User Manual for the YaSM® Process Map (MS Visio™ Version)
Contents
1. Role objects are configured with four shape data fields Name name of the role This text is displayed on the shape Note role description or definition UniquelD unique identifier of the role The primary key for se lecting roles from the Excel repository Status role status Active is the default value in this field enter In planning for example to indicate that a role is not yet operational any status value not equal to Active changes the shape s color to grey A gt symbol in the lower right hand corner indicates the presence of a hyperlink it is only shown if a hyperlink is set for the shape To open a linked document click on the link in the shape s context menu or in the latest versions of Visio click on the shape while holding down the control key No links are set for this type of shape in the original state of the YaSM Process Map IT Process Maps GbR User Manual YaSM Process Map MS Visio Version 19 The role shape is linked to the Role table in the Excel repository which is used by the repository add in to populate the shape data fields and to set the shape s link Attachments Attachment objects do not appear in the original versions of the pro cess diagrams they are meant to represent your organization s own Attachment documents For example attachment shapes may represent detailed working instruct2. Conversion from VSD to VSDX or VDW format 00 ceeseeseeceenceceeeeeeeeeeeesaeceeeaeseeeeeaaeceeaaeeeeaeeens 37 Modification of Hyperlinks assores hreini oossehewed eedons toda NEES seed Goede a a Bese 38 IT Process Maps GbR User Manual YaSM Process Map MS Visio Version 3 Modifications to the RACI matrix IT Process Maps GbR User Manual YaSM Process Map MS Visio Version 4 Installation This document provides instructions for the use of the YaSM Process Map for Microsoft Visio prior knowledge of the Visio application is assumed Extracting the ZIP archive The YaSM Process Map is delivered as a ZIP archive containing all product components The files can be unzipped into any directory The file names and the structure of the sub folders however should not be changed unless required as the links in the process diagrams are based on those names If file or folder names are changed all shapes with hyperlinks pointing to those files or folders must be updated accordingly Contents of the ZIP archive The delivery archive contains the following folders and files Folder Diagrams Visio files containing the process diagrams arranged in a number of sub folders YaSM_Top Level Service_Lifecycle_Processes Supporting_Processes YaSM_Object_Lifecycles Complementary_Diagrams YaSM_ISO20000_Bridge only available if the product l
3. MS Visio Version 38 G H l Hyperlink1 Descriptor Hyperlink1 Address Hyperlink1 SubAddress MIX DEF CANS eeewnwncweenmncccenenscccennnnce MX DIF CANS eecewenecccennnncccnenncccccenncccccsnnccccennncces MX DIF CANS eeewnesccceennccccennncccccensccccensnccccoe Support incident and service https YaSM_Processes _layouts 15 request resolution VisioWebAccess VisioWebAccess asp x id YaSM_Processes Diagrams Servi ce_Lifecycle_Processes Resolve_incide nts_and_service_requests vsdx Log incidents and service Log incidents and service requests requests Fulfill service requests Fulfill service requests Full path Sub Address It is important that the Address column contains the full paths to the VSDX or VDW files on the SharePoint server As for the SubAddress column Links to overview diagrams YaSM main processes contain no sub address Links to flowchart diagrams YaSM sub processes contain only the sub address the local name of the Visio diagram Links pointing to checklists need to be changed to work with the Word Web Part Here is an example for a link which will open a checklist in the Web Part the link will look different in your SharePoint environment https YaSM_Processes _layouts 15 WopiFrame aspx amp source doc YaSM_Processes Checklists CL_Incident_Record doc Limitations to using hyperlink sub addresses in the Visio Web Part In its original state links in
4. Process Map MS Visio Version Master object Object variant representing a specific state of a YaSM data object 18 Other data objects are configured with four shape data fields Name name of the object This text is displayed on the shape Note object description or definition UniquelD unique identifier of the object The primary key for selecting objects from the Excel repository Status object status Active is the default value in this field enter In planning for example to indicate that an object is not yet operational any status value not equal to Active changes the shape s color to grey A gt symbol in the lower right hand corner indicates the presence of a hyperlink it is only shown if a hyperlink is set for the shape To open a linked document click on the link in the shape s context menu or in the latest versions of Visio click on the shape while holding down the control key No links are set for this type of shape in the original state of the YaSM Process Map The other data object shape is linked to the OtherObject table in the Excel repository which is used by the repository add in to populate the shape data fields and to set the shape s link Roles Role objects are used to indicate who is accountable for a process or responsible for carrying out certain process activities Change manager
5. to be found in the Stencils folder of your delivery archive or create a copy of the original stencil for experimenting make the stencil editable by right clicking on its heading and selecting Edit Stencil from the context menu Create a copy of an existing master shape using copy and paste e g copy the Attachment master then rename it to Application System Open the new master shape for editing by double clicking on it Change the appearance of the master as appropriate the original masters supplied with the YaSM Process Map are actually groups of basic shapes so be careful not to destroy the group but to modify the various elements of the group Specify the new object type by opening up the master s shape sheet and changing the contents of the user defined cell ObjectType to ApplicationSystem be careful to open the group s shape sheet not the shape sheet of one of the group s member shapes then close the shape sheet Open the master s shape data window and enter Application System into the Name field this will be the default text shown on the shape when creating a new ApplicationSystem object in a Visio diagram Save the changes to the master by closing the window Right click on the new master then select Edit Master Master Properties from the context menu in the following dialog tick the box next
6. File updates all open Files is enabled Re fresh File will update all files currently open in Visio otherwise only the currently active file i e the file that is currently visible in Visio will be updated This allows you to open several files from the YaSM Process Map at the same time and perform an update operation on all of these files in one go Note A refresh cycle across several files may take several minutes or longer to complete Also use this option with care as the add in will try to update all files currently open in Visio including any files which are not part of the YaSM Process Map this may lead to unpredictable behavior Simple changes to the repository Changing existing cell contents and inserting rows are the simplest and the most likely modifications to occur these changes are uncrit ical as long as every row is identified with a unique ID in the Unique ID column Please observe Do not change the format of the Excel file Microsoft Excel 97 2003 format is required Do not change the first three rows of the repository tables highlighted in blue No empty rows are permitted between rows containing data Texts in the Note field may be up to 2048 characters long text in all other fields may be up to 256 characters long IT Process Maps GbR User Manual YaSM Process Map MS Visio Version 29 Hard line breaks within cells inserted b
