Business Process Management

In one of our previous articles about about BPM we briefly touched upon various business process modeling techniques. And as promised here’s a more detailed look at various BPM techniques and how to make use of them effectively.

Business process modeling is mainly used to map a workflow so you can understand, analyse and make positive changes to that workflow or process. Usage of diagram helps you to visualize this process and make better decisions.
Use the below table to quickly navigate to different techniques.

Business process modeling notation (BPMN)
UML diagrams
Flowchart technique
Data flow diagrams
Role activity diagrams
Role interaction diagrams
Gantt charts
Integrated definition for function modeling
Colored petri-nets
Object oriented methods
Workflow technique
Simulation model

Lest start with the latest techniques.

1. Business Process Modeling Notation (BPMN)

Simply put BPMN is a graphical representation of your business process using standard objects. If you want to get more technical It can also be defined as a set of graphical objects and rules defining available connections between the objects.
BPMN consists of the following basic building blocks;

Flow objects: events (circles), activities (rectangles with rounded corners), and gateways (diamonds)
Connecting objects: mainly comprising arrows, these indicate sequence flow (filled arrows), message flow (dashed arrows), and associations
Swim lanes: pools (graphic container) and lanes (sub-partition of the pool)
Artifacts: data objects, groups, and annotations

BPMN is one of the latest business process modeling techniques used by many professionals

The biggest advantage of BPMN is that it’s a standard with well defined syntax. So many business analysts are familiar with it which makes collaboration much easier. Also most modeling tools support BPMN which makes it much easier to share and edit if even using different software. All the together makes BPMN the most popular business process modeling technique at the moment.

A process modeled using BPMN that has swimlanes

2. UML Diagrams

UML is a modelling language mainly used for specification, visualization, development and documenting of software systems. But business professionals have adapted it as a powerful business process modeling technique.
With 14 different UML diagram types it offers a flexible and powerful way to visualize almost any business process. They are typically used for modelling the detailed logic of a business process. In many ways UML diagrams are the object-oriented equivalent of flow charts.
As mentioned above one of its main advantages is its flexibility. But with 14 different diagram types some might find it difficult to understand the diagrams. Add to that the same process can be modeled using different UML diagrams. So probably not the most popular choice among analysts.

It’s flexibility makes UML a popular business process modeling technique

Our UML software supports drawing of all UML diagram types. We have templates, separate libraries for various UML diagrams and knowledge article to guide you through the process.
Business process modeling goes back a long time and BPMN and UML evolved from some techniques used a while back. However, some of these earlier techniques are still been used in business process modeling. Listed below are some of those techniques that are still used today.

3. Flowchart Technique

Flowcharts are probably the most popular diagram type in the world. Because it has few standard symbols it can be easily understood by many. Simplicity makes it powerful and an effective tool.In fact BPMN can be considered as an advanced version of the basic flowchart technique. Also most drawing software support creation of flowcharts it is used by a much wider audience as well.
Flowchart uses a sequential flow of actions and does not support a breakdown of the activities. The Flow Chart model is possibly the first process notation. It has frequently been used over many years although there is no exact date for its origin.

It's simplicity makes flowcharts a frequently used modeling technique

A simple flowchart with processes, decision blocks etc.

4. Data Flow Diagrams – Yourdon’s Technique

Data flow diagrams (DFD) show the flow of data or information from one place to another. DFDs describe the processes showing how these processes link together through data stores and how the processes relate to the users and the outside world.
They are used to record the processes analyses as a part of the design documentation. A DFD can be seen as a method of organizing data from its raw state. DFDs are the backbone of structured analysis that was developed in the early sixties by Yourdon.

A DFD diagram used in modeling

5. Role Activity Diagrams – RAD

Roles are abstract notations of behavior describing a desired behavior within the organisation. They are often organisational functions. They also include software systems, customers and suppliers. RADs provide a different perspective of the process and are particularly useful in supporting communication. They are intuitive to read, easy to understand and presents a detailed view of the process and permitting activities in parallel.

