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ITIL® 4 and the Evolving Role of Roles

By Donna Knapp In the context of work, a role is typically defined as a set of responsibilities, activities and authorities granted to a person or team. While a role can, at times, represent a full-time job, this is not always the case. In the course of our work, many of us play different roles (i.e., we wear different hats). For example, we may play different roles within our teams (e.g., team lead or team member), or within practices (or processes) (e.g., practice owner, process owner, or practice/process practitioner), or in the context of a framework or methodology (e.g., customer, user, or sponsor; or product owner, scrum master, or scrum team member). Roles are important because they provide greater flexibility than job descriptions, which are often bound to formalized performance plans and perhaps even to contracts. This flexibility is important because organizations are increasingly adopting operating models that are more evolutionary and less structured than most companies h

What is the difference between Process Owner, Process Manager and Process Practitioner?

I was recently asked to clarify the roles of the Process Owner, Process Manager and Process Practitioner and wanted to share with you information from our Certified Process Design Engineer (CPDE) class. Roles and Responsibilities : Process Owner – This individual is “Accountable” for the process. They are the go-to person and represent this process across the entire organization. They will ensure that the process is clearly defined, designed and documented ( check out our free process design templates !). They also ensure that the process has a set of Policies for governance. Example: The process owner for Incident management will ensure that all of the activities to Identify, Record, Categorize, Investigate, … all the way to closing the incident are defined and documented with clearly defined roles, responsibilities, handoffs and deliverables.  An example of a policy in could be… “All Incidents must be logged”. Policies are rules that govern the process. The Process Owner

Process Practitioner Examples – Roles and Responsibilities Revisited

Assigning clearly defined roles and responsibilities are critical to the success of every process. These roles need to be defined early and reviewed periodically to ensure proper training, communication and education.  A process without clearly defined roles will fail at some level.   There is a very clear distinction in the activities or the roles that are played out by individuals in your organization.  You should determine and communicate who is accountable and who is responsible for the process activities.  A role is like a hat.  One individual could wear two or more hats.  Watch out for titles.  You might have a title such as Service Transition Manager.  What role(s) would this individual fulfill? It all depends on WHO is best suited for the role or task that needs to be performed when it comes to assigning roles. The Service Transition Manager could be accountable or OWN the “Release and Deployment” process but might also be a practitioner and be responsible to perform task

The Role of Process Practitioner

The role of the Process Practitioner is by far one of the most critical, and is sometimes overlooked in lieu of others such as Process Managers and Process Owners.  Don’t misunderstand, Managers and Owners are important and are key success factors, but the Process Practitioner role is where the rubber meets the road.  This is the role assigned to individuals who will be performing the work on a day to day basis.  ITIL has always emphasized the need for clearly defined roles for Process Owners and Process Managers. ITIL also speaks to the role of Service Owner, an individual who is accountable for and represents the end-to-end service.   Within each process, there may also be roles that are designed to carry out certain process activities … these are the “Practitioners”. Without this role and skill set everything else becomes a moot point. Successful service management dictates that specific individuals are assigned to specific roles with specific responsibilities for one or more p

What IS a Process?

Ross Wise here again…While I was working on some process improvements the other day it occurred to me that it could be very easy for people to get confused over the different elements that make up a process. So I thought I would jot a few down for everyone to help clear things up… First we have the process itself. This is a collection of specific high level steps that can happen in either a linear or parallel fashion to achieve specific objectives or outputs. It consists of a number of elements: Procedures : detailed instructions for the completion of a given process step Flowchart : a diagram showing the order and connection of process steps and decisions Inputs : the raw materials you use to create the process output Outputs : the end product or service resulting from doing the process steps and procedures Triggers : events that initiate the process Roles : the assigned responsibilities given to individuals using or executing the process Resourc