7. Visio shapes must be configured in a specific way Field names in the Repository without any prefix correspond to a shape data field of the same name in Visio Example The contents of the repository field column Refer ence are written to the shape data field Reference Field names in the Repository with the prefix User correspond to a user defined cell defined in the shape s shape sheet Example The contents of the repository field User ChangeDate are written to the user defined cell named User ChangeDate Hint User defined cells are normally invisible in Visio They are accessible by opening a shape s shape sheet if Show Shape Sheet is not available in the shapes context menu enable Run in developer mode in the advanced Visio options IT Process Maps GbR User Manual YaSM Process Map MS Visio Version 34 Field names in the repository with the prefix Hyperlinkn correspond to a shape s hyperlink with index n Example The contents of the repository field Hyperlink Address are written to the shape s Address attribute of its second hyperlink Hyperlink2 SubAddress corresponds to the SubAddress field of the second hyperlink and Hyperlink2 Descriptor to the Description field of the second hyperlink As an example the Process worksheet in the repository contains in its original state nine columns fields Th
8. YaSM data object Their aim is to illustrate which YaSM processes create update read and archive particular YaSM objects and how their status changes throughout their lifecycle RACI matrix The RACI or responsibility matrix provides a summary of the YaSM roles responsibilities in the various YaSM processes The RACI matrix is supplied in the form of an Excel table The process names in the column on the left are configured with hyperlinks this makes it possible to open the Visio diagram for a particular process directly from the matrix Checklists document templates The checklists in Microsoft Word DOC for mat explain the YaSM key terms in detail Typi cally a YaSM checklist exemplifies the structure of the data or information contained in a docu ment or record Example The checklist for the incident record explains what information is typically main tained for service incidents Checklists are available for every YaSM data object and are generic i e applicable to most organizations aS ie SS GH tawe Checkbet Incident Record IT Process Maps GbR User Manual YaSM Process Map MS Visio Version 14 Many checklists can be used as templates during your YaSM initiative For instance the checklists for service agreements can serve as a Starting point when you need to create such agreements for your organization Quick references Q
9. a message is displayed for every diagram being processed Clicking on Cancel stops the refresh cycle These intermediate messages can be suppressed by disabling the Show intermediate Messages during Refresh option see below Select Clicking on Select while a process YaSM Pea a Renae E data object other data object and role shape aa a is selected brings up the list of entries from the Table Process repository choose an item from the list and E UAN Key Field Name click OK to load the corresponding data from the repository into the shape s attributes si l Define process improvements A Defi ired servi tti Example Select a process shape and then Deiko aaraniy BANOVGAENES K r s Define service improvements click Select on the toolbar This brings up the Define strategic initiatives F a Deploy the service components list of processes from the repository choose aa a e new or changed services Design processes and policies any process from the list to load data from the Design required infrastructure Develop applications and systems 5 A j A Develop the required skills repository into the shape s shape data fields Enare CaA Se and link attributes peas career Clear If you enter a search pattern only those processes in the repository matching the pat Cancel tern will be displayed there is no distinction between upper and lower case letters and no wildcard characte
10. first column labeled UniquelD and a second column labeled Name The text in row 2 of the repository tables max 255 chars is some arbitrary text which helps the Excel database driver to reserve sufficient memory while reading data from the repository If you add new fields to the repository please follow our example and enter some text containing the maximum number of characters for the new fields This precaution is necessary because unlike in a real database there is no way in Excel to specify field lengths for the database driver IT Process Maps GbR User Manual YaSM Process Map MS Visio Version 36 Using the YaSM Process Map with SharePoint The YaSM Process Map is often managed on a SharePoint server as this platform allows for the definition of access rights for specific parts of the process documentation All employees can thus for example be granted read only access to the process diagrams while only asmall team is allowed to make changes If the aim is to merely store and manage the files on a SharePoint server no modifications are required as in such a scenario locally installed applications Visio or Visio Viewer are used to modify or view the diagrams Since version 2010 however SharePoint features the Visio Services including a Visio Web Access Web Part to present Visio drawings directly in a web browser With the Web Part locally
11. folder of your delivery archive contains two sub folders with the current and legacy versions of the add in The current version is to be used with the more recent editions of Visio and Windows Visio 2010 or 2013 on Windows 7 8 or 10 The legacy version is to be used with older editions of Visio and Windows the minimum requirements are Windows XP and Visio 2003 Note The setup files contained in your delivery archive are compat ible with the 32 bit editions of Visio which are typically installed even on computers running 64 bit editions of Windows Please get in touch with IT Process Maps if you use a 64 bit version of Visio to obtain an additional setup package The Visio add in is not strictly required as the Visio diagrams con tain all information and all hyperlinks work in the product s original state upon delivery But the add in is a useful extension of the stand ard Visio functionality that makes it easier to perform certain kinds of modifications to the Visio diagrams IT Process Maps GbR User Manual YaSM Process Map MS Visio Version Installing the current version of the add in Visio 2010 or 2013 on Windows 7 8 or 10 Setting up the required version of NET The add in requires Microsoft NET 4 5 or later which is present by default on most Windows systems if they are kept up to date through Windows Update If NET 4 5 or later cannot be found on the system the setup routine will tr
12. installed applications are no longer necessary to view Visio diagrams Visio is still required for editing purposes The Visio Web Part is therefore a popular solution for publishing the process documen tation within an organization Similar SharePoint Services and Web Parts are also available for Excel and Word The YaSM Process Map needs to be adapted for use with the Web Parts as the Web Parts do not support all features of the full Microsoft Office products or work in a different way These adaptations and the Web Parts limitations are described below Modifications to the Visio diagrams Conversion from VSD to VSDX or VDW format All Visio files must be converted once from the standard VSD for mat to either VSDX or VDW format in order for them to be compati ble with the Visio Web Part VSDX is the new format for Visio files introduced with Visio 2013 VDW is the Visio 2010 Web Drawing file format To this end the Visio files of the YaSM Process Map 4 The information in this chapter relates to the more recent versions of SharePoint 2010 and 2013 IT Process Maps GbR User Manual YaSM Process Map MS Visio Version 37 need to be saved in VSDX or VDW format The original VSD files then become obsolete Note The conversion and subsequent editing of Visio files in VDW format requires at least Visio 2010 Professional Modification of hyperlinks The YaSM Process Map uses hyperlinks to navigate fr
13. object type of a Visio shape same as is determined by the value of a user defined cell User Object Type this value can be in YaSMObject spected and modified in the shape s shape sheet Worksheet name in the Excel repository The name of a worksheet in the repository is determined by the text shown on the worksheet s tab it can be changed by double clicking on the tab The recommended way for creating custom object types involves copying and modifying existing master shapes and tables The follow ing example illustrates how a new object type representing applica tion systems in the process diagrams can be created 1 Create a new worksheet in the repository Copy an existing worksheet in the repository and rename it to ApplicationSystem Note Older versions of Excel truncate text in cells after 256 characters when copying worksheets If you get to see sucha IT Process Maps GbR User Manual YaSM Process Map MS Visio Version 31 warning create a new worksheet instead of copying an existing one name it ApplicationSystem and copy the contents of an existing worksheet into it Delete the contents of all existing cells in the new table but leave the first three rows highlighted in blue intact as they must be in place in exactly this format for the repository feature to function 2 Create a new Visio master shape Open the stencil file YaSM_Process_Map vss
