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Process workflow|Optimization|Automation|Documentation

Better processes, built around the people who run them.

Stefan Management Consulting Inc. helps banks, financial institutions and public-sector organizations map how work really gets done. We fix what slows a process down, automate what should be automated, and document it so the improvement lasts.

See what we do
Services

Four ways we help

Each engagement starts with listening to the people who do the work, and ends with something your teams can keep using.

01

Process workflow

  • Current- and future-state process maps
  • Capability modelling and target operating models
  • Cross-functional handoffs, RACI and control points

The process map is the easy part. Making it work for real people is the craft.

02

Optimization

  • Lean Six Sigma (DMAIC) improvement projects
  • Root-cause analysis of delays, rework and errors
  • Business cases and options analysis for leadership
03

Automation

  • Finding the steps worth automating (RPA readiness)
  • Requirements for SaaS platforms such as nCino, ServiceNow and Dynamics 365
  • Testing support so the solution works on day one
04

Documentation

  • SOPs and operations manuals
  • Business requirements documents, use cases and user stories
  • Procedure repositories with version control

Regulation, built into the process

We turn regulatory and policy obligations into working controls and requirements, including OSFI B-10 third-party risk, AML/KYC, PIPEDA privacy and AODA accessibility, and we work alongside your legal, privacy and compliance teams to do it.

Procurement and vendor management

RFP, RFQ and RFB development and evaluation, vendor onboarding controls, and vendor-management frameworks.

Results

Measured outcomes

A sample of results from Jonathon Stefan's engagements.

75%reduction in mortgage renewal delays, using a lean redesign of the renewal process
30%fewer operational errors after modernizing an enterprise vendor-management and procurement standard
28%fewer security incidents after clarifying access-management procedures and control points
17%increase in production from new operations manuals for back-end cheque processing
$238Kin annual savings from an industry-wide RFP and vendor grading scheme
45end-to-end future-state process maps, with 39 workflows re-engineered, for one ERP conversion
Experience includes work with RBC · CIBC · TD Bank · BDO · Peoples Group · Bell Media · First Capital REIT · SOCAN · Celestica · Teva Novopharm · Sanofi Pasteur · ProMation Engineering · Roll Surface Technologies · Managing Matters · Embanet ULC · Fortiva · Steward Edge · City of Toronto · York Region · City of Brampton
Methodology

Two proven ways of working

Lean Six Sigma to find and fix what slows a process down; Agile delivery to roll out the solution in steps your teams can absorb.Illustrations by Jonathon Stefan.

Six Sigma (DMAIC)

Six Sigma methodology: Practical Problem, Statistical Problem, Statistical Solution, Practical Solution, Control Plan and Results, alongside the cycle Recognize, Define, Measure, Analyze, Improve, Control, Realize around the Voice of the Customer and Voice of the Process

Agile delivery (Scrum)

Agile Scrum cycle: 1 Requirements, 2 Plan, 3 Design, 4 Develop, 5 Release, 6 Track and Monitor

Short cycles from requirements to release, with progress tracked and reviewed at every turn.

Case stories

What changed for our clients

From two weeks to 48 hoursA global electronics manufacturer took up to two weeks to set up each new hire. We consolidated every requisition, software and permission requirement into one automated source; new hires were working within 48 hours.
From a week to 20 minutesAn insurer's critical financial reporting was manual and understood by very few people. We automated it from the raw data feeds; it now runs in 20 minutes, and anyone with minimal training can produce it.
A decision Council could vote onA fast-growing municipality needed to rethink records management. We analyzed current and future needs and presented three options; the report went to City Council, which voted on its preferred solution.
Process that kept pace with growthAn engineering firm serving the nuclear sector won a run of major contracts. We reviewed and revised the processes behind its robotics manufacturing so the company could keep up with the workload.
A roads process worth presentingA regional roads department couldn't run its detailed-design process consistently because documentation was hard to reach. We found where information broke down and fixed it; the project was presented at the TAC Conference in Montreal.

What you'll get

  • Horizontal swimlane and multi-tiered process maps
  • Rolling process maps and system development lifecycles
  • Context diagrams and forecast models
  • SOPs, task breakdowns and training material
  • Impact assessments
  • Work-effort calculators
  • Operational and progress reporting tools
  • Project schedules and EPMO process tools
See work samples →
Approach

How an engagement runs

Listen

Workshops, SME interviews and walkthroughs with the people who do the work, from front-line staff to executives.

Map

A clear picture of the current state, with the gaps, pain points and risks graded so leaders can see where to act.

Improve

A future-state design and business case, using Lean Six Sigma and automation where it pays off.

Document and sustain

SOPs, manuals, training and coaching, so your teams own the new way of working after we leave.

About

Jonathon Stefan, MBA, SSBB, CSM

Jonathon StefanJonathon is a senior business process consultant and business analyst with more than 17 years of experience in regulated organizations, including RBC, CIBC and TD Bank, and in the public sector with York Region, the City of Toronto and the City of Brampton.

He has led process discovery sessions, re-engineered mortgage origination workflows into automated digital steps, written board business cases, and built the operations manuals and procedure repositories that keep improvements in place. He coaches the teams he works with on process analysis and Six Sigma methods.

Contact Jonathon

Credentials

  • Certified Six Sigma Black BeltInstitute of Industrial & Systems EngineersCredential ID 14047810
  • Certified Scrum MasterScrum AllianceCredential ID 430578
  • Doctor of Business Administration, candidateSSBM Geneva
  • MBA, Welch ScholarJack Welch Management InstituteCredential ID 24GV-S1S7-JMNR
  • Postgraduate Diploma, Project ManagementIsenberg School of Management, UMass Amherst
  • B.A., Health Sciences – PsychologyYork University
Contact

A broken process is a broken promise to the people doing the work.

We’re here to help repair that relationship.

Whether you have a process that needs updating, or you need an entirely new process, call or email and Jonathon will get back to you.

Phone1-416-580-9626 Emailjstefan@stefanmanagement.com
Based inToronto, Ontario
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MBA, Welch Scholar

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