Analyze

In the “Analyze” Phase, a list of discrepancies is generated from the Unofficial Score Report.  The list is called a Discrepancy Report.  The Discrepancy Report shows only the attributes that will be addressed by a Registrar.  The Analyze Phase is completed once the Discrepancy Report is given to the client organization.  The client may then discuss the discrepancies with the Registrar in the next phase called the Understand Phase.  A screen capture of a Discrepancy Report is given in the following figure.

A key input to the Discrepancy Report is the Attribute Consensus Rating for each attribute.  Attribute Consensus Ratings were developed and discussed in detail in the SCORE Process.  Please refer to the SCORE Process to understand how attribute Consensus Ratings are calculated.  For a presentation on how the discrepancy report is generated, please refer to the AUDIT Process White Paper.

Understand

Attributes in the Discrepancy Report from the Analyze Phase become discussion topics in the “Understand” Phase.  The discussions may be done in an online or electronic communications format such as email and/or phone.  The Understand Phase is not face-to-face with physical meetings.  Face-to-face meetings are costly, so they are conducted on an “as needed” basis in the next phase called the Discover Phase.  The objective of the Understand Phase is to resolve as many discrepancies in the Discrepancy Report as possible in order to mitigate the time and cost of the Discover Phase.

Discussion Format
Understand Phase discussions are between the Registrar and the organization undergoing the AUDIT Process.  The discussion has a set start and end date.  The discussion can be done in as little as two days.  The Understand Phase discussion provides the opportunity for the:

• Registrar to learn the organization’s reasoning behind specific scores,
• Organization to defend the scores with proof, such as relevant documents,
• Registrar to identify and request relevant documentation prior to the onsite visit.

An online discussion board format is preferable for this phase since it allows a script that is centralized, maintainable, printable, savable and traceable. In addition, an online format minimizes outside communications between the Registrar and the organization.  This allows all interactions to become part of a single record.

Material Requests
In the discussions, the Registrar requests specific materials to support the accuracy of the attribute scores provided in the organization’s Score Report.  Materials may include outputs of processes, manuals, policies, procedures, etc. The preferred and least expensive way to provide the documents is in electronic form.  Requested items that cannot be electronically conveyed may be sent to the Registrar via mail or held in a binder or bin until the “Discover” Phase.  Note: the Registrar is required to either scan or photograph all evidence that is not already in electronic form in order to have complete records. 

Suggested Scores
In the discussions, representatives from the organization will be encouraged to suggest Revised Attribute Capability Scores to resolve discrepancies revealed in the discussions.  The Suggested Score is just informational and does not go into a database.  The idea is to enable the Registrar to quickly understand what the Reviewers are concluding from the discussions.

Score Revisions
Only the Registrar has the ability to revise the Discrepant Attribute Capability Scores.  A screen capture of a Discrepancy Report with revision ability is given in the following figure.

Score Revisions in Understand Phase

Once the Registrar has set a revised score conclusion, the score is resolved and the discussion is completed for that attribute.  Further discussions on the revised score can occur, but everyone will know that a conclusion has been made.  The new score now replaces the original score. 

The Registrar revision process is open for all to see.  If it is online, then seeing the changes as they occur is easily set up.  If not online, then the changes should be sent out every 48 hours in a report to the participants from the organization.  Any unresolved discrepancies (those with no revision value) will automatically go into the Discover Phase’s list of unresolved discrepancies.

Discover

In the Discover Phase, the Registrar plans a physical visit to one or more facilities of the organization undergoing the AUDIT Process.  The physical visit is called a “Discovery Visit.” The plan consists of personnel interviews, document reviews, system reviews and process reviews to discover the true capability score for each attribute in question.  The Discovery Visit is intended to be simple, straightforward and clear to the organization.  Registrars will only address what they have asked for in the plan. A screen capture showing the simplicity of the planning for the Discovery Visit is given in the following figure.

Schedule Development
The organization undergoing the AUDIT Process assigns one manager, usually a Master or Champion, to help the Registrar set up meetings to resolve as many discrepancies as possible.  (See the DESIGN Process to learn about Masters and Champions.)  To discover physical proof of a capability, the Registrar may have to move to different locations in the facility to view processes and systems.  Such clearance needs to be approved before the visit. 

Remaining Discrepancies
Any discrepancies that are not resolved through the discussions in the Understand Phase or meetings in the Discover Phase are now fully subjected to the discretion of the Registrar.  The Registrar uses his or her knowledge and experience to draw a final conclusion on the discrepant scores.  The scores are revised as needed, but the Consensus Index for the score is not changed.  Hence, a final Consensus Index for each attribute is set.  This means that the Consensus Index for each chart can be set as the Chart Consensus Index.  The DRIVE Score Consensus Index can then be calculated for the organization as a whole.

