Commence (Start)
Receive Software
As a customer, you will receive access to the Mavim software based on the licenses you've purchased. Shortly after your purchase, our Delivery team will send an email with all the necessary steps to activate and assign licenses. These actions will be performed via the Mavim Connect Center (MCC).
The Mavim Connect Center is the central hub for managing administrative tasks within your Mavim environment. The email from Delivery will highlight the essential steps, so please review it carefully to ensure a smooth onboarding process.
Access to the Mavim Platform is provided to the designated Technical Contact, who will receive credentials for the MCC. Through the MCC, the Technical Contact can perform key administrative tasks, including:
- Federation and Single Sign-On (SSO) setup
- User management
- License management
- Access and role management
Being familiar with the MCC is crucial for managing your Mavim environment effectively.
Define Governance
The way you use the Mavim Platform is entirely up to you—it should be tailored to your organization’s specific use case. Regardless of your approach, you will be capturing and storing valuable information in Mavim, making it your central source of truth. To maintain the quality and integrity of this information, clear governance is essential.
Establishing governance means setting clear guidelines for how your central repository is managed, including who can update content, how often it should be revised, how collaboration is structured, and which tools within the Mavim Platform support this process.
Identify Key Roles
Determine which roles in your organization are responsible for contributing to the platform. Think about who holds the necessary knowledge and who can be made accountable for different elements of the information you're managing.
As your organization begins working with the Mavim Platform, different roles will require specific knowledge to perform their tasks effectively. The learning path should be role-based, sequenced appropriately, and supported by the right training materials.
Technical Contact
- Receive and Rollout the Mavim Platform in the project
- Technical liaison between Mavim - Project and client organization
Center of Excellence (CoE)
- Gain deep knowledge of all tools within the Mavim Platform
- Create guidance and training for other user roles (e.g., Contributors, Publishers, Reviewers, Viewers)
Configurator
- Master the Mavim Manager for modeling and content development
Contributors
- Input and edit content in Mavim iMprove
Publishers
- Manage publication to Mavim Portal
Reviewers
- Review content and provide feedback within the Mavim Portal
Viewers
- Understand how to navigate and use the content in the Mavim Portal
Set up Access for Configurators
In the early stages of onboarding, it’s crucial to ensure that all configurators have the correct access to the Mavim Platform. This step should align with the governance framework you previously defined—specifically, the roles and responsibilities established for your configure team.
Now is the time to assign the appropriate licenses to each configurator based on their role and required capabilities within the platform. Ensuring the right access from the start will support smooth collaboration and accelerate the configure process.
Learn
As your organization begins working with the Mavim Platform, different roles will require specific knowledge to perform their tasks effectively. The learning path should be role-based, sequenced appropriately, and supported by the right training materials.
At this stage the Center of Excellence and Mavim Configurators will go through their assigned training in the Mavim Academy to equip themselves to be the architects of your content.
Configure
Define Use Cases
The Mavim platform is designed to be flexible and adaptable, empowering both customers and partners to create value across a wide range of use cases. This versatility, however, means that it’s crucial for you to have a clear vision of your goals. To configure and manage the system effectively, it’s important to define precisely what you want to accomplish.
Import Template
To help you get started, we’ve provided ready-to-use frameworks. You can easily import these frameworks and templates using the Import function within Mavim. Need help? You’ll find step-by-step instructions in our training resources.
Import Existing Material
If you have imported any templates or frameworks, you can use them as a starting point. However, your organization may already have a wealth of processes, risks, or other important themes stored elsewhere. To ensure a seamless transition, it’s important to gather all relevant information and import it into Mavim in a structured way.
Build Use Cases
Now that you have imported all existing materials, it's time to start building your own cases and processes. With your knowledge and insights, you can further enhance your environment and tailor it to your organization's needs.
Example Use Cases
- Start by mapping out processes within a specific department.
- Define and assess risks.
- Identify all relevant applications and systems.
Define User Journey
The user journey is key! To ensure the Mavim Portal is used to its full potential, it's essential to create a clear and intuitive visualization. In this step, you will build the Mavim Navigation and enhance the Mavim Portal, making it more accessible and user-friendly.
As you build the Mavim Navigation, ensure consistency throughout the portal for a seamless user experience. It's also important to check with employees to confirm that the portal meets their needs and is easy to navigate. Their feedback will help you create a well-structured and user-friendly environment.
Contribute
Set up Access for Contributors
Now that you have build your content in the Mavim Manage, it’s time to involve others for feedback and contributions.
Therefore, it is time to give the contributors access. Access should be granted based on the number of users and available licenses. You can assign licenses through the Mavim Connect Center (MCC).
🔹Assigning Licenses: In MCC, you can assign either iMprove or Manager licenses, depending on the level of contribution required.
🔹Using the Mavim Portal: Contributors can provide feedback and complete tasks directly within the portal.
By setting up access correctly, you ensure a collaborative and well-structured workflow.
Provide Instructions
For a smooth collaboration, it’s essential that contributors clearly understand their roles and responsibilities. Ensure you have structured documentation that explains what each role is expected to do.
🔹Role-Based Guidance: Create clear instructions outlining tasks and expectations for each contributor.
🔹Targeted Training: Assign the right training to the right people to ensure they have the knowledge needed to contribute effectively. These trainings can be followed in the Mavim Academy.
