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Business Process Management Tips & Tricks
The document presents an overview of Business Process Management (BPM), highlighting its growing market and diverse applications across various industries, including education, finance, and insurance. It discusses key drivers for BPM adoption, features of the Bonita Open Solution, and provides case studies demonstrating significant process improvements. Additionally, the document offers best practices and tips for effective BPM implementation and modeling.
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Business Process Management Tips & Tricks
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- 2. AGENDA 09/05/2013 2 BPM UseCases Tips from Our Professional Services Consultant Demo of Simple Process Application Development Live Demo!
- 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 Interoperability 09/05/2013 3 Hasn‟t This Been Done Before?
- 4. BPM MARKET OVERVIEW •Worldwide spending on BPMS is expected to reach $2.6 billion, up 6.9% compared to 2011 (Source: Gartner) • Global Industry Analysts research suggests that the global BPM market will reach $5.3 billion by 2017 09/05/2013 4 Growing Market With Mature Products BPM Deployments by Region North America South America Europe Asia & Pacific Africa & Middle East BPM Deployments By Industry Manufacturing Government Utilities Financial Services Technology Other Source: Transformation and Innovation State of the Market Report
- 5. WHY BPM 09/05/2013 5 Driversfor Adoption BusinessDriver Source: Derived from BPTrends Research Data 0% 10% 20% 30% 40% 50% 60% 70% Manage IT resources Other Regulatory Customer Service Innovation Organizational Agility Operational Efficiency 2011 2009 2007 2005
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- 7. #1 GROWING BPMPROVIDER • 2,000,000 DOWNLOADS • 60,000 COMMUNITY MEMBERS • 600 CUSTOMERS • 120 EMPLOYEES • 105 TECH & SI PARTNERS 7 AWARDS
- 8. DESIGN. 8 Bonita Studio • BPMN2.0 notation • Customized per user profile • Drag-n-drop application development
- 9. CONNECT. 9 … to almostany Information System
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- 11. 11 • Shared repository •Development productivity • Documentation generation • Search • Custom reports & dashboards • LDAP synchronization • Secure graphical Web 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 document management (CMIS) • SAP Connector • Gold or platinum professional support • Resource monitoring • Process monitoring • Error management • Gold or platinum professional support • Graphical modeling • User preferences • Connectors, e.g.: Email, Secure Web Services, Drools • Form designer • BPMN 2.0 • Versioning • Simulation • Multi-tenancy • Widget hints, tooltips • Online documentation • User guidance Collaborative environments Advanced environments Mission-criticalFor first projects BONITA OPEN SOLUTION EDITIONS Subscription Packs Open Source Teamwork Efficiency Performance Teamwork + Efficiency +
- 12. 600 CUSTOMERS IN50 COUNTRIES
- 13. 13 BPM IDEAS How AreCompanies Benefiting from BPM?
- 14. HUNDREDS OF PROCESSES Scheduling Automation Identity Management Integration Grant Allocation/ Calculations Human Resources Onboarding Automation BPM Claims Management HelpDesk Recruitment/ Employee Selection Streamlining Account Requests Processes Customer Service/ Care Procurement Administration
- 15. BPM FOR EDUCATION OldDominion University • 24,000 students and over 1,200 teachers in Virginia Their Problem & Goals • Streamline digital account request processes • Access to email, LAN, UNIX accounts, file shares and other sensitive data Results • Digital accounts are set-up 3 Times Faster 09/05/2013 15
- 16. BPM FOR EDUCATION Theschool • Well known university • Over 2,000 students and several hundred faculty members Their Problem & Goals • Cost effective and rapidly deployed solution needed to automate their manual grant allocation and payment processes Why they chose Bonita Open Solution • Intuitive User Experience • Access authentication and data integration functionalities • Easy to build data entry forms • Multi platform Architecture 09/05/2013 16
- 17. “Bonita Open Solutionwas an integral part of the success of this project. Our client was delighted that we were able to completely automate the complex payroll calculations, as well as shorten the amount of time required to fill out all the forms and eliminate the need to walk paper forms around the campus.” - Dustin Henson, Development Manager at VivánTech
- 18. BPM FOR IDENTITYMANAGEMENT BonitaSoft’s Partner, Aegis Identity • Aegis Identity integrated Bonita Open Solution into their Identity Management Solution for two universities Their Problem & Goals • A flexible and customizable solution was needed to adapt to the changing roles of students Why they chose Bonita Open Solution • Easy integration • Very customizable 09/05/2013 18
- 19. STOCK MARKET –NEW FIRM ONBOARDING The Egyptian Stock Exchange • The premier capital market in the Middle East & North Africa Region. It lists and trades stocks, bonds, and mutual funds Their Problem & Goals • Streamline enrollment process for firms wishing to trade on the Egyptian Stock Exchange Results • 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 changed the way we work with our member firms and revolutionized our enrollment process.” - Mahmoud Refky, the Software Quality Assurance General Manager
- 20. BPM FOR INSURANCE TheCompany • European leader in electronic billing, electronic invoicing and cash flow management Their Problem & Goals • Allow detailed monitoring of customer requests Processes Upgraded Customer relationship management and the allocation of cases to different services Results • 30% fewer documents • Time savings equivalent to 3 full-time employees • Administrative efficiency 09/05/2013 20
- 21. BPM FOR PAPERWORKREDUCTION The Company • European leader in electronic billing, electronic invoicing and cash flow management Their Problem & Goals • Automate the entire billing process by integrating Bonita Open Solution into their SaaS solution • Electronic invoice validation – fewer forms Results • Extremely fast integration. • Product development time greatly reduced 09/05/2013 21