14. process diagrams ccccecsccccecessssessececececeesesesaeeesececeeseesaeeesecessesesaeaeeeesesssesesaeaeeeeeens 23 oae aA E O E oes eases sa E te cate E See TINE ve SB a Es SE ee 23 Inserting or MOVING SWIM IANES ccececeessscecececeeseseaeceeececesseseaseeeeeesceesesaeseeeeesessesesaeseeseseeseeseaaeess 24 Using the Repository Add IN cccssssccsssscecssseccssssccccssccccssseccessscceesscessesees 26 HAEPO UGE ON ists E Wi ateeas codes seddvaustss vac gesedbvanens E outea saa Seuvie T 26 Add incommand Seenen anea raas saves Necu canes Soave cs NEE SEAE AANE EA E Aa EEEN RTA aE 27 Refresh o Paa aa E E e a E e EEE E a a aean 27 R fresMikle eene e a ea e a reer e E E A E A AA etree 27 Select a R ar ne creer A ORE A E a E A 28 aao E E E E R E E A Sass E E E A E E E N 28 Simple changes to the repOSitOry ccccccccccccessessssececececssseseeaeceeececeesecesaeeeesessseseaeaeeeeeeesseseseaeeseeens 29 Creating custom object types linked to the rePOSItOly c ccccccccesssssssecececessesesseaeeeeeeessesssteaeeeeeees 31 Adding data fields aenar r ea a a Aea E EO aa ARAE TAEAE E EARE REA EEEE 34 Background information on the repository add in snssssesssnensnssssssrrnrssssesernnnessssssenennnsssseeenenna 35 Using the YaSM Process Map with SharePoint sssseesesossesoessssssoossesseees 37 Modifications to the Visio Gia grams ccccccccccccessesssseseeececseseseaecesecscessesesseeeeeceseesesasseeseseueseseaaeess 37
15. the YaSM Process Map pointing to Visio files consist of two components An address specifying the Visio file to be opened and a sub address specifying the diagram or page within the Visio file to be shown upon opening the file This allows for direct hyperlinks to specific diagrams in a Visio file such as a link to a particular incident resolution sub process IT Process Maps GbR User Manual YaSM Process Map MS Visio Version 39 This works well with the full Visio application and the Visio Viewer but there is no proper support for sub addresses in the Visio Web Part The Web Part will always open the first diagram of a Visio file even if the link contains a sub address Local links links between diagrams in the same Visio file do not work Until these limitations are removed by a new version of the Visio Web Part we recommend implementing a workaround by deleting either the sub address or the address as in the example above The following figure illustrates which types of links work with this setup Diagrams in file Resolve_incidents_and_service_requests vsdx Resolve incidents and service requests T r r T pae 1 i LP4 6 dent and Support incident an Log incidents and n 5 F f Pro actively inform ae Resolve incidents in 1st s service request ea E Fulfill service requests a E Resolve major incident
16. the selection of R A C or I IT Process Maps GbR User Manual YaSM Process Map MS Visio Version 41 Change the vertical text alignment of the role names to horizontal alignment if required adjust the column width Delete all graphical objects Finally the YaSM Process Map contains a link from the Front Page diagram to the RACI matrix This link must be changed as follows for the RACI matrix to open in the Excel Web Part again this link is only an example it will look different in your environment https YaSM_Processes _layouts 15 WopiFrame aspx amp source doc YaSM_Processes RACI_Matrix RACI_Matrix xlsx IT Process Maps GbR User Manual YaSM Process Map MS Visio Version 42 IT Process Maps GbR Dipl Ing Stefan Kempter amp Dr Andrea Kempter Am Hoernle 7 87459 Pfronten Germany Tel 49 8363 927396 Fax 49 8363 927703 Member of itSMF IT Process Maps GbR 2015 info it processmaps com it processmaps com yasm com YaSM is a registered trademark of IT Process Maps GbR Microsoft Word Excel Visio and SharePoint are registered trademarks of Microsoft Corp All processes and methods in our products were compiled with the greatest of diligence Despite this fact errors may not be ruled out IT Process Maps GbR therefore makes no guarantee nor accepts any type of liability for consequences which may be associated with incor
17. MS Visio Version 15 Types of Shapes used in the Visio Diagrams Master shapes and the document stencil All shapes used in the YaSM Process Map were created using the master shapes contained in a special YaSM Visio stencil as shown on the right The file YaSM_Process_ Map vss can be found in the Stencils folder of your delivery archive As always in Visio once a master shape from a stencil is used in a Visio document that master shape becomes part of the document stencil The master shapes from the stencil are therefore also present in the document stencils of all indi vidual Visio files which are part of the YaSM Process Map Some of the master shapes are configured to work with the YaSM Process Map s repository feature This is ex plained in more detail after page 26 Note You may insert any type of Visio shape into the pro cess diagrams However we provide a set of master shapes to help you with maintaining a coherent design of the process model Shapes aE STENCILS SEARCH More Shapes gt Quick Shapes Document Stencil E YaSM Process Map Drop Quick Shapes here Process Task D me YaSM Object Other Object E Role Sequence Flow Yew een ie 3 Association Annotation O O Start Event End Event Q oS Decision AND Gateway amp OR Gateway Attachment badda ta ha el a lS IT Process Maps GbR User Manual YaSM Process Map MS Visio Versio
18. Maps GbR User Manual YaSM Process Map MS Visio Version Adding data fields In its initial state the re pository is configured to work with five types of shapes process YaSM data object other data object and role shapes For each of those types of shape there is a table in the repository and corresponding master shapes in Visio The columns in the repo sitory correspond to certain attributes shape data Log incidents and service requests SHAPE DATA PROCESS 711 x Note Process objective To record all relevant detai Reference LP4 6 2 AssignedTo Resolve incidents a service requests UniquelD 10028 Status Active v ds A B fields of the Visio shapes 1 UnquelD Re For example the Name 2 tega maX 255 chev X LOBE Chars neeeenenees 3 _Do not change or move the j ary Make always column in the reposito ry 10028 LP4 6 2 Log incidents and service Process objective T requests ncidents and servic corresponds to a shape data equired authorizati x PF nap 32 ncidents or reques field Name In Visio see 10029 LP4 6 3 Fulfill service requests Process objective To A 3 typically either requ figure on the right kipiene wicks 33 password For the repository add in 10030 LP4 6 4 Pro actively inform users and Process objective T clients imminent service fai to work the field names i e the column headings in the repository must adhere to certain rules and the
19. Maps GbR User Manual YaSM Process Map MS Visio Version 35 In its initial state after delivery the Excel repository contains five tables or worksheets one for each type of Visio shape which is con figured for usage with the repository feature process YaSM data object other data object role and attachment shapes On the Visio side all process YaSM data object other data object role and attachment shapes contain a user defined cell in their shape sheet called ObjectType The content of the Object Type cell tells the repository add in what type of shape is present and what worksheet data table in the repository holds the relevant data Example If the shape s ObjectType cell contains the value Pro cess the repository feature knows that the shape at hand is a process shape accordingly when looking for data in the repository the lookup will be performed in the Process worksheet The definition of valid object types is done implicitly by giving the repository worksheets appropriate names The shapes object types must correspond to the worksheet names This mechanism can be used to create new types of shapes which use the repository feature as explained above The columns in the repository table don t need to be in the same sequence as the shape data fields in Visio as the shape data fields are addressed by their names However every table in the Repository must have a
