Module 22 · Core · 9 min read

As-is and to-be process mapping

You will be able to: Map a current process with its pain points and workarounds; Design the to-be process on Zeyto's standard flow with controls; Quantify the benefit of the change.

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The as-is map records how work is done today, including the workarounds. The to-be map shows how the same work will run on Zeyto. The difference between them is your project's reason to exist.

Drawing the as-is

  • Use swimlanes: one row per role (sales rep, sales admin, storekeeper, accountant).
  • Write each step as a verb and a noun: 'Check stock', 'Raise invoice'.
  • Number the handoffs between lanes. Handoffs are where delays and errors live.
  • Mark pain points in red and workarounds in a different colour: 'copy price from last invoice', 'Excel stock list'.

Designing the to-be

  1. Start from the standard Zeyto flow. Change the process before you ask for a change to the software.
  2. Remove steps that exist only to compensate for missing information.
  3. Put each control where it is cheapest: approvals, credit checks, and period locks.
  4. Name an owner for every step and every report.
  5. Write the exception paths: short stock, returns, price change, cancelled order.

Example: order-to-cash for a distributor

StepAs-isPainTo-be in Zeyto
Receive orderWhatsApp message copied to a paper padLost or misread ordersSales admin enters a Sales Order (from a Quotation where used)
Check stockStorekeeper looks at an Excel sheetStale quantitiesStock seen per warehouse in Zeyto before promising a date
DeliverPaper slip signed by the customerUnbilled deliveriesDelivery Note made from the Sales Order; invoice follows from it
InvoiceTyped in a word-processor templateVAT errors, no link to stockSales Invoice pulled from the Delivery Note; VAT per line by tax code
CollectNotebook of who owes whatNo ageing, late chasingReceipts allocated to invoices; ageing report reviewed weekly

Zeyto's Document Workflow settings decide how strictly one document must lead to the next. You can set a link such as Sales Order to Delivery Note to Required, Optional or Off, and ready-made profiles help you start. Everything starts as Zeyto has always worked, so you choose the strictness deliberately.

Putting a number on the benefitThe baseline is 14 unbilled deliveries a month at AED 650 each, which is AED 9,100 a month or AED 109,200 a year (9,100 x 12). If the to-be flow cuts that by 80%, the saving is 109,200 x 0.8 = AED 87,360 a year. Even if the real figure is half, the sponsor can see the project pays for itself.
Watch outDo not map the process you wish they had. Map what they do, then design what they will do. Confusing the two makes the sign-off meeting a fight.
TipKeep the map to one page per process. If it needs three pages, split the process.

Practise in the demo

  1. Draw a five-step as-is order-to-cash for a shop you know, with at least two pain points.
  2. In the demo, create a Sales Order if available, then follow the document chain to a Delivery Note and an invoice.
  3. Open https://demo.zeyto.app/demo-app/ and sign in with the demo login. This is a public demo with sample data, so nothing you do there affects a real business.
Open the live demo

Public demo company, sign in as admin / demoAdmin123. Data refreshes nightly.

Key takeaways
  • Map what happens today, with handoffs and workarounds, before designing what will happen.
  • Start from Zeyto's standard flow and change the process before the software.
  • Quantify the pain so the benefit is visible to the sponsor.

Check yourself

2 questions on this lesson. Not timed, not the exam, and you can try again. Score 60% or more, and read the lesson, to complete it.

1. What does an as-is process map record?

2. 14 unbilled deliveries a month average AED 650 each. What is the yearly leak?

Previous: Requirements gatheringNext: Fit-gap analysis against Zeyto

Practice questions for this module · Printable study sheet