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VideoMotor Fuels Tax Minute Episode 120: How Process Mapping Improves Motor Fuel Tax Compliance and 637 Registration
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In this episode of Motor Fuels Tax Minute, the team discusses how process mapping helps organizations visualize business operations, connect workflows across departments and improve motor fuel tax compliance. Kristine explains how process mapping provides a bird’s-eye view of operations, clarifies roles and responsibilities, identifies opportunities for process improvements and automation and supports requirements such as IRS Form 637 registrations.
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Detailed Description of Weaver’s Motor Fuels Tax Minute, Episode 120
00:00:00
Kelly: Welcome to this week’s Motor Fuels Tax Minute where we talk all things motor fuel. Today, we are joined by one of our Motor Fuel Tax team members, Kristine. And we’ve been talking a lot about process mapping, and we already had an introduction as to what the process looks like in the beginning.
00:00:18
Kelly: You’re interviewing people. You’re chatting with the different groups. You’re collecting all this information. What does the deliverable look like? Because I am picturing 50 pages transcribed of these hour-long conversations.
00:00:32
Kristine: Okay. Process mapping, it’s a condensation of a step from start to finish, but it’s like a roadmap. It’s using flowcharts to see how information or how the step is flowing from different departments or different teams.
00:00:52
Kristine: But to me, I look at it more like a bird’s-eye view. It’s an overview of what the business is doing, and you get to see who’s responsible for what. It essentially is like a map, but I call it a bird’s-eye view. You can see everything in one swoop.
00:01:09
Kelly: I love that because a lot of times when you do these process maps, it’s not only for the people who are doing it. It’s for the C-suite. And like I said, as much as we would all love, I’m sure, a 50-page transcript, being able to have this high-level view that you can pull up, I just think it makes it so much easier.
00:01:28
Kelly: And then, Kris, how do we get all these different maps connected? We can have inventory. We can have accounting, but we all know it flows into the tax returns.
00:01:37
Kristine: We essentially just meet with each team and listen to them and see what they do, see their process, and then we ask a question to make it all fit together. That way, there’s no disconnect between the steps or between the teams.
00:01:53
Kristine: Instead of doing it in silos, we’re merging it so that way it flows together. That way everybody knows who’s responsible for what. When you’re looking at it like a bird’s-eye view, if there’s a disconnect or there’s some things that we want to tighten up. Like if there’s stuff that people are doing manually and we want to automate it, we know which team or who to go to get that process started.
00:02:20
Leanne: What’s really interesting to me when we think about process mapping and doing this type of project for our clients is anytime somebody applies to the IRS for a 637 registration and sometimes at the state level, they always ask for a full chart of the business operations.
00:02:36
Leanne: And I can’t tell you how many times we’ve just had to create that on the fly. And it makes me think that this process mapping, this bird’s-eye view, is just not something that people do a lot, yet it’s so important.
00:02:50
Leanne: Thank you, Kris, for joining us and just explaining what that deliverable looks like and how maybe we can use some of them next time there’s a 637 registration. That was this week’s Motor Fuels Tax Minute.