20. ape s link Tasks activities BPMN task shapes are used to depict single activities within a Determine process flow required CAB members Because tasks typically figure only once in the process model they are simple shapes There are no defined shape data fields or links and tasks are not managed through the Excel repository To modify a task simply edit its text directly in the shape as re quired 3 Shape data were referred to as custom properties in earlier versions of Visio IT Process Maps GbR User Manual YaSM Process Map MS Visio Version 17 YaSM data objects YaSM objects YaSM data objects represent process inputs and outputs Their main purpose is to illustrate the information flows between the YaSM processes For every YaSM data object the YaSM Process Map contains one master object and one or several variants which represent specific lifecycle stages of the object The stage names are indicated in brackets after the object name The purpose of using variants is easily understood when looking at the lifecycle diagram for a YaSM data object The variants make it possible to show how an object s state changes as it is created up dated read and archived by various YaSM processes YaSM data object shapes are configured with four shape data fields Name name of the object This text is displayed on the shape Note object description or d
21. at this stage Before being able to use the repository feature it is necessary to specify where exactly on your system or local network the Excel repository file is located IT Process Maps GbR User Manual YaSM Process Map MS Visio Version 9 Click on OK and select your repository file if you start up the YaSM Process Map for the first time you will most likely want to select the original Excel repository which is located in the Reposi tory folder of your delivery archive Required system fonts The diagrams of the YaSM Process Map use the Calibri font which is installed by default on most Windows systems If Calibri is not installed on your system an alternative font like Arial will be used please install the Calibri font in that case for opti mal display and readability of the diagrams Installation of updates to the add in Before installing an updated version of the Visio add in please de install the existing installation in the Windows Control Panel After that proceed with setting up the new version of the add in as described above IT Process Maps GbR User Manual YaSM Process Map MS Visio Version 10 Navigating the YaSM Process Map The Front Page diagram file Frontpage_YaSM_Process _Map vsd is the main entry point into the YaSM Process Map The various components of the process model can be reached from there via shapes configured with hyperlinks I
22. ce in the process model they are simple shapes There are no defined shape data fields or links and annotations are not managed through the Excel repository To modify an annotation simply edit its text as required Navigation shapes Navigation shapes are used in the process model to facilitate an Back to Front Page easier navigation IT Process Maps GbR User Manual YaSM Process Map MS Visio Version 21 Modifying the Process Diagrams All process diagrams may be changed without limitations as with any Visio diagrams created by yourself there are no restrictions The following recommendations however will help you make best use of Visio in combination with the YaSM Process Map and to maintain consistency and a coherent look of your YaSM process documentation Adding new shapes to existing diagrams Create new shapes by either Copying an existing shape within a drawing using copy and paste Dragging a master shape from the document stencil onto the diagram Changing shape data For all shapes which are configured for the repository feature pro cess YaSM data object other data object role and attachment shapes we recommend not to change the contents of their shape data fields directly in Visio rather change the Name Notes As signedTo and Reference attributes in the repository and perform a Refresh with the repository add in on the affe
23. cted shapes this will help to ensure that all objects in the process model have the correct values in their attributes Modifying links For all shapes which are configured for the repository feature process YaSM data object other data object role and attachment shapes we recommend not to change the link information directly in Visio rather change the link fields HyperlinkDescriptorn Hyper linkAddressn and HyperlinkSubAddressn in the repository and perform a refresh with the repository add in on the affected shapes IT Process Maps GbR User Manual YaSM Process Map MS Visio Version 22 Creating new process diagrams There are two recommended procedures if new process diagrams need to be created Create a new process diagram within an existing Visio file by cre ating a new drawing page then giving the new page an appropri ate name most likely the name of a new sub process Start inserting shapes by copying groups of shapes from other dia grams within your file or by dragging master shapes from the document stencil onto the diagram Create a completely new Visio file by copying one of the YaSM Process Map s existing files and renaming it Delete and or re name the existing process diagrams as required Then modify the process diagrams by copying groups of shapes from other dia grams or by dragging master shapes from the document stencil or the YaSM stencil onto th
24. cusesctuces ceavsusadecedess ace ane ncdees che aeat ten ccesesuunvnst ven EEE A EE 12 PROCESS OVERVIEWS saciscecccasbdel inr ia o EER Eie ATEA EAE AS AAEE AA AA ARA T 12 Flowchart diagralns ois sic ncesede cocees tase i sacs sat sa coin aE ies cass Aa aea AER anas Eae eE EEE 12 Process struct re diagram x issic2eceseseecedesandedanes oes ceesiadecasesteacddescyedasea sss E RA E EESE ENE a e EE ea ii 13 Overview of YaSM data objects YaSM objects ccccccccssscccecsssceceeseeeceesaesececsaeeeeeesaeeeeeeaaes 13 Vaso Mi Gata ODJECEIM OCS ieee ccatxinceececstetaecsnS a a Mcutrietaessct deeusestatenes 13 Object lifecycle diagraMS eranen o ANa e aa A a a aa 14 RACI MAIR etesse oroek eo reen e ESENE AE ENON NEESS TER EEEE ESEN OES SEEEN 14 Checklists document teMplates cccccccssecsssceesseceessecsssseesseeecsseceeseecesseeesseeseasecesesesseeeeaaeeeeseeees 14 QUICK EE Ee E E E T 15 YaSM process descriptiONS ssssesrnrecsoeedkesraeeedisraueest oaceeecssenciaee EEEE EL SEEC EE OPAT EA EREET AEE TER EEEE ROETES 15 Ya S IV BIOSS ANY ces cee aE EE lec E EE E EE E SE E E EE 15 Process inputs Outputs ccccccccssccesscecsseeecssececssecesseccsseeecaseceseeceseescsseeceaseceseecsseeceaaeeecsaeenes 15 YaSM role descriptio NSs senine aE E ate oo EE ARE EEEE ET 15 Process METTES nusisirnioranrrne ane EE EEG 15 Types of Shapes used in the Visio Diagrams cessccsssecsescesseccssscesseeseseeee LO Master shapes and the docume
25. e diagram Container shapes Starting with Visio 2010 Microsoft introduced the concept of con tainer shapes boxes around clusters of shapes to define logical groupings The YaSM Process Map uses containers to help keep things orga nized Swim lanes for example are containers as well as the central boxes in the process overview diagrams As soon as you select a container or one or several shapes belong ing to the container the Container Tools tab is displayed in the Visio ribbon SSS 55 gt H a z Resolve_incidents_and_service_requests vsd Compatibility Mode Visio Professional CONTAINER TOOLS FILE HOME INSERT DESIGN DATA PROCESS REVIEW VIEW DEVELOPER ADD INS FORMAT ial 84 Fit to Contents ot a E x Margins Automatic Reqs Heading Lock Select Disband Style Container Contents Container Size Container Styles Membership The shapes inside a container are not a group of shapes so you have direct access to them Shapes are added or removed simply by dragging them into or out of a container When dragging a shape into IT Process Maps GbR User Manual YaSM Process Map MS Visio Version 23 the container the container outline will be highlighted to indicate that Visio will make the shape a member of the container When you move a container the contained shapes will move with it keeping their positions inside the container This makes it possible for example to easily move whole s
26. e first six columns correspond to the following shape data fields UniquelD unique integer ID for the process Reference reference tag or outline number of the process Name name of the process Note process objectives or description AssignedTo used to indicate the assignment of a process to a superior process Status used to indicate for example if a process is active or in the planning stage The last three columns contain link information which is written into the shapes first set of link attributes Hyperlink1 Descriptor Hyperlink1 Address and Hyperlink1 SubAddress Using the information above you can now start adding your own data fields For example add a column AssignedToBusinessUnit to the Process table in the repository then add a shape data field named AssignedToBusinessUnit to the Process master shape in Visio This allows you to manage an AssignedToBusinessUnit attribute for your processes through the repository Background information on the repository add in When loading data from the repository into a Visio shape those data are stored in a number of cells within the shape s shape sheet Data records rows from the repository are selected using the UniquelD field the UniquelD field is the primary key This is why no duplicate unique IDs are allowed in the repository IT Process
