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Business Process Management Tips & Tricks

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Slides from our workshop 'BPM Tips & Tricks.' Learn BPM ideas from real-world case studies of Bonita Open Solution. Tips and Guided Advice is also provided from our Technical Consultant.

Slides from our workshop 'BPM Tips & Tricks.' Learn BPM ideas from real-world case studies of Bonita Open Solution. Tips and Guided Advice is also provided from our Technical Consultant.

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  • Existing applications within your organizationHighest rated connectors are our most popular connectorsApplying connectors to workflow (email)combines business intelligence, alerts and workflow to help your organization run more efficiently
  • Several member organizations, including national securities and annuities groups. The company earns several hundred million dollars annuallyThousands of employeesOnce a given process, such as invoicing payments, is fully mapped, the focus will shift to making the process paperless via an automated online service built in Bonita Open Solution.Evaluation CriteriaBe easily configurable Be able to easily integrate with third party messaging tools such as Java Message Service (JMS)Be able to provide message event mapping of variablesIntegrate into an established, large, and complex IT environment
  • Several member organizations, including national securities and annuities groups. The company earns several hundred million dollars annuallyThousands of employeesOnce a given process, such as invoicing payments, is fully mapped, the focus will shift to making the process paperless via an automated online service built in Bonita Open Solution.Evaluation CriteriaBe easily configurable Be able to easily integrate with third party messaging tools such as Java Message Service (JMS)Be able to provide message event mapping of variablesIntegrate into an established, large, and complex IT environment
  • Companya single point of contact for all types of insurance: life insurance, pension funds, health insurance, etc.Project objectivesallow detailed monitoring of customer requests treatmentProcesses upgradedcustomer relationship management and the allocation of cases to different servicesResults30% fewer documentstime savings equivalent to 3 full-time employeesadministrative efficiency
  • Several member organizations, including national securities and annuities groups. The company earns several hundred million dollars annuallyThousands of employeesOnce a given process, such as invoicing payments, is fully mapped, the focus will shift to making the process paperless via an automated online service built in Bonita Open Solution.Evaluation CriteriaBe easily configurable Be able to easily integrate with third party messaging tools such as Java Message Service (JMS)Be able to provide message event mapping of variablesIntegrate into an established, large, and complex IT environment
  • Several member organizations, including national securities and annuities groups. The company earns several hundred million dollars annuallyThousands of employeesOnce a given process, such as invoicing payments, is fully mapped, the focus will shift to making the process paperless via an automated online service built in Bonita Open Solution.Evaluation CriteriaBe easily configurable Be able to easily integrate with third party messaging tools such as Java Message Service (JMS)Be able to provide message event mapping of variablesIntegrate into an established, large, and complex IT environment
  • Several member organizations, including national securities and annuities groups. The company earns several hundred million dollars annuallyThousands of employeesOnce a given process, such as invoicing payments, is fully mapped, the focus will shift to making the process paperless via an automated online service built in Bonita Open Solution.Evaluation CriteriaBe easily configurable Be able to easily integrate with third party messaging tools such as Java Message Service (JMS)Be able to provide message event mapping of variablesIntegrate into an established, large, and complex IT environment
  • Some of these best practices come from Bruce Silver’s Elements of BPMN Style (some are from our collective experience)As you know when you model process diagram you deal with lerge number of activities, gateways and envets…Business Process Modelling can be viewed as the second stage of the BPM approach, laying the foundation for the process analysis, improvement, implementation and control steps.
  • Allows the reuse of existing processCreate a collection of basic processes to be reused in global processes is a good practiceSubprocesses are an integral part of any BPM Systems. Business processes are complex and have several moving parts. While designing the process you feel that this could be broken into smaller individual parts. When processes become too complex, subprocesses come into picture.
  • When you have created a form in a Process or in a Step, you can save it as a Template to be reused. While in the form, go to the Menu bar and select Forms -> Save form as template. To create a new Form template, go to the Menu bar and select Forms -> Create form template. A form with several empty widgets will appear. When you Createa new Form, you can choose from templates if they have been created, or you can choose to duplicate an existing Form.
  • Connectors should be used to make quick actions, without breaks.
  • With Business Process Management (BPM) the workflow of activities and information is modeled and controlled as an end-to-end process in order to ultimately automate tasks as much as possible.