Role activity diagram used in business process modeling

6. Role Interaction Diagrams – RID

Activities are connected to roles in a type of matrix. Activities are shown vertically on the left axis and the roles are shown horizontally at the top. Text and symbols are used together in order to represent the process.
Although slightly more complex than flow diagrams, RIDs are fairly intuitive to understand, easy to read but they tend to be messy, with many arrows pointing left and right and are therefore quite hard to build.
Inputs to, and outputs from the activities are not modeled. Therefore, important information is lost. RIDs are not as flexible as flowcharts, for example. They have quite rigid notation. But compared with other modelling techniques, RIDs are nevertheless flexible.

Role interaction diagrams offer flexibility but somewhat harder to draw

7. Gantt Charts

Gantt charts relate a list of activities to a time scale. Although it can be used to represent a process graphically it’s strength lies in the ability to monitor the current situation, project timeline and resource allocation. Although things like dependencies can be highlighted in it the the modeling part is severely lacking. Probably the reason why it isn’t popular anymore. If you’re using to monitor timelines then you’ll be pleased to know Creately supports drawing Gantt charts.
A Gantt chart is a matrix that lists on the vertical axis all the tasks or activities to be performed in a process. Each row contains a single activity identification, which usually consists of a number and a name. The horizontal axis is headed by columns indicating estimated activity duration, skill level needed to perform the activity, and the name of the person assigned to the activity, followed by one column for each period in the project’s duration. Each period may be expressed in hours, days, weeks, months, and other time units. In some cases it may be necessary to label the period columns as period 1, period 2, and so on.

An example of a Gantt chart with timelines

Gantt charts are used for timelines in processes

8. Integrated Definition for Function Modeling (IDEF)

IDEF is a family of methods that supports a paradigm capable of addressing the modelling needs of an enterprise and its business areas (IDEF, 2003). The IDEF family is used according to different applications. The most important parts are: IDEF0, IDEF1, IDEF1X, IDEF2, IDEF3, IDEF4 and IDEF5. However, for business process modelling, the most useful versions are IDEF0 and IDEF3.

The IDEF model

9. Colored Petri Nets ( CPN )

Colored Petri nets are a graphical oriented language for design, specification, simulation and verification of systems. It is particularly well suited for systems that consist of a number of processes, which communicate and synchronize.
Colored nets are extended Petri nets in which symbols are differentiated by ‘COLORS’. A CPN model consists of a set of modules which each contain a network of places, transitions and arcs. The graphical representation makes it easy to see the basic structure of a complex CPN model, i.e. to understand how the individual processes interact with each other. CP-nets have a formal, mathematical representation with a well-defined syntax and semantics. This representation is the foundation for the definition of the different behavioral properties and the analysis methods.

A diagram modeled using Colored Petri-Net

10. Object Oriented Methods

This method is based on three concepts: objects that represent a real-world entity. An object has a state, i.e. one of the possible conditions in which the object may exist represented by the values of the properties (attributes). State changes are reflected by the behavior, i.e. how an object acts and reacts determined by the set of operations the object can perform on itself, and also knowing its interface, functions and methods. A set of similar objects is called class. For example, the attributes for the class animal are having four legs and a tail. Its behaviors is sleeping and eating. Then possible instances or objects of the class animal are cat, elephant, and horse.
Finally, messages are requests for the receiver objects to carry out the indicated method or behavior and return the result of that action to the sender objects. States change through behavior when the object receives a message. There are many different techniques based on OO. Unified Modelling Language (UML) is considered the standard OO modelling language. Coad and Yourdon’s method precedes UML.

11. Workflow Technique

Workflow is a flow of tasks between computer applications or people in an organisation. Two or more members of a workgroup to reach a common goal can define workflow as well as any task performed in series or in parallel. Work flow is more than a technique to model a process. It is a method to analyse and improve a process, including its modelling.
The workflow development process uses work flow models to capture the relevant information of the processes. This process comprises four stages: Information Gathering, Business Process Modelling, Work flow Modelling, Implementation and Verification & Execution.