27. efinition UniquelD unique identifier of the object The primary key for selecting YaSM data objects from the Excel repository Status object status Active is the default value in this field enter In planning for example to indicate that a YaSM object is not yet operational any status value not equal to Active changes the shape s color to grey The gt symbol in the lower right hand corner indicates the presence of hyperlinks it is only shown if a hyperlink is set for the shape Eve ry YaSM data object features two links one to the object s associated checklist and a second link to its lifecycle diagram To go to a linked diagram or document click on the link in the shape s context menu or inthe more recent versions of Visio click on the shape while holding down the control key The YaSM data object shape is linked to the YaSMObject table in the Excel repository which is used by the repository add in to popu late the shape data fields and to set the shape s links Other data objects Just like YaSM data objects other data objects shown with a dashed line represent information flowing from one process to another But unlike the YaSM data objects where YaSM has strong views about their content such objects are mostly informal data or information There are no associated lifecycle diagrams or checklists IT Process Maps GbR User Manual YaSM
28. f a linked file based on the current file location Using relative links has the advantage that the links do not need to be modified when you move the whole process documentation to a different location on your hard drive or local network Unfortunately relative links are not understood by the Visio Web Part and must be replaced by full paths pointing to the exact link targets on the SharePoint server Every time the set of files is moved to a different location on the SharePoint server the links must be adapted accordingly Modifications to the RACI matrix As a first step the matrix must be converted to XSLX format since this format is required for use with the Excel Web Part Then the links in the first column of the matrix pointing to process diagrams need to be changed to full path names pointing to the VSDX or VDW files on the SharePoint server those path names are the same ones as in the repository see above Note Please deactivate Options Advanced Web Options Update links on save in the Excel options otherwise the links may be changed unintentionally when saving the matrix on the SharePoint server Some Excel features used in the RACI matrix must be removed as they are not supported by the Excel Web Part if the features are not removed this may result in error messages being shown or the matrix not being displayed by the Web Part Remove data validation the drop down lists in the matrix cells for
29. icense includes the YaSM ISO 20000 Bridge Folder RACI RACI matrix in Excel format Folder Checklists Checklists in Microsoft Word format speci fying the YaSM objects in detail 1 YaSM is a registered trade mark of IT Process Maps GbR 2 Microsoft Visio Word and Excel are trademarks of Microsoft Corp IT Process Maps GbR User Manual YaSM Process Map MS Visio Version 5 Folder Accompanying Documents Introduction to YaSM user manual implementation guide Excel table of process inputs and outputs PDF quick references such as the YaSM glossary and col lection of process metrics Folder ISO_20000_Documents Original ISO 20000 document and introduction to the YaSM ISO 20000 Bridge only available if the product license includes the YaSM ISO 20000 Bridge Folder Stencils Visio stencil containing the master shapes used in the YaSM Process Map Folder Setup Installation files for setting up the repository feature a Visio add in Folder Repository Excel repository used in combination with the repository add in Setting up the repository add in The YaSM Process Map includes an add in for Visio the reposi tory add in which makes it possible to read data from an Excel repository and write those data into a shape s shape data fields and link attributes See page 26 for more details The setup
30. inal state of the YaSM Process Map Start and end events Start events and end events represent the start and end points of Start event processes End event IT Process Maps GbR User Manual YaSM Process Map MS Visio Version 20 Sequence flows BPMN sequence flows are used to specify the sequence of activities Associations BPMN associations link processes to other objects Mostim 2 D I7TTTTT gt portantly associations are used to illustrate information flows and process interfaces Decision gateways A decision exclusive gateway routes the sequence flow to exactly one of the outgoing paths Conditions determine the selection of the outgoing path If no explicit conditions are given the most appropri ate outgoing path is selected OR inclusive gateways The OR inclusive gateway indicates a split in the process flow into two or more paths where one or more of the outgoing paths are taken If no explicit conditions are given all appropriate outgoing paths are selected AND parallel gateways The AND parallel gateway indicates a split in the process flow into two or more paths where all of the outgoing paths are taken Annotations Annotations are used to enhance the process models with further Consider level of damage if information e g when a process activity requires additional expla the implementation is delayed nations Because annotations typically figure only on
31. ions for performing certain tasks if placed next to tasks in the process diagrams and configured with your organization specific links it will be possible to open those working instructions directly from within the Visio diagrams Attachment objects are configured with four shape data fields Name name of the attachment This text is displayed on the shape Note attachment description or definition UniquelD unique identifier of the attachment The primary key for selecting attachments from the Excel repository Status attachment status Active is the default value in this field enter In planning for example to indicate that an attach ment is not yet operational any status value not equal to Active changes the shape s color to grey A gt symbol in the lower right hand corner indicates the presence of a hyperlink it is only shown if a hyperlink is set for the shape To open a linked document click on the link in the shape s context menu or in the latest versions of Visio click on the shape while holding down the control key No links are set for this type of shape in the original state of the YaSM Process Map The attachment shape is linked to the Attachment table in the Excel repository which is used by the repository add in to populate the shape data fields and to set the shape s link the Attachment table is empty in the orig
32. n 16 Processes The BPMN process shape BPMN Business Process Modeling Nota tion represents a whole YaSM process or sub process Process Assess changes CAB shapes are configured with six shape data fields Name name of the process this text is displayed on the shape Note process objective or description Reference reference tag or outline number of the process AssignedTo assignment to a superior process Resolution of incidents for example is assigned to Operate the services UniquelD unique identifier for the process The primary key for selecting processes from the Excel repository Status process status Active is the default value in this field enter In planning for example to indicate that a process is not yet operational any status value not equal to Active changes the shape s color to grey The plus sign at the bottom of the shape indicates the presence of a link pointing to the corresponding process diagram the plus sign is only shown if a hyperlink is set for the shape To go to a linked dia gram click on the link in the shape s context menu or in the more recent versions of Visio click on the shape while holding down the control key The process shape is linked to the Process table in the Excel repository which is used by the repository add in to populate the shape data fields and to set the sh