  • The two processes will behave in the exact same way:First one as an explicit gateway after “Complete trip request“Second one is determined by the default behavior of outgoing transitions: XOR
  • there is a famous saying which says “That which cannot be measured cannot be managed”There are 4 components to any KPI.What is being measured ?Who is measuring it ?At What Interval is it Being Measured ?How frequently is the Information being transmitted to the Control Room ?Many firms have metrics that they show to the outside world. Then there are the ones they use internally to monitor their progress.These are called Key Performance Indicators (KPIs). They are selected measurements that together can provide a holistic view of the business, Let’s say your goal is to acquire new customers. Meaningful measurements would be:*New customers added in month.*Increase over last year in new customers per quarter.*Increase over last year in new customer per quarter in a specific demographic group.*Increase over last year in new customers per quarter in a holiday period.Or, you might want to increase repeat purchases. You would measure:*Frequency of purchases in one year.*Ratio (frequency of purchases to opportunity to purchase) in one year.*Moving average of customer purchases over six-month period.
  • With most BPM deployments, there are usually three major stakeholders involved: business users or functional owners – the ones closest to the process (such as a purchasing director), IT people who are able to transform the process model into business process applications, and end users (those who will actually use the deployed application). Make sure that you encourage collaboration between your developers and your end users throughout the deployment process. Getting this sort of feedback from your end users to make sure that your BPM application is actually usable can make the difference between a deployment that is embraced and one that is abandoned.
  • During this demo today, I will design & build Invoice management process and show you how easy it is to design the BPM process & demonstrate key features in bonita open solution. With that, we will draw the process on the white boardassign different level of actor (user) using actor selectorconfigure Email system to notify requestor and approvers design form to user to interact with using Bonita From Designer. Apply condition on the workflow.
  • [Sapna] Highlight what PT are and their value. What PT are available in the HR space. Also mention that the Onboarding example you just saw was a Process Template
  • Transcript

    • 1. BUSINESS PROCESSMANAGEMENTTIPS, TRICKS, & IDEAS1
    • 2. AGENDA09/05/2013 2BPM Use CasesTips from Our ProfessionalServices ConsultantDemo of Simple ProcessApplication DevelopmentLiveDemo!
    • 3. BPM HISTORICAL PERSPECTIVE• BPM has Multiple Use Cases- More than just human workflow automation• BPM Supports Process Design as it Exists• BPM Integrates Business Requirements in Enterprise IT Ecosystem- Leverages IT Capabilities and Goodness• Single BPMN Standard Promotes Interoperability09/05/2013 3Hasn‟t This Been Done Before?
    • 4. BPM MARKET OVERVIEW• Worldwide spending on BPMS is expected to reach $2.6 billion, up6.9% compared to 2011 (Source: Gartner)• Global Industry Analysts research suggests that the global BPMmarket will reach $5.3 billion by 201709/05/2013 4Growing Market With Mature ProductsBPM Deployments by RegionNorth AmericaSouth AmericaEuropeAsia & PacificAfrica & Middle EastBPM Deployments By IndustryManufacturingGovernmentUtilitiesFinancial ServicesTechnologyOtherSource: Transformation and Innovation State of the Market Report
    • 5. WHY BPM09/05/2013 5Drivers for AdoptionBusinessDriverSource: Derived from BPTrends Research Data0% 10% 20% 30% 40% 50% 60% 70%Manage IT resourcesOtherRegulatoryCustomer ServiceInnovationOrganizational AgilityOperational Efficiency2011200920072005
    • 6. INTRODUCTIONS6
    • 7. #1 GROWING BPM PROVIDER• 2,000,000 DOWNLOADS• 60,000 COMMUNITY MEMBERS• 600 CUSTOMERS• 120 EMPLOYEES• 105 TECH & SI PARTNERS7AWARDS
    • 8. DESIGN.8Bonita Studio• BPMN 2.0notation• Customizedper userprofile• Drag-n-dropapplicationdevelopment
    • 9. CONNECT.9… to almost any Information System
    • 10. RUN.10
    • 11. 11• Shared repository• Development productivity• Documentation generation• Search• Custom reports &dashboards• LDAP synchronization• Secure graphicalWeb Services discovery• Salesforce Connector• Built-in document mgmnt.• Generate PDF from data• Custom look-n-feel• Gold professional support• Custom profiles• Process templates:HR, Finance, Quality& IT management• Enterprise documentmanagement (CMIS)• SAP Connector• Gold or platinumprofessional support• Resource monitoring• Process monitoring• Error management• Gold or platinumprofessional support• Graphical modeling• User preferences• Connectors, e.g.:Email, Secure WebServices, Drools• Form designer• BPMN 2.0• Versioning• Simulation• Multi-tenancy• Widget hints, tooltips• Online documentation• User guidanceCollaborative environments Advanced environments Mission-criticalFor first projectsBONITA OPEN SOLUTION EDITIONSSubscription PacksOpen Source Teamwork Efficiency PerformanceTeamwork+ Efficiency+
    • 12. 600 CUSTOMERS IN 50 COUNTRIES
    • 13. 13BPM IDEASHow Are CompaniesBenefiting from BPM?
