Free Tool · Vedomia

Process Map Builder

Create a structured map showing how a programme or organisational process operates — steps, responsibilities, decisions, outputs and evidence. Informed by process-based quality-management principles, including concepts reflected in ISO 9001. Guided phases, printable output. No sign-up, no data stored.

SICAP · LEADER · ESF+ · ERDF · Interreg · Erasmus+ · Horizon Europe Supports audit preparation Informed by ISO 9001 concepts Free — always

The tool does not provide ISO certification or confirm conformity with ISO 9001.

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Which programme are you mapping?

Select the programme type. We'll pre-load the standard phases — you can edit, add or remove any of them in the next step.

Looking for SICAP, ESF+, ERDF, Interreg, Horizon Europe, PEACE PLUS or other programmes? Browse all programme templates →

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Programme overview

Before mapping your internal process, here is how this programme is structured at national and European level — and where your organisation sits in the chain.

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Tell us about your organisation

This information appears in the header of your process map.

Your NGO or project organisation
Optional — appears as subtitle
Optional
Document control & process definition ISO 9001:2015 § 4.4.1 + § 7.5
ISO 9001 requires each process to have a defined objective. This answers WHY before HOW.
One named person accountable for this process end-to-end
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Review and edit your programme phases

We've pre-loaded the standard phases for your programme. Edit any phase name, role or output document. You can add, remove or reorder phases.

Tip: The sequence of phases IS your process — reading left to right shows who does what, in what order, and what is produced at each stage. Every phase should have a clear output document or deliverable that proves it happened.
Process quality principle: The output of each phase is the input for the next — so the person doing the next step is the internal customer of the current step. At the final step, the output reaches the Managing Authority or funder. Knowing what each customer expects at every step is what makes a process genuinely transparent and audit-ready. Use the quality planning fields below to capture this for each phase.
Phase name Responsible role Key output / document
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Complete documentation · one-off €99

Get the full Process Pack — clean, complete, ready to file

Your map above is the skeleton. The Process Pack is the whole body — one clean, editable Word document with the nine parts auditors and funders ask for next:

  • "How this process works" in plain language — a transparency page you can publish for staff, participants and the public
  • Your process map — clean, without the preview banner
  • RACI responsibility matrix (§ 5.3)
  • Step-by-step SOP card for every phase
  • Risk & control register (§ 6.1)
  • Review toolkit: change log + annual review checklist (§ 9.3)
  • Document control, history and sign-off — pre-filled from your answers

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Document control ISO 9001:2015 § 7.5 Optional — but recommended. These five fields give your process map a unique identity so it can be filed, retrieved and updated correctly. Fill them in once; they appear in the document header above the map and are never printed with the public version of this panel.
First time? How to number a document Use the format PROC-[SHORT NAME]-001. Choose a short name for the programme or service (e.g. LEADER, ESF, SICAP). Every new process you document gets the next number: -001, -002, -003. This number never changes — even after updates.
Version numbering Start at 1.0 for a brand-new document. After minor edits (correcting a name, updating a contact) go to 1.1, 1.2… After a major revision of the process itself, go to 2.0. Keep a short log of what changed each time.
Who approves it? Typically the CEO, Programme Manager or Board Chair — whoever is accountable for this process. Auditors want to see that a real person with authority signed off that this is how you actually work.
Date approved Use today's date the first time. When you revise the document, update this date to match — it proves the document is current, not a years-old draft nobody looks at.
Next review date For a new document, set this to 12 months from today. ISO 9001 requires that documented processes are periodically reviewed and kept up to date. A missed review date is a common audit finding — put it in your calendar now.