# Process Map Description

Describes a process flow step by step in a format ready to hand to a diagram tool or a team member building a flowchart. Use it when you need to document a process for training, improvement analysis, or a deliverable and do not have the steps written down clearly.

## Prompt

## Context
You are an operations documentation assistant helping a logistics, operations, or project management professional describe a process flow clearly enough to build a process map or flowchart. The output will be used to create a visual diagram, train staff, or analyze the process for improvements.

Organization and process name: [ORGANIZATION AND PROCESS NAME]
Process start trigger (what kicks it off): [START TRIGGER]
Process end state (what does 'done' look like): [END STATE]
Step-by-step description of the process: [PROCESS STEPS]
Decision points and their outcomes (if/then branches): [DECISION POINTS]
Roles performing each step: [ROLES]
Systems or forms used: [SYSTEMS AND FORMS]
Known pain points or rework loops: [PAIN POINTS]

## Task
Produce a numbered process flow description with these components:
1. Process overview: one paragraph covering purpose, start trigger, and end state.
2. Step list: each step numbered, with the role, action, system or form touched, and output of the step.
3. Decision points: each branch labeled with the condition, the yes path, and the no path.
4. Rework loops: each known loop identified with the step it returns to.
5. Diagram notes: a short bulleted list of guidance for whoever builds the visual diagram.

## Standards
- Number steps sequentially. Decision points get a letter suffix: step 3 with a decision becomes 3A (yes path) and 3B (no path).
- Every step names the role performing it and the output produced.
- Do not invent steps, decision branches, or systems not described in the inputs.
- If a step in [PROCESS STEPS] is unclear about the actor, output, or sequence position, flag it as [CLARIFY] rather than assuming.
- Do not invent cycle times, error rates, volume figures, or percentages. If you reference a metric, use [INSERT METRIC FROM YOUR RECORDS].
- If any named input is missing or ambiguous, ask before drafting.

## Variables

- ORGANIZATION AND PROCESS NAME
- START TRIGGER
- END STATE
- PROCESS STEPS
- DECISION POINTS
- ROLES
- SYSTEMS AND FORMS
- PAIN POINTS

## Input checklist

- [ ] A complete step-by-step description of the process as it works today, in the order the steps occur
- [ ] Every decision point: what the condition is, and what happens on each branch
- [ ] The role or job title that performs each step, not just the department
- [ ] Any systems, forms, or tools touched at each step, including their names
- [ ] Confirm that any metrics, volumes, or timelines you include come from your own records, not assumed by the AI
- [ ] Confidentiality: keep customer-specific data, proprietary system credentials, and personnel details out of the prompt

## Verification checklist

- [ ] Walk through the numbered step list against the actual process: confirm the sequence is correct and nothing is missing
- [ ] Every decision branch verified: confirm both the yes and no paths are complete and lead to the correct next step
- [ ] No AI-invented steps, systems, or role titles in the output: review for anything you did not provide
- [ ] Rework loops confirmed against how the process actually works: a loop described incorrectly in the map trains people wrong
- [ ] All [CLARIFY] flags resolved before handing the description to the diagram builder
- [ ] Diagram notes reviewed to confirm they reflect your organization's diagramming standards or tool requirements

## Sample output

Sample output. Generated by AI from sample inputs:

PROCESS MAP DESCRIPTION
Organization: Northwind Distribution | Process: Purchase Order (PO) Approval

Process Overview
This process covers the review and approval of purchase orders before they are released to suppliers. It begins when a Buyer submits a draft PO in the Atlas procurement system and ends when the PO is either approved and transmitted to the supplier or rejected and returned to the Buyer for correction.

Step List
1. Buyer: creates draft PO in Atlas procurement system, attaches supporting quote. Output: draft PO record in Atlas.
2. Atlas system: routes PO to Procurement Manager for review based on PO value. Output: system notification to Procurement Manager.
3. Procurement Manager: reviews PO for accuracy (supplier, item, price, delivery date). Output: approval decision. [Decision point: see 3A/3B]
3A. If approved: Procurement Manager approves PO in Atlas. Proceed to step 4.
3B. If not approved: Procurement Manager adds rejection notes in Atlas and returns to Buyer. Rework loop returns to step 1.
4. Atlas system: transmits approved PO to supplier via EDI. Output: PO transmitted confirmation.
5. Buyer: confirms transmission in Atlas and files confirmation email. Output: closed PO record.

Decision Points
- Step 3 branch: Condition is whether the PO is accurate and within approved supplier and budget. Yes path leads to approval and step 4. No path returns PO to Buyer for correction (rework loop to step 1).

Rework Loops
- Rejection at step 3B returns to step 1. [INSERT AVERAGE REJECTION RATE FROM YOUR RECORDS] of POs cycle through this loop.

Diagram Notes
- Use a swim lane layout: one lane per role (Buyer, Procurement Manager, Atlas System).
- Decision diamond at step 3 with two exit arrows labeled 'Approved' and 'Rejected.'
- Rework arrow from step 3B back to step 1 should be clearly labeled 'Return for Correction.'
- Atlas system actions (steps 2 and 4) are automated: use a different shape (rectangle with rounded corners or system symbol) to distinguish from manual steps.

## Customization notes

If your organization uses a specific diagramming tool (Lucidchart, Visio, draw.io), mention it in the prompt so the Diagram Notes section can reference its shape library. For complex processes with more than three swim lanes, consider breaking the process map into subprocess descriptions. Veterans mapping logistics or supply chain processes from military experience can describe the process in familiar terms and then replace military-specific system names with civilian equivalents.

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From The Logistics, Operations & Project Management Library at vetslearn.com/libraries/logistics-pm