    • 14. HUNDREDS OF PROCESSESSchedulingAutomationIdentityManagementIntegrationGrantAllocation/CalculationsHumanResourcesOnboardingAutomationBPMClaimsManagementHelp DeskRecruitment/EmployeeSelectionStreamliningAccountRequestsProcessesCustomerService/CareProcurementAdministration
    • 15. BPM FOR EDUCATIONOld Dominion University• 24,000 students and over 1,200 teachers in VirginiaTheir Problem & Goals• Streamline digital account request processes• Access to email, LAN, UNIX accounts, file shares andother sensitive dataResults• Digital accounts are set-up 3 Times Faster09/05/2013 15
    • 16. BPM FOR EDUCATIONThe school• Well known university• Over 2,000 students and several hundred faculty membersTheir Problem & Goals• Cost effective and rapidly deployed solution needed to automatetheir manual grant allocation and payment processesWhy they chose Bonita Open Solution• Intuitive User Experience• Access authentication and data integration functionalities• Easy to build data entry forms• Multi platform Architecture09/05/2013 16
    • 17. “Bonita Open Solution was an integral part ofthe success of this project. Our client wasdelighted that we were able to completelyautomate the complex payroll calculations, aswell as shorten the amount of time requiredto fill out all the forms and eliminate the need towalk paper forms around the campus.”- Dustin Henson, Development Manager at VivánTech
    • 18. BPM FOR IDENTITY MANAGEMENTBonitaSoft’s Partner, Aegis Identity• Aegis Identity integrated Bonita Open Solution into their IdentityManagement Solution for two universitiesTheir Problem & Goals• A flexible and customizable solution was needed to adapt to thechanging roles of studentsWhy they chose Bonita Open Solution• Easy integration• Very customizable09/05/2013 18
    • 19. STOCK MARKET – NEW FIRM ONBOARDINGThe Egyptian Stock Exchange• The premier capital market in the Middle East & North Africa Region.It lists and trades stocks, bonds, and mutual fundsTheir Problem & Goals• Streamline enrollment process for firms wishing to trade on theEgyptian Stock ExchangeResults• Firm onboarding and system testing is faster and uses less people.09/05/2013 19“This solution allows us to modify and improve our processes. Bonita Open Solution has changedthe way we work with our member firms and revolutionized our enrollment process.”- Mahmoud Refky, the Software Quality Assurance General Manager
    • 20. BPM FOR INSURANCEThe Company• European leader in electronic billing, electronic invoicing and cash flowmanagementTheir Problem & Goals• Allow detailed monitoring of customer requestsProcesses UpgradedCustomer relationship management and the allocation of cases todifferent servicesResults• 30% fewer documents• Time savings equivalent to 3 full-time employees• Administrative efficiency09/05/2013 20
    • 21. BPM FOR PAPERWORK REDUCTIONThe Company• European leader in electronic billing, electronic invoicing and cashflow managementTheir Problem & Goals• Automate the entire billing process by integrating Bonita OpenSolution into their SaaS solution• Electronic invoice validation – fewer formsResults• Extremely fast integration.• Product development time greatly reduced09/05/2013 21
    • 22. BPM FOR CONTRACT MANAGEMENTThe company:• Leading global manufacturer of printing equipment, optics, medicalimaging and industrial measurementTheir Problem & Goals• Improve the management of business proposals• Shorten contract approval timeProcesses Upgraded• Contract approval, validation, and storage• Moving contracts from sales to legal and back to sales09/05/2013 22““We have seen a spectacular jump in our productivity; a new contract, which was traditionally approved in four orfive days in the past, can now be approved in under an hour. Overall, our contract processing capacity hasincreased by 30%!”- Xavier Riehl, Head of information systems
    • 23. BPM IN THE INSURANCE INDUSTRYThe Company• Leading insurance holding company whose member companies offera wide variety of investment servicesTheir Problem & Goals• Increase revenue while reducing costs• Streamline processes across diverse corporate holdings• Increase agile methodologies via BPM• Become paperless by 2014Why they chose Bonita Open Solution• Open Source and more cost effective than other alternatives• Easy to use studio for process modeling• Processes could be deployed in very diverse IT environments.09/05/2013 23
    • 24. BPM FOR SCHEDULING PROCESSESThe company:• Specializes in workforce injury prevention• Used Bonita Open Solution since 2010Their Problem & Goals• Workflow software needed to be integrated in the custom versions oftheir injury prevention applicationsWhy they chose Bonita Open Solution• Easily configured• Flexible, open source backend• Custom processes modeled in Bonita Studio09/05/2013 24