By providing proper guidance, you enable contributors to work efficiently and maintain consistency within Mavim.
Contribute on Content
Even though the core framework is in place, that doesn’t mean the work is finished. Content development is an ongoing process, and contributors play a key role in enriching the platform with relevant information over time.
Depending on the use cases defined, contributors may be involved in:
- Creating new charts
- Completing fieldsets
- Updating existing charts
- And more, based on organizational needs/Define Use Cases
To contribute effectively, it's important that contributors are familiar with how Mavim works. This ensures they can make the right updates and adjustments while maintaining consistency and quality across the platform.
Collaborate
Collaboration in Mavim is a crucial element for ensuring alignment within your organization and ensuring everyone is working toward the same goals. It creates a transparent space where all roles are on the same page and are clear about how Mavim will be used to drive success.
Before diving into collaboration, it’s essential to build your content first. This provides a solid foundation for all future interactions and feedback. Once the content is in place, the collaboration phase begins.
During this phase, you'll focus on tasks like building reports and publishing your first version of content to the Mavim Portal. This ensures that your team has the tools and information needed to work together effectively.
Next, you’ll think about how to publish future versions and gather feedback through the portal. This will help refine and improve your content as it evolves. Collaboration doesn’t stop once the first version is live—this is where continuous improvement begins.
The key takeaway from the collaboration phase is that it’s not just about creating content; it’s about maintaining an ongoing dialogue, gathering feedback, and adjusting as needed to keep your organization aligned with its goals and continuously improving over time.
Build Reports/PowerBI
Now you have finished the Contribute phase it is time to get better insights on all the content you have created.
Mavim’s reporting features allow organizations to gain insights into their processes, applications, risks and other information that was build in the Mavim Manager/iMprove. By using fields and relationships, reports can be easily created and published to the Mavim Portal, providing real-time data for better decision-making.
Some potential use cases
- Process Owner & Revision Tracking
Identify process owners and track revision schedules to ensure accountability and timely updates. By adding this report, you can create clear ownership and ensure that all processes remain up to date. - Applications & Business Value Overview
Get a snapshot of all applications in use and evaluate their business value to optimize resources and performance. - Risk Overview & Impact Analysis
Assess risks with impact and probability analysis to prioritize mitigation efforts and minimize business disruption.
Publish
After building your content and creating relevant reports, the next step is to publish your first version. In the training videos, you’ve learned how to publish a new version to the Mavim Portal. However, after the first version is live, the process truly begins.
You’ll need to establish an internal process to determine how and when to publish new versions to the Mavim Portal. One important question to consider is: Who will approve these versions before they go live?
Feedback
As you onboard with the Mavim Portal, one of the key functionalities you’ll want to explore is the feedback feature, which greatly enhances collaboration across different roles within your organization. With this feature, users can easily provide feedback on specific topics in Mavim, ensuring that everyone involved can share their insights and contribute to continuous improvement.
The administrator of the Mavim Portal has a centralized view of all feedback through the input screen, making it easy to track and manage responses from various users. This transparency helps ensure that no feedback is missed and that it’s easily accessible for review and action.
For a more detailed explanation of how to use the feedback functionality, be sure to check out the training video, where this process is covered in depth.
In the next phase of your Mavim journey, you will have the opportunity to explore ways to automate the feedback process. By setting up workflows and triggers, you’ll be able to continuously improve your content based on the feedback collected, ensuring that your organization remains agile and responsive.
Continuously improve
Build Flows and Forms
In Mavim, you can collaborate effectively by gathering feedback from users of the Mavim Portal. There are several ways to collect this feedback: users can submit their thoughts directly (via the Feedback functionality), or they can fill out a Webform designed to capture more detailed responses.
With Mavim’s flows, you can automate specific triggers to streamline processes and ensure timely actions. For instance, you can set up rules that:
- Send an email reminder when a revision date is approaching.
- Notify the Process Owner when feedback is submitted.
- Automatically send out a webform at a designated date to collect feedback.
These webforms and webflows are specifically designed to help you automate the feedback collection process, allowing your organization to efficiently manage workflows and ensure that no important feedback is missed. By leveraging these tools, you can make your processes more dynamic and responsive to user input.
PowerApps/Webhooks
To continuously improve your processes, Mavim provides powerful tools to build flows and reports that ensure feedback is collected and revisions are made on time. You have seen and learned about these functionalities in Build Flows and Forms. However, Mavim's capabilities don’t stop within the portal itself. You can also extend your processes beyond Mavim by leveraging the PowerPlatform.
With webhooks, you can trigger flows outside of the Mavim Portal based on content or actions within it. For example, you can set up triggers to send Teams notifications or even create support tickets whenever specific content in Mavim is updated or revised. This integration allows for seamless communication and action beyond the Mavim environment, ensuring that the right people are notified and tasks are followed through.
Additionally, you can also build and integrate PowerApps with the Mavim Portal to handle tasks like risk assessments or gathering feedback in a more structured and organized way. With PowerApps, you can create custom applications tailored to your needs, making it easier for users to input data or provide feedback in a more efficient and controlled manner.
All of these workflows and integrations can be built using Power Automate (PowerFlows) and PowerApps, providing a flexible solution that streamlines your processes and supports your continuous improvement efforts.