A diagram showing the workflow technique

Work flow concept

12. Simulation

Simulation model comes in handy when you want to study a complex real-world system. You want to learn more about the system to make an informed decision but the complexity of the system prevents you from doing that directly.
Therefore you proceed indirectly by creating and studying another entity (the simulation model), which is sufficiently similar to the real-world system. Simulation can have many forms (for example, discrete-event simulation, continuous simulation, system dynamics, Monte-Carlo simulation, qualitative simulation, etc.).

Final Thoughts on Business Process Modeling Techniques

Most of the legacy systems are outdated or used sparingly. However it must be noted that some of them are used far more effectively in other industries and for different purposes.
For example Gantt charts are not very effective as a business process modeling technique but they are extremely useful to monitor timelines in complex projects. Similarly flowchart are great to quickly describe uncomplicated processes. One might argue BPM helped popularize those techniques.

Categories: BPM Model

First of all, document workflows are “an orchestrated and repeatable pattern of business activities enabled by the systematic organization of resources into processes that transform materials, provide services, or process information”.

Every organization uses document workflows to complete daily tasks. Automating document workflows with a BPMS can provide many benefits, but you may not know where to start.

In this post we will summarize 7 key steps to automate document workflows. You can use them as a check list to implement and centralize your business processes in your BPMS.

If you follow these steps, you will fully automate your document workflows, eliminating papers, Excel spreadsheets and informal communications (emails, chats, etc.).

The 7 key steps to automate a typical document workflow of a small business are:

Choosing the first workflow

It’s important to start with the right process. The chosen workflow must balance its complexity (document flow, users involved, etc.) and its importance to the organization.

Ideally, choose a process that is directly related to the organization’s value proposition to motivate the team and see immediate results.

But it should also be relatively simple to model, as it will be your first automated workflow and you don’t want to become discouraged or frustrated.

Model it quickly

Recognize the main stages of the document workflow and don’t waste too much time on the details. The main thing here is to design a simple diagram using a precise -yet easily understandable- notation.

We recommend using BPMN (BPM Notation): an intuitive international standard. Plus, there is a lot of information available about this notation.

Flokzu works with BPMN and our setup wizard will guide you through the process when needed.

Identify participants

* Identify key users and roles working on the process.

* Identify which user and role work on every step of the workflow.

* Identify which tasks do the users and roles do. This will define the access level of each participant: Reader, Editor, Owner, etc.

Link related forms

* Identify what types of data (or fields) are relevant to the document workflow. Example: A vacation request approval workflow may involve a form for entering dates, details of the employee, etc.

* Define which form fields are visible, editable or required at every stage of the workflow.

* Identify which information or fields should be searchable to filter information or classify it.

Attachments

* Define the files that can be attached along the document workflow.

* Define if it will be necessary to search through attachments.

Select the right tool and automate

Depending on the requirements identified above, select the right tool that covers your needs.

There are different types of BPMS:

* Document oriented: best suited for administrative use in a small business.

* Production oriented: more suitable for industrial companies with integrated production machinery. Not recommended for document workflows.

* Integration oriented: suitable for less human interaction and multiple systems integrations. Not ideal for document workflows.

Measuring

A month after having automated your document workflow (following the above steps), measure the results using at least these numbers:

* Processes initiated in certain period.

* Average time required to complete a process

* Time required for each stage. This allows you to detect possible bottlenecks.

After improving and optimizing the document workflow, implement it once again and repeat the measuring step one month later.

These improvement cycles should be completed quickly. That’s why advanced BPMSes enable each step without requiring additional programming or complex configurations. Any employee of the organization will be able to automate a document workflow without the help of IT or technical knowledge.

Categories: Automated Document