33. nt stencil ccccessssecececessesneaeceeececessesaseeeeeeeseessaeseeeesseesesesaees 16 PrOCESSE Serena e aE E EE E E E E a e 17 MASKS ACUI MEL See cepts aeaee ee e Ea E e tas E a E E e eaa ea 17 IT Process Maps GbR User Manual YaSM Process Map MS Visio Version 2 YaSM data objects YaSM Objects cc cccccssscceesssceceessececeeseeeceeseeeeceesaeeececsaeeeceeaeeeseeseeeeeees 18 Other data ODjOCts a e reae eeren renka a aaia EAA a EE aa E Oa PEATREENER ridi 18 EEEE Sak eo aaa E E A E E ss eg ad E E E E 19 Attac hMe TAS a a eaea aA au bas ssbb pa E A E E aa aani 20 Start and end Cvents iss ccessctvieccecs assyesc aa NE E AE EEA EEA RAES EEN Ea 20 SEQUENCETIOWS aee een e EE EEEa ENE EA EEEE e EE EAE 21 ASSO CIALIONS eaa EAA E A EE EE eee ave eee es 21 DECISION e AA VAE E E EE E E E E E 21 OR iNGIUSIVE PALO WAYS aaaea EE AE TASE AATE AA AA E AAE IAT A AREAS 21 AND paralel Enews N RT E A A E A 21 ANNOLATIONS A E E SA OE 21 Navigation Shape Senee tc i recast Meck casas okie E a te ies a ma ahs 21 Modifying the Process Diagrams ccsssscccsssseccsssscccsssccccsseeccssssccsesscessesees 22 Adding new shapes to existing diagrams ccccsessssccececessesesneceeeeeeeseesesaeseeseseessesaaeeeeeeseeseessaaeess 22 Changing shaperdata x sissstsssstcs cchesinsaticevsdecdevinactlactadeee desta EEE AE OAE E E A E EAO eee 22 Modifie inkisret oiean aae ee aain reaa a dost dae A E eea eaaa Eea 22 Creating NEW
34. nts required by the add in Apart from the actual Visio add in the setup routine will also install the two following Microsoft run time components on which the add in depends Microsoft Office 2003 2007 2010 Primary Interop Assemblies depending on your installed version s of Microsoft Office Microsoft Visual Studio 2005 Tools for Office Second Edition Runtime The setup routine may try to download the installation package for Microsoft Visual Studio 2005 Tools for Office Second Edition Runtime vstor exe from the Microsoft web site If this results in an error message for example due to restrictive security settings this com ponent can be downloaded from the Microsoft website and installed manually prior to running the setup for the add in URL http go microsoft com fwlink LinkId 100566 First start of Visio after installing the add in Upon the first start of Visio after installing the add in four new commands will be available in the Add ins tab in the Visio ribbon Note The ribbon was introduced with Visio 2010 A custom toolbar will appear in the older editions of Visio 2003 and 2007 A message window will inform you that a New Config File Visio_ Repository_Add In cfg has been created This configuration file stores the add in s configuration data Under normal circumstances you will not need to edit this file manually Next a message informs you that no repository file is set
35. o YaSM Process Map Poa User Manual for the YaSM Process Map MS Visio Version amp YaSM Contents Installa tiO et ache ove Site ore an oat Sem aceasta een Seen mre Extracting the ZIP archives scscescesisss ectesvesnsiees eceezeancnduves es envansesasensccdedsaaveaeiens ve essevensesvel eir NERTO Sn EEG 5 Contents of the ZIP ArCMive esnie nieee i ean E EE A E AO 5 Setting p thE repository add iM s s sese nduvind sexdesnedecvsaedseutectve nev vand aiea Veee ii aaia 6 Installing the current version of the add in Visio 2010 or 2013 on Windows 7 8 or 10 7 Installing the legacy version Assseecsssasceersssecdees sanvsessehdsceessaercexeesuceets tauvckesoodeeceesmeveeseccececssiaeneueses 8 First start of Visio after installing the AAC iN cccesscccccceesesesseseeeeeceeseseaeseeececesseeaaeseeeeseesseseaaeaes 9 Required system TONES ic c dccs cca ssecucantestadce odescdabinistatnsnenceaeiesteateo den stab sce vbstanntesteceiunaadenceedsedsuavaetuneueesce 10 Installation Of Updates to the AACR iN ccccccccccessesssseceeececeeseseaaececececeeseaaeeeeesesseesesaeaeeeeseseseseaeess 10 Navigating the YaSM Process Map scscssssssceccssssssceccccssssceccccsssscesseesseee LI Components of the YaSM Process Map cccssssssccccssssssccccccssssceccsssssscecssee L2 Visio NAB FAIS saorsan ennenen EE EEO EEE EEEE ns EEOAE ENE EREE UTE EEEREN ceateasetemesnetetees 12 FROME pal E iien san ctemecun
36. om one diagram to another and to open linked documents These links must be adapted to the SharePoint environment Adapting links with the repository add in We recommend using the Excel repository and the repository add in to modify the links Once the link information in the repository has been changed the links in the Visio diagrams can be updated with the Refresh file command The following example highlights the required changes to the repository The first figure below shows the original state of the repository G H l Hyperlink1 Descriptor Hyperlink1 Address Hyperlink1 SubAddress MOX DIF CANF m ecenennncccnnnnncccennsscccnnne MIX DEF CHAS ononeenweeeneeenweeenncennceensceenseeneceensncenseee MIX DIF CHAS on eenneeennenenneenncnenecennneensceenseennen Support incident and service _ Service_Lifecycle_Processes Resolve Support incident and service request resolution _incidents_and_service_requests vsd request resolution Log incidents and service Service_Lifecycle_Processes Resolve Log incidents and service requests requests _incidents_and_service_requests vsd Fulfill service requests Service_Lifecycle_Processes Resolve Fulfill service requests _incidents_and_service_requests vsd This link information must be changed as follows the URL pointing to a SharePoint server location is only an example it will look different in your environment IT Process Maps GbR User Manual YaSM Process Map
37. pes are selected this command updates refreshes the selected shapes attributes with current data from the repository SHAPE DATA PROCESS 711 x After performing a refresh the updated Name Log incidents and service requests a contents will be shown in the shape s shape Note Process objective To record all relevant detai i Ref LP4 6 2 data window eference AssignedTo Resolve incidents and service requests It is possible to select more than one UniquelD 10028 shape at a time and perform a refresh on all Status Active v of these shapes If graphical objects or other ordinary shapes not configured for the re pository feature are selected these will be skipped Refresh File This command refreshes all shapes in all process diagrams within the currently active Visio file or all currently open Visio files if the option Refresh File updates all open Files is enabled see below This is the fastest way of refreshing all shapes in one go after a bigger number of changes have been made in the repository IT Process Maps GbR User Manual YaSM Process Map MS Visio Version 27 Example If Resolve_incidents_and_service_requests vsd is the currently active Visio file then clicking on Refresh File will refresh all process YaSM data object other data object and role shapes in all diagrams contained in Resolve_incidents_and_service_ requests vsd As the refresh proceeds
38. process s unique ID its name objectives assignment to a higher level process reference tag or outline number and link infor mation There are three more tables in the repository for the YaSM data object other data object and role shapes appearing in the process diagrams plus one empty worksheet for attachment shapes where you can enter any documents specific to your organization these documents can then be linked into the Visio process diagrams using attachment shapes from the Visio stencil supplied with the YaSM Process Map The repository add in allows you to pick records from the Excel repository from within Visio and load the corresponding data into a shape s attributes You can also refresh one or several selected shapes attributes with a single mouse click after data in the reposi tory has changed IT Process Maps GbR User Manual YaSM Process Map MS Visio Version 26 Add in commands After installing the repository H H B add in four new commands will HOME INSERT DESIGN loper ADD INS appeal tthe sADUINS Sabin Refresh Refresh File Select Options j the Visio ribbon These com mands are explained below s Note The ribbon was intro Custom Toolbars amp duced with Visio 2010 A custom toolbar will appear in Visio 2003 and 2007 Refresh If one or several process YaSM data ob Log incidents and ject other data object role or attachment service requests sha
39. rect statements Users must decide in their own particular case if the processes and methods described are applicable to their organization or business IT Process Maps GbR User Manual YaSM Process Map MS Visio Version 43
