Within a System Assurance Review (SAR), the Process Review is often where the most immediate and tangible business value is uncovered. While technical performance and system configuration are critical, it is the business processes running through Maximo or MAS that ultimately determine whether an organisation is efficient, compliant, and able to scale.
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A Process Review focuses on how work is being executed within the system, not just how it was originally designed.

Why Process Reviews Matter

Over time, even well-designed Maximo or MAS implementations evolve in ways that can introduce inefficiencies:

• Workflows become overly complex or inconsistent
• Processes diverge from industry and IBM best practices
• Manual workarounds emerge outside the system
• New business requirements are layered onto legacy designs
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A Process Review provides a structured way to identify these issues and realign the system with both business needs and best practice standards.
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At its core, the aim is simple: Ensure that the system supports the business, not the other way around.

What a Process Review Assesses

A Process Review evaluates how business processes are configured and executed within a live Maximo or MAS environment, identifying both inefficiencies and opportunities for improvement.
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This typically includes four key areas:

Implemented Processes

• Review of processes already configured and running in the system
• Assessment of how consistently they are used across teams
• Identification of complexity, duplication, or unnecessary variation

Best Practice Alignment

• Comparison against industry standards and Maximo/MAS best practices
• Identification of gaps where processes deviate from recommended approaches
• Highlighting opportunities to simplify and standardise

Pain Points and Inefficiencies

• Identification of bottlenecks, delays, or user frustrations
• Areas where processes are slowing down operational delivery
• Workarounds that indicate underlying design issues

Processes Outside the System

• Review of business processes that are not currently systemised
• Assessment of their suitability for adoption within MAS
• Identification of missed opportunities for automation and control

These areas collectively provide a holistic view of how the organisation operates, both inside and outside the system.

How the Review is Delivered

With Naviam, the Process Review is typically led by a Naviam Solution Architect, bringing both technical and business process expertise.
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The approach combines:

• Workshops with business and system users to understand real-world execution
• System walkthroughs and workflow analysis to validate how processes are configured
• Comparative assessment against best practice models
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A key part of the exercise is translating system logic into clear, business-readable process documentation.

Process Documentation: Making the Invisible Visible

One of the most powerful outcomes of a Process Review is the creation of structured process documentation, often for the first time.
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This includes:

• BPMN-standard current-state process maps
• Conversion of Maximo workflow canvases into clear Visio diagram
• Target-state process designs aligned to best practice

By visualising processes in this way, organisations gain:

• A shared understanding across business and IT
• Clear visibility of inefficiencies and duplication
• A foundation for future transformation initiatives
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In many cases, clients discover that their documented processes differ significantly from how work is performed - a key insight that drives improvement.

Typical Outputs and Deliverables

A Process Review does not stop at analysis - it is designed to provide practical, actionable outcomes.
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Key deliverables include:

• Documented current-state and target-state process maps
• Identification of gaps and improvement opportunities
• Prioritized recommendations for process optimisation
• Guidance on aligning with Maximo/MAS best practices
• Assessment of MAS suitability for non-systemised processes
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From the supporting material, this also extends to:

• Recommendations for process improvements and efficiencies
• Clear guidance on how to implement changes within the system
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This ensures that the output is not just theoretical, but directly usable within delivery or transformation programmes.

Connecting Process Review to Business Outcomes

A well-executed Process Review directly contributes to the overarching SAR outcomes:

• Optimised - streamlined processes reduce effort and cycle time
• Stable - consistent processes reduce operational risk
• Scalable - standardised approaches support growth and MAS adoption
• Trusted - business users rely on the system as a single source of truth
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This is where Process Review becomes more than documentation. It becomes a key enabler of business transformation.

The Role of Process Review in the SAR Lifecycle

Within the broader SAR lifecycle — Discover → Assess →Identify Gaps → Recommend → Roadmap — the Process Review plays a central role in shaping both immediate improvements and longer-term strategy.
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It provides:

• The baseline understanding of how the business operates today
• The evidence needed to justify change
• The structure required to define a credible future-state roadmap

Final Thoughts

The Process Review is often where organisations experience the most “lightbulb moments” during a System Assurance Review.
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By bringing clarity to how processes operate - and aligning them with both business goals and best practice - it enables organisations to:

• Eliminate inefficiencies
• Improve user experience
• Prepare for MAS adoption and expansion
• Drive measurable business outcomes
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Ultimately, it answers one of the most important questions any organisation can ask:

Are our processes helping us move forward — or holding us back?