Summary
This article outlines the standards and resources used by the BPM team during the discovery phase of a project. It provides guidance on documenting current state processes, capturing stakeholder input, and creating foundational deliverables such as the Basic Narrative Document, Discovery Workbook, Context Diagram, and RACI Matrix. These discovery outputs ensure process clarity, stakeholder alignment, and a strong foundation for subsequent optimization and prioritization efforts.
Body
The Discovery & Documentation Standards phase defines the structure and expectations for conducting discovery within BPM-led projects. This phase ensures all foundational information about a process is captured before making recommendations or designing optimized workflows.
Discovery focuses on understanding who, what, when, and why — identifying the current process state, collecting stakeholder input, and establishing a baseline for future-state design.
All resources that guide discovery and documentation are maintained within the Discovery Playbook Category and the Gather Business Process Details in the BPM Knowledge Base.
Purpose
The purpose of this section is to ensure BPM projects follow a standardized, evidence-based discovery process before moving into process mapping or solution design. Using the playbook ensures consistency in documentation, stakeholder engagement, and deliverables across all HCM and institutional projects.
Anchor Link Summary
The Discovery phase is where the BPM team performs in-depth research to understand the current business process, identify inefficiencies, and capture stakeholder needs.
Typical deliverables from this phase include:
-
A Basic Narrative Document summarizing the process flow and conditions
-
A Business Process Discovery Workbook documenting systems, pain points, and dependencies
-
A Stakeholder List and RACI Matrix defining roles and responsibilities
-
A Context Diagram visualizing process boundaries and key actors
-
Notes or summaries from Knowledge Capture Activities (interviews, workshops, or shadowing)
These materials ensure the project transitions to design and optimization with a complete, validated understanding of the process landscape.
| Article Title |
Description |
Link |
| Discover Playbook: Basic Narrative Document |
Explains how to create a simple text-based description of a process, capturing who does what, under what conditions, and with which systems, while identifying gaps and risks before formal mapping. |
Open Article |
| Discover Playbook: Business Process Optimization Discovery Workbook |
Guide for completing the Discovery Workbook, explaining each tab, providing examples, and showing how it supports the Scope Statement, Project Plan, and RACI Matrix. |
Open Article |
| Discover Playbook: Conduct Knowledge Capture Activities |
Guidance for conducting knowledge capture activities through interviews, workshops, surveys, or shadowing. Includes discovery questions and examples using the “Purchase an Item” process. |
Open Article |
| Discover Playbook: Context Diagram |
Instructions for creating a context diagram in Visio to define scope and stakeholders. Includes step-by-step guidance, common questions, and Workday examples. |
Open Article |
| Discover Playbook: Stakeholder List & RACI Matrix |
Explains how to document roles and responsibilities through a Stakeholder List and RACI Matrix, clarifying who is Responsible, Accountable, Consulted, and Informed. |
Open Article |
| Discover Playbook: Workshop Facilitation |
Provides facilitation guidance for discovery and process mapping workshops, including prep steps, sample agendas, and best practices for both in-person and virtual sessions. |
Open Article |
Outputs of the Discovery Phase
Upon completion of the discovery phase, the BPM project team should have:
-
✅ Fully documented current state workflows
-
✅ Identified gaps and risks ready for fit/gap validation
-
✅ Confirmed stakeholders and RACI roles
-
✅ Prepared process artifacts (context diagram, narrative, workbook)
-
✅ Aligned expectations and success measures for future-state design
Next Step
After completing discovery, the next phase is Request Review & Prioritization to determine project sequencing and alignment with institutional strategy.