeholders.
- [ ] Process aligns with organisational policies.

    Example

    • Published on the finance wiki.
    • Walked through with AP and two budget holders.
    • Checked against the delegated authority policy.

  6. 06Definition of Done (DoD)

    Done includes what the process change needs next: actions, change handover, training, and a place to find it.

    - [ ] Process documentation is completed and approved.
- [ ] Actions identified during design are created as separate Jira items.
- [ ] Changes are handed over to Change Management (if applicable).
- [ ] Training materials are created or updated where needed.
- [ ] Process is stored in the agreed repository and communicated.

    Example

    • Approved by the Finance Director.
    • Three actions raised, including a system workflow change.
    • Handed to Change Management on 5 Dec.
    • Quick reference card for budget holders drafted.
    • Published on the wiki and announced.