- 22. BPM FOR CONTRACTMANAGEMENT The company: • Leading global manufacturer of printing equipment, optics, medical imaging and industrial measurement Their Problem & Goals • Improve the management of business proposals • Shorten contract approval time Processes Upgraded • Contract approval, validation, and storage • Moving contracts from sales to legal and back to sales 09/05/2013 22 ““We have seen a spectacular jump in our productivity; a new contract, which was traditionally approved in four or five days in the past, can now be approved in under an hour. Overall, our contract processing capacity has increased by 30%!” - Xavier Riehl, Head of information systems
- 23. BPM IN THEINSURANCE INDUSTRY The Company • Leading insurance holding company whose member companies offer a wide variety of investment services Their Problem & Goals • Increase revenue while reducing costs • Streamline processes across diverse corporate holdings • Increase agile methodologies via BPM • Become paperless by 2014 Why 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 SCHEDULINGPROCESSES The company: • Specializes in workforce injury prevention • Used Bonita Open Solution since 2010 Their Problem & Goals • Workflow software needed to be integrated in the custom versions of their injury prevention applications Why they chose Bonita Open Solution • Easily configured • Flexible, open source backend • Custom processes modeled in Bonita Studio 09/05/2013 24
- 25. THE PROCESS TOBE AUTOMATED Employee submits a web request for a health related service using forms built on Bonita Open Solution Bonita Open Solution uses complex business rules to set the priority of each request submitted by the employee which is then assigned to a consultant An activity is scheduled and the employee receives an eCalendar invitation The consultant then performs an ergonomic assessment and completes a report which is sent to the employee and their manager The case is then updated, and a survey is sent to the employee to set their case status as „closed‟ 09/05/2013 25
- 26. 26 Tips For Buildinga Great Process
- 27. TIPS FOR BPMUSERS • Process Modeling • Using Data • Sub-Processes • Collaboration • Re-use templates for Forms • Connectors • Condition • Gateways • Sync LDAP Users • Utilize Key Performance Indicators How to make the most of the Bonita BPM suite
- 28. BEST PRACTICES: MODELING •All activities, gateways, and events must be connected with a continuous chain leading from a 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 verb From 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 or organization • Use Transient data where possible and avoid global variables • Use Text annotation on a diagram to make the intention clear From 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 be reused in global processes • Provide some process libraries as “black boxes” • Don‟t use a sub-process when it can be easily included 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: BESTPRACTICES • Define only the global data that is required for the 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 the object are needed Golden Rule: KISS! Light is right
- 32. COLLABORATION • Communication withstakeholders - share process diagrams - share process (internal) documentation • Communication with IT / technical implementation - 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 connectorsto connect the process to external information systems • Connectors represent actions • Use the connector creation tool for quick development of new connectors • Create your own connector • 100+ connectors available out-of-box • Most used Connector:
- 35. USE CONDITION /BUSINESS RULES WHEN APPROPRIATE
- 36. USING GATEWAYS -BEST PRACTICES • Default gateways (implicit): - Outgoing sequence flow of a step => AND - Incoming sequence flow of a step => XOR BUT • 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 XOR gateways
- 37. EXAMPLE: SAME PROCESSWITH AND WITHOUT A GATE
- 38. EXAMPLE: XOR GATEWAYWITH CONDITIONAL AND DEFAULT SEQUENCE FLOW
- 39. USING GATEWAYS TOSPLIT OR JOIN
- 40. CRON Task SYNCHRONIZE LDAPUSERS 40 BOS DB LDAP Synchronizer Program Add users Modify users Remove users Read only
- 41. UTILIZE KEY PERFORMANCEINDICATORS 41 KPIs Accessible from User Experience Portal KPI Reports Output to Format of Microsoft Office, PDF, Open Office, etc. Number of Cases by Year Number of Cases by Dept. Number of Cases by Department Statuses of Cases Number of Cases by Department Closed, 22% Open, 22% In Progress , 56%
- 42. MORE TIPS • Involvemanagers; analysts; other stakeholders • Don‟t re-invent the wheel. Leverage process templates, artifacts, and best practices to jump start your process modeling
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- 44. 44 Live Demo Onboarding aNew Employee
- 45. CONSTRUCTING A PROCESS 45October10, 2010 Draw Process Connect to Systems Define Actors in Organization Design forms Run Monitor
- 46. PROCESS TEMPLATES Process templatesare pre-built optimized business solutions, modeled using our best practices, to accelerate your BPM project and reduce your time to market
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- 48. THANK YOU, AND… 48 Stayconnected with us! CORPORATE WEBSITE • Product & Services descriptions • References & Use Cases • Webinars & White papers twitter.com/ bonitasoft facebook.com/ bonitasoftbpm linkedin.com/groups? gid=3182097 youtube.com/ bonitasoft OPEN SOURCE COMMUNITY • Forums • Contributions • Source Code
Editor's Notes
- #3 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
- #17 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
- #19 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
- #21 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
- #23 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
- #24 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
- #25 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
- #29 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.
- #31 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.
- #34 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.
- #35 Connectors should be used to make quick actions, without breaks.
- #36 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.
- #38 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
- #42 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.
- #43 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.
- #46 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.
- #47 [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