Discovery Visit Planning

Phase Completion
“Discovery Visits” can take as little as two working days to complete.  Results of the visit(s) are integrated into the Registrar Report, which can be viewed in the next Phase appropriately called the “Integrate” Phase.

Integrate

In the Integrate Phase, the new SCORE Report can be reviewed and approved by all relevant parties.  Within this phase, the report is called an Interim SCORE Report until it is approved by Roadmap Institute™.  (Note: the original Unofficial Score Report is not deleted or changed.  A copy is changed to create the new report.  Both reports are maintained by the Roadmaps InstituteTM.)  Once approved, the Interim SCORE Report becomes the Official SCORE Report and it is filed with the Roadmaps InstituteTM which means the organization is officially registered.

Registrar Report
In addition to the Interim SCORE Report, another report is created called the Registrar Report.  The Registrar Report is essentially a log of all activity that occurred in the first three phases of the AUDIT Process, as well as inclusion of the Discrepancy Report, Discover Plan, and Revised Attribute Scores with a clear explanation of the rationale for each.

Approval Steps
The Integrate Phase has three steps involving approvals.

1. First, the Registrar delivers both the Interim SCORE Report and the Registrar Report to the Roadmaps Institute™ for approval.  The AUDIT Process control has now officially been passed on to a representative for Registrar Governance at the Roadmaps Institute™.
2. After a quick review, the Roadmaps Institute’s representative notifies the organization’s Champion that the results are official or will require revision.  Revision will only delay the results by a few days while investigations are conducted on the attributes in question.  Once revised, the Roadmaps Institute’s approval is completed and the Interim SCORE Report is now the Official SCORE Report.
3. Finally, the Champion reviews the Official SCORE Report and notifies the Roadmaps InstituteTM that the “Official” Score Report is accepted or an appeal is desired.

The Integrate Process ends at step 3 if the Champion for the organization accepts the Official SCORE Report.  After acceptance, the Official Score Report will be formally recorded by the Roadmaps Institute™.

Appeals
If an appeal is asked for, the Roadmaps Institute™ will perform a review of the issues raised in the appeal.  After final acceptance by the Champion for the organization and the Roadmaps Institute™, the results are official and the organization may start using the Registrar Seal in the organization’s literature.

Registrar Seal
The Registrar Seal officially declares an organization as either World-Class (7.5 -10), Proactive (5 – 7.49), Mechanical (2.5 – 4.99) or Clerical (0 – 2.49) in terms of capability.  Hence, the Registrar Seal only refers to the organization’s DR2IVE™ Score and not detailed attributes or even single World-Class Management Step Charts.  Which RI Registration Seal can be displayed is dependent upon the final Official DR2IVE™ Score given in the Official SCORE Report. Once registered, organizations can display the Roadmaps Institute’s Registrar Seal both electronically and on literature.

Transfer

In the “Transfer” Phase, participants who helped with the AUDIT Process will see the completed Official SCORE Report for the first time.  The Official SCORE Report can now be “transferred to the ROADMAP and ROBUST Processes, as well as printed and published by the organization. Since the organization is now officially registered, it may now access Comparison Data (described below and previously in the DR²IVE™ Overview).   The AUDIT Process is considered completed once the organization has completed the Transfer Phase.  All AUDIT Process reports and data are maintained by the Roadmaps Institute™.

Transfer to ROADMAP and ROBUST
“Transfer” refers to the option presented in the phase to release the Official Score Report to ROADMAP and ROBUST Process Engagements.  If a release does occur, then the Official SCORE Report, complete with its associated database, is sent to the Masters in charge of the selected processes.  Such a transfer will replace any previous data already provided to the ROADMAP and/or ROBUST Engagements (recall that Unofficial SCORE Reports could have been transferred from the Engage Phase of the SCORE Process).

Comparison Data
DR²IVE™ participants from registered organizations have the benefit of access to available data that compares their organization against others at the following levels:

• World-Class – Compare your division or business unit’s capabilities and core competencies against world-class.
• Other Divisions - Compare against other divisions or business units within the enterprise.
• Alliances – Compare against organizations within your chain.
• Your Industry – Compare against your industry averages.
• Other Industries – Compare against other industry averages.

As more organizations become registered, the data will become more robust for comparison and trend analysis.  Comparisons and trends will enable industries and governments with the ability to make more informed development decisions to increase core competencies and position for competitive advantage.

Navigation Wheel Summaries
Another way to look at the official scores is through industry oriented and region oriented Navigation Wheel Summaries.   Only registered organizations will be able to access such views for their organization.  Industry oriented summaries roll up data from the division (or business unit) level to the enterprise, alliance/chain and finally industry levels.  Region oriented wheels roll up data from the enterprise level to the state (or territory), country and finally continent levels. Regional data is important to government agencies trying to improve the competitiveness of their regions.  The following figure illustrates how the data can be rolled up for both the industry and regional orientations.