    • 25. THE PROCESS TO BE AUTOMATEDEmployee submits a web request for a health relatedservice using forms built on Bonita Open SolutionBonita Open Solution uses complex business rules toset the priority of each request submitted by theemployee which is then assigned to a consultantAn activity is scheduled and the employee receivesan eCalendar invitationThe consultant then performs an ergonomicassessment and completes a report which is sent tothe employee and their managerThe case is then updated, and a survey is sent to theemployee to set their case status as „closed‟09/05/2013 25
    • 26. 26Tips For Building aGreat Process
    • 27. TIPS FOR BPM USERS• Process Modeling• Using Data• Sub-Processes• Collaboration• Re-use templates for Forms• Connectors• Condition• Gateways• Sync LDAP Users• Utilize Key Performance IndicatorsHow to make the most of the Bonita BPM suite
    • 28. BEST PRACTICES: MODELING• All activities, gateways, and events must beconnected with a continuous chain leading froma start event to an end event• Make process logic clear on the diagram (Use Link)• Fit each process on one page (when possible)• Name a task with an action verbFrom BPMN Method and Style, © 2009 by Bruce Silver
    • 29. BEST PRACTICES: MODELING (CONT‟D)• Label diagrams, pools and lanes• Use swim lanes to represent roles ororganization• Use Transient data where possible and avoidglobal variables• Use Text annotation on a diagram to makethe intention clearFrom BPMN Method and Style, © 2009 by Bruce Silver
    • 30. SUB-PROCESSES: BEST PRACTICES• Use call activities to enhance readability• Duplicate and re-use sub-processes• Create a collection of basic processes to bereused in global processes• Provide some process libraries as “black boxes”• Don‟t use a sub-process when it can be easilyincluded in the parent process- use lanes to contain tasks that have the same actors- ask: if it uses the same data, is it really a separate process?
    • 31. USING DATA: BEST PRACTICES• Define only the global data that is required forthe process flow• Store business data in an external database• For external complex data, define pointers- ex: id + connector + transient data• Don‟t use data to store constants- list of countries, cities, etc- Use transient form data and connectors• Don‟t store big objects when only a few fields of theobject are neededGolden Rule: KISS!Light is right
    • 32. COLLABORATION• Communication with stakeholders- share process diagrams- share process (internal) documentation• Communication with IT / technicalimplementation- Use a shared repository
    • 33. DATA ENTRY FORM• Re-use template:- save an existing form as a template- create (design) a new form template• Advanced Customization- Create your own widget- JavaScript
    • 34. CONNECTORS• Use connectors to connect the process to externalinformation systems• Connectors represent actions• Use the connector creation tool for quickdevelopment of new connectors• Create your own connector• 100+ connectors available out-of-box• Most used Connector:
    • 35. USE CONDITION / BUSINESS RULESWHEN APPROPRIATE
    • 36. USING GATEWAYS - BEST PRACTICES• Default gateways (implicit):- Outgoing sequence flow of a step => AND- Incoming sequence flow of a step => XORBUT• Focus on a readable diagram; execution is unaffected• Explicit gateways improve readability• When you diverge- If paths have to converge: use gates- If paths are independent: use implicit gates• Always define a default sequence flow when using XORgateways
    • 37. EXAMPLE: SAME PROCESS WITHAND WITHOUT A GATE
    • 38. EXAMPLE: XOR GATEWAY WITHCONDITIONAL AND DEFAULTSEQUENCE FLOW
    • 39. USING GATEWAYS TO SPLIT OR JOIN
    • 40. CRON TaskSYNCHRONIZE LDAP USERS40BOSDBLDAPSynchronizerProgramAdd usersModify usersRemove users Read only
    • 41. UTILIZE KEY PERFORMANCE INDICATORS41KPIs Accessible fromUser Experience PortalKPI Reports Output to Format ofMicrosoft Office, PDF, OpenOffice, etc.Number of Cases by Year Number of Cases by Dept.Number of Cases by DepartmentStatuses of CasesNumber of Cases by DepartmentClosed, 22%Open, 22%In Progress , 56%
    • 42. MORE TIPS• Involve managers; analysts; otherstakeholders• Don‟t re-invent the wheel. Leverageprocess templates, artifacts, and bestpractices to jump start your processmodeling
    • 43. BREAK43
    • 44. 44Live DemoOnboarding a NewEmployee
    • 45. CONSTRUCTING A PROCESS45October 10, 2010DrawProcessConnect toSystemsDefine ActorsinOrganizationDesign forms Run Monitor
    • 46. PROCESS TEMPLATESProcess templates arepre-built optimized business solutions,modeled using our best practices,to accelerate your BPM projectand reduce your time to market
    • 47. 09/05/2013 47Q & A
    • 48. THANK YOU, AND…48Stay connected with us!CORPORATE WEBSITE• Product & Services descriptions• References & Use Cases• Webinars & White paperstwitter.com/bonitasoftfacebook.com/bonitasoftbpmlinkedin.com/groups?gid=3182097youtube.com/bonitasoftOPEN SOURCE COMMUNITY• Forums• Contributions• Source Code

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