40. rs are recognized Click on Clear to see the complete list of processes again Options In the Options dialog you Options a are able to specify the location of the repository file click on ap e a ZA Browse and choose the Z junk test yasm Repository Repository_YaSM_Process_Map_EN xs Browse desired Excel file N Language for Toolbar and Dialogs English v It is possible to maintain v Show intermediate Messages during Refresh several Excel files as reposi Refresh File updates all open Files tories for example if you need Version Info Visio Repository Addin 1 3 1 1 32 2014 IT Process Maps GbR ok IT Process Maps GbR User Manual eerren reee rey to maintain several repositories in different languages In the Op tions dialog you can easily switch between repositories at any time In the Options dialog you can also switch between different languages for the add in s toolbar and dialogs Finally two settings control the behavior of the Refresh and Refresh File commands Ifthe option Show intermediate Messages during Refresh is set intermediate messages will be shown before the update of indi vidual diagrams these messages make it possible to cancel the update at various points during the refresh cycle Disabling this option means only one message will be shown at the end of the refresh cycle If the option Refresh
41. s Reimer resolution LP4 6 1 LP4 6 2 LP4 6 3 LP4 6 4 LP4 6 5 LP4 6 6 a LJ LJ L 1 Link to first diagram in file X 2 Linkto sub process v Ld oS an Y y Y Y Y LP4 7 Pro actively identify Categorizeand Analyze and resolve Monitor outstanding e problems prioritize problems problems problems LP4 7 1 LP4 7 2 LP4 7 3 LP4 7 4 LP4 7 5 s 4 A 2 test 3 Link within the same file Diagrams in file Resolve_problems vsdx Links of type 1 pointing to the first diagram in a Visio file for example a link pointing to the overview diagram of the incident resolution process Links of type 3 pointing from one Visio diagram to another one in the same file for example a link between two incident resolution sub processes IT Process Maps GbR User Manual YaSM Process Map MS Visio Version 40 Links of type 2 pointing from outside to a specific diagram ina Visio file are not possible for example a link from problem resolution to a specific sub process in incident resolution But this is only a minor drawback since such links exist only in a small number of places in the process model for example in the process structure diagrams Full path names vs relative links In its original state the YaSM Process Map contains relative hyperlinks so that Visio calculates the address o
42. s Map is a cen tral place where to store and manage all descriptive information and link data for five object types used in the Visio diagrams process YaSM data object other data object role and attachment shapes A B Cc D E J 1 UniquelD Reference Name Note AssignedTo 2 toga MIX DIE CANS Max DEF chars eennenennnwnnwnnnnnnnneennncnnes MIX PORE HYG onneenoenenwwnnnennwnneennenceanennwensennenensscceeesesssassassensensecseenes MIX DEE CAS rnenneneneennwennee ma 3 Donot or move the first three rows unless strictly necessary Make always sure IDs are unique l 10000 0 YaSM service management Process objective To transform the service provider s A processes resources into valuable customer services These services are to be made available at agreed levels of 4 l quality cost and risk f 10001 LP1 Set the strategic direction Process objective To decide on a strategy to serve Service lifecycle AS customers Starting from an assessment of customer processes 3 needs and the market place the strategic process l determines which services the organization is to offer 5 and what capabilities are required veh Pnn lE L r EATEN SEALER on aema mem LOE ESS hive TOASRESS ADE DIRRENLS LUATOL OT Setthe strateric Ag For example the repository contains a worksheet or table named Process where you will find one row for each process defined in the YaSM Process Map Every row contains a number of cells which hold the
43. t is of course also possible to open all files and documents directly in the Windows Explorer The most important navigation paths are illustrated below Level 0 Overview of YaSM service management processes IT Process Maps GbR RACI matrix 5 Process structure parn a wai LLLLER I L IL a oe aa seen 8 ae nae Level 1 Main processes pede Hh Level 2 Sub processes User Manual YaSM Process Map MS Visio Version Data object model Object lifecycles 11 Components of the YaSM Process Map Visio diagrams y p Front page The YaSM Process Map YaSM The front page is a portal with links to the various components of the YaSM Process Map It is the main entry point into the process model ve muen eet od Neat ene Process overviews Overview diagrams show for each main a Z process how it is related to the other main processes and what sub processes it contains 2g E ale gt a an mm v E a hii E m Flowchart diagrams eats SS gt The top areas of the flowchart diagrams illus a trate the process interfaces in detail Underneath the top area the flowchart dia am grams contain one or several rows swim lanes with a detailed account of
44. ted This may happen in particular when the setup is started from a network folder A possible workaround consists of temporarily copying the setup folder to a local folder for instance to the Windows desktop and starting the setup from there IT Process Maps GbR User Manual YaSM Process Map MS Visio Version 7 An alternative solution would be to add the add in s certificate to each client computer on which it is to be installed The certificate can be found in the setup exe file in the setup folder right click on setup exe then choose Properties from the context menu in the File Properties dialog look for the Digital Signatures tab from where the certificate can be viewed and installed either for the current user or the local machine When asked to specify a location for the certificate choose Trusted Root Certification Authorities Installing the legacy version The legacy version of the add in is compatible with older editions of Visio and Windows the minimum requirements are Visio 2003 and Windows XP Setting up the required version of NET The add in requires Microsoft NET 2 3 or 3 5 which is present by default on most Windows systems if they are kept up to date through Windows Update If NET 2 3 or 3 5 cannot be found on the system the setup routine will try to install it However the legacy version of the add in may not always succeed and we recommend to
45. the process o ppap activities enamn om Lessee IT Process Maps GbR User Manual YaSM Process Map MS Visio Version 12 Process structure diagram The process structure diagram provides a complete view of the YaSM process structure on Ey a single page l This diagram can be used for directly mn e a E A navigating to specific overview or flowchart n n nS n n nn diagrams on the main or sub process levels E w H H s n bai ea GS ee a a e aa e Overview of YaSM data objects YaSM M j 4 a S amp a This diagram provides a list of all YaSM data ara aes objects process inputs and outputs sorted by the processes which are most closely associated Sa Se SS BS SS z 8 amp 2 372Z with the objects e Every YaSM data object has an associated Sa gg S F checklist which describes the object in more S e detail and an associated object lifecycle dia gram Both can be opened via hyperlinks YaSM data object model The YaSM data object model provides a ot o ao sjo a complete overview of the key relationships os a between the YaSM data objects Its purpose is a D a ET to facilitate an understanding of each object s ead Ta n ta relevance within the YaSM framework ge Pan eR oe ak a a oe oh IT Process Maps GbR User Manual YaSM Process Map MS Visio Version 13 Object lifecycle diagrams Object lifecycle diagrams are available for every
46. to Generate icon automatically from shape data close the dialog this will result in a new icon being created for the new master which should look similar to the new master shape Repeat the steps above but this time uncheck Generate icon automatically from shape data to prevent that icons are repeat edly re created IT Process Maps GbR User Manual YaSM Process Map MS Visio Version 32 Save the stencil file by clicking on the diskette icon in its title bar 3 Start using the new master shape Enter some data into the ApplicationSystem table in the reposi tory e g enter names of application systems into the Name column and their brief descriptions into the Note column make sure every row in the worksheet starts with a unique integer in the UniquelD column all other cells may be left blank but ob viously a repository item without a name would not be very useful Save and close the Excel repository You can now add application system shapes to your Visio dia grams by dragging an ApplicationSystem master onto a Visio process diagram from the stencil then clicking on Select in the Add Ins tab on the ribbon this brings up the list of application systems from the repository and you are able to select the desired item Check if all shape data fields and the link have been set correctly with data from the repository IT Process
