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MTAT.03.231Business Process Management
Lecture 3 – Process Modeling I
Marlon Dumas
marlon.dumas ät ut . ee
1
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Business ProcessLifecycle
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1. Introduction2. Process Identification3. Essential Process Modeling4. Advanced Process Modeling5. Process Discovery6. Qualitative Process Analysis7. Quantitative Process Analysis8. Process Redesign9. Process Automation10.Process Intelligence
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Purposes of process modeling
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• Communication• Documentation• Analysis (e.g. simulation)
• Automation• Testing
Conceptual
Conceptual
Executable
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Business Process Model and Notation (BPMN)
• OMG standard (nowadays BPMN 2.0)
• Both for conceptual and executable models
• Supported by numerous tools: bpmn.org lists over 70 tools, incl.• Signavio (we’ll use the academic edition – academic.signavio.com)
• Bizagi Process Modeler
• Cameo Business Analyst
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BPMN from 10,000 miles…
A BPMN process model is a graph consisting of four types of core elements:
activity gatewayevent sequence flow
start end
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An order-to-cash process is triggered by the receipt of a purchase order from a customer. Upon receipt, the purchase order has to be checked against the stock to determine if the the requested item(s) are available. Depending on stock availability the purchase order may be confirmed or rejected.
If the purchase order is confirmed, an invoice is emitted and the goods requested are shipped. The process completes by archiving the order.
Let’s start modelingOrder-to-cash
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• An order-to-cash process is triggered by the receipt of a purchase order from a customer.
• Upon receipt, the purchase order has to be checked against the stock to determine if the the requested item(s) are available.
• Depending on stock availability the purchase order may be confirmed or rejected.
• If the purchase order is confirmed, an invoice is emitted and the goods requested are shipped. The process completes by archiving the order.
Let’s start modeling – break it downOrder-to-cash
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• An order-to-cash process is triggered by the receipt of a purchase order from a customer.
• Upon receipt, the purchase order has to be checked against the stock to determine if the the requested item(s) are available.
Let’s start modeling – break it downOrder-to-cash
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BPMN Model
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Order-to-cash
Purchaseorder
received
Check stock availability
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• An order-to-cash process is triggered by the receipt of a purchase order from a customer.
• Upon receipt, the purchase order has to be checked against the stock to determine if the the requested item(s) are available.
• Depending on stock availability the purchase order may be confirmed or rejected.
• If the purchase order is confirmed, an invoice is emitted and the goods requested are shipped. The process completes by archiving the order.
Let’s start modeling – break it downOrder-to-cash
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BPMN Model
startevent
endevent
activity
split gateway
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Order-to-cash
Purchaseorder
received
endevent
Ship goods
Orderrejected
Orderfulfilled
Archiveorder
Reject order
Confirm order
Items instock
Items not in stock
Check stock availability
Emit invoice
• Event: noun + past-participle verb (e.g. insurance claim lodged)
Naming conventions
• Activity: verb + noun (e.g. assess credit risk)
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Check stock availability
Reject order
Confirm order
Emit invoice
Ship goods
Purchaseorder
receivedItems in
stock
Items not in stock
Orderrejected
Orderfulfilled
Archiveorder
Execution of a process model The “token game”
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Order #1Order #2Order #3
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A start event triggers a new process instanceby generating a token that traverses the sequence flow (“tokens source”)
An end event signals that a process instance has
completed with a given outcome by consuming
a token (“tokens sink”)
A little bit more on events…
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startevent
endevent
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[…] If the purchase order is confirmed, an invoice is emittedand the goods requested are shipped (in any order). Theprocess completes by archiving the order. […]
Order-to-cash example revisited…
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Check stock availability
Reject order
Confirm order
Emit invoice
Ship goods
Purchaseorder
receivedItems in
stock
Items not in stock
Orderrejected
Orderfulfilled
Archiveorder
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Check stock availability
Reject order
Confirm order
Emit invoice
Ship goods
Purchaseorder
receivedItems in
stock
Items not in stock
Orderrejected
Orderfulfilled
Archiveorder
Check stock availability
Reject order
Confirm order
Purchaseorder
receivedItems in
stock
Items not in stock
Orderrejected
Orderfulfilled
Archiveorder
Emit invoice
Ship goods
First try
split
split join
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Order-to-cash
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XOR-split takes one outgoing branch
XOR-join proceeds when one incoming branch has completed
A little more on gateways: XOR Gateway
condition
¬ condition
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An XOR Gateway captures decision points (XOR-split) and points where alternative flows are merged
(XOR-join)
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Example: XOR Gateway
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Invoice checking process
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A little more on gateways: AND Gateway
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An AND Gateway provides a mechanism to create and synchronize “parallel” flows.
AND-split takes all outgoing branches
AND-join proceeds when all incoming branches have completed
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Example: AND GatewayAirport security check
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Check stock availability
Reject order
Confirm order
Send invoice
Ship goods
Purchaseorder
receivedItems in
stock
Items not in stock Order
rejected
Orderfulfilled
Archiveorder
Revised order-to-cash process model
XOR-split
AND-split AND-join
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A company has two warehouses that store different products: Amsterdam and Hamburg. When an order is received, it is distributed across these warehouses: if some of the relevant products are maintained in Amsterdam, a sub-order is sent there; likewise, if some relevant products are maintained in Hamburg, a sub-order is sent there. Afterwards, the order is registered and the process completes.
Between XOR and AND
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Order distribution process
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Solution 1
XOR-split XOR-join
AND-split AND-join
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Order distribution process
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Solution 2
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Order distribution process
XOR-split XOR-join
AND-split AND-join
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OR Gateway
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An OR Gateway provides a mechanism to create and synchronize n out of m parallel flows.
OR-split takes one or more branches depending on conditions
OR-join proceeds when all active incoming branches have completed
cond1
condn
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Solution using OR Gateway
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Order distribution process
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What join type do we need here?
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Beware: Beginner’s Mistake…
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Guidelines: Naming Conventions
1. Give a name to every event and task
2. For tasks: verb followed by business object name and possibly complement
• Issue Driver Licence, Renew Licence via Agency
3. For message events: object + past participle• Invoice received, Claim settled
4. Avoid generic verbs such as Handle, Record…
5. Label each XOR-split with a condition• Policy is invalid, Claim is inadmissible
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Poll: Which model do you prefer?
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One more guideline…
• Model in blocks• Pair up each AND-split with an AND-join and each XOR-split with a XOR-
join, whenever possible
• Exception: sometimes a XOR-split leads to two end events – different outcomes (cf. order management example)
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Rework and repetition
Address ministerial correspondenceIn the minister’s office, when a ministerial inquiry has been received, it is registