business process management tips & tricks
DESCRIPTION
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.TRANSCRIPT
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BUSINESS PROCESS MANAGEMENT TIPS, TRICKS, & IDEAS
AGENDA
10/04/2023 2
BPM Use Cases
Tips from Our Professional Services Consultant
Demo of Simple Process Application Development
Live Demo!
04/10/2023 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
Hasn’t This Been Done Before?
04/10/2023 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
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
04/10/2023 5
WHY BPMDrivers for Adoption
Bus
ines
s D
river
Source: Derived from BPTrends Research Data
Manage IT resources
Other
Regulatory
Customer Service
Innovation
Organizational Agility
Operational Efficiency
0% 10% 20% 30% 40% 50% 60% 70%
2011200920072005
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INTRODUCTIONS
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#1 GROWING BPM PROVIDER
• 2,000,000 DOWNLOADS
• 60,000 COMMUNITY MEMBERS
• 600 CUSTOMERS
• 120 EMPLOYEES
• 105 TECH & SI PARTNERS
AWARDS
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DESIGN.
Bonita Studio
• BPMN 2.0 notation
• Customized per user profile
• Drag-n-drop application development
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CONNECT.
… to almost any Information System
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RUN.
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• 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
+
600 CUSTOMERS IN 50 COUNTRIES
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BPM IDEASHow Are Companies
Benefiting from BPM?
HUNDREDS OF PROCESSES
Scheduling Automation
Identity Management Integration
Grant Allocation/
Calculations
Human Resources Onboarding Automation
BPM
Claims Management
Help Desk
Recruitment/Employee Selection
Streamlining Account
Requests Processes
Customer Service/
CareProcurement
Administration
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BPM FOR EDUCATION
Old Dominion 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
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BPM FOR EDUCATION
The school• 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
“Bonita Open Solution was 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
04/10/2023 18
BPM FOR IDENTITY MANAGEMENT
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
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.
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“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
04/10/2023 20
BPM FOR INSURANCE
The Company• 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
04/10/2023 21
BPM FOR PAPERWORK REDUCTION
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
04/10/2023 22
BPM FOR CONTRACT MANAGEMENT
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
““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
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BPM IN THE INSURANCE 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.
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BPM FOR SCHEDULING PROCESSES
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
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THE PROCESS TO BE AUTOMATEDEmployee 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’
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Tips For Building a Great Process
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 Indicators
How to make the most of the Bonita BPM suite
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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
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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
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?
USING DATA: BEST PRACTICES
• 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
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COLLABORATION
• Communication with stakeholders- share process diagrams- share process (internal) documentation
• Communication with IT / technical implementation- Use a shared repository
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
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CONNECTORS
• Use connectors to 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:
USE CONDITION / BUSINESS RULES WHEN APPROPRIATE
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
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EXAMPLE: SAME PROCESS WITH AND WITHOUT A GATE
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EXAMPLE: XOR GATEWAY WITH CONDITIONAL AND DEFAULT SEQUENCE FLOW
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USING GATEWAYS TO SPLIT OR JOIN
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CRON Task
SYNCHRONIZE LDAP USERS
BOS DB
LDAPSynchronizer
Program
Add usersModify users
Remove users Read only
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UTILIZE KEY PERFORMANCE INDICATORS
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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%
MORE TIPS
• Involve managers; 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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BREAK
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Live DemoOnboarding a New
Employee
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CONSTRUCTING A PROCESS
45 October 10, 2010
Draw Process
Connect to Systems
Define Actors in
Organization
Design forms Run Monitor
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PROCESS TEMPLATES
Process templates are
pre-built optimized business solutions,
modeled using our best practices,
to accelerate your BPM project
and reduce your time to market
04/10/2023 47
Q & A
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THANK YOU, AND…Stay connected with us!
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