47. to the repository After saving and closing the repository file the modified contents are immediately available in Visio so you can proceed with updating the process models using the Refresh command or with inserting new objects using Select Hint When modifying the repository it is generally a good idea to create a copy of an existing repository file perform the changes and do some testing you are always able to switch between different repository files with the Options commana IT Process Maps GbR User Manual YaSM Process Map MS Visio Version 30 Creating custom object types linked to the repository In its original state upon delivery the YaSM Process Map comes with five standard object types which are configured for use with the Excel repository process YaSM data object other data object and role shapes In addition to these pre defined object types you can create your own ones and use them in combination with the repository For every custom object type this involves creating a new master shape and inserting an additional worksheet or table into the Excel repository The most important aspect to Object type specified ina user defined understand when creating custom cellin the shape sheet objects is that a shape s object type jigs aed Ca Value and the name of the worksheet in User ObjectType the repository must be identical see figure on the right is the The
48. uick references provide overviews of the different types of objects used in the process model in printer friendly format YaSM process descriptions This PDF quick reference provides a list of all YaSM processes de fined in the YaSM process model complete with brief descriptions of the process objectives YaSM glossary The YaSM glossary in PDF format contains definitions or short descriptions of the YaSM key terms Many of those terms correspond to YaSM data objects in the YaSM Process Map which are used to describe the information flows between the YaSM processes For each YaSM data object there is a checklist with more detailed information Process inputs outputs This Excel workbook process_inputs_outputs xls contains two tables providing a complete list of inputs and outputs for each pro cess Filtering and sorting can be applied to create specific views focusing on particular processes inputs or outputs YaSM role descriptions This PDF document contains short descriptions or definitions of all YaSM roles Role objects are used in the flowchart diagrams and the RACI matrix to illustrate the responsibilities for whole processes or single process activities Process metrics To support the selection of suitable process metrics the YaSsM Process Map contains for each process a list of widely used metrics with brief definitions in PDF format IT Process Maps GbR User Manual YaSM Process Map
49. verify that the required version of NET is installed on the system before setting up the repository add in In the more recent version of Windows NET 3 5 can be turned on in the Control Panel under Programs and features gt Turn Windows features on or off Installing the latest updates to Windows and Visio Before installing the repository add in please get the latest updates for Windows and Visio through Windows Update This is especially important if you have just completed a fresh installation of Visio on your PC as the update will install additional Visio components depending on your versions of Windows and NET Setting up the legacy repository add in To set up the repository add in double click on setup exe in the Legacy_Version sub folder and follow the instructions Running the setup is required for each client PC on which the add in is to be used Please note that the setup is only able to install the add in for the current user Every additional user who intends to work with the add IT Process Maps GbR User Manual YaSM Process Map MS Visio Version 8 in ona particular PC is required to run the setup once again while being logged in to Windows with administrator rights If company policies demand that ordinary users are not normally assigned administrator rights the workaround is to temporarily assign administrator rights to those users while running the setup Additional compone
50. wim lanes with all contained activities Inserting or moving swim lanes The flowchart diagrams on the sub process level use a special kind of container shape a list container as an outer frame and con tainer shapes as swim lanes as in the example shown below The list container will automatically make room for and align the swim lanes Outer frame List container Inner frame Container shape To insert new swim lanes into the diagram simply click on the blue insertion arrow that appears when you position the mouse cursor over a corner of an Resource Insert Swim existing swim lane Lane Shape You can also drag whole swim lanes up or down within the outer frame and you ll notice that the lanes will be positioned automatically IT Process Maps GbR User Manual YaSM Process Map MS Visio Version 24 Note Even though container shapes are a new feature introduced with Visio 2010 such shapes are still compatible with earlier versions of Visio A shape configured as a container will behave like a normal rectangular shape in Visio 2003 and 2007 The contained shapes will not move with it to move a swim lane in earlier versions of Visio select the whole swim lane and all of its contents IT Process Maps GbR User Manual YaSM Process Map MS Visio Version 25 Using the Repository Add In Introduction The Excel repository included in the YaSM Proces
51. y ALT Return are not supported such line breaks are not supported by some Visio versions and may show up as special characters in the shape data fields Double quotes are not permitted within cells the character is used internally by Visio to delimit character strings all text from the repository is stripped of double quotes when writing it to the shapes shape data fields Single quotes are allowed Always ensure that every row within one worksheet is identified by a unique ID every worksheet must have a first column labeled UniquelD containing integer numbers Ds IDs must be unique within one worksheet only not within the entire Excel workbook the IDs do not need to be continuous and do not have to appear in any particular order To check if two identical IDs are present in a table s UniquelD column sort the rows according to the UniquelD column or use Excel s conditional formatting feature for highlighting duplicate values Every worksheet must contain a second column labeled Name containing the objects names Changing the unique IDs in the repository is possible but should be done with care Generally speaking the idea behind using unique IDs to identify objects is that they never change We therefore recom mend never to change the unique IDs but to use new ones if new objects represented by single rows in the Excel worksheets must be added
52. y to install it However we recommend to verify that the latest version of NET 4 x is installed on the system before setting up the repository add in If required the latest updates to NET can be obtained through Windows Update Installing the latest updates to Windows and Visio Before installing the repository add in please get the latest updates for Windows and Visio through Windows Update This is especially important if you have just completed a fresh installation of Visio on your PC as the update will install additional Visio components depending on your versions of Windows and NET Setting up the repository add in To set up the repository add in double click on setup exe in the Current_Version sub folder and follow the instructions Running the setup is required for each client PC on which the add in is to be used Please note that the setup installs the add in for the current user only Every additional user who intends to work with the add in on a particular PC is required to run the setup once again while being logged in with his or her own user credentials A standard non administrator user may start the setup but Windows may ask for the password of an administrator during setup Security policies and publisher verification Depending on your organization s security policy and settings the setup may be terminated with a security warning stating that the add in s certificate or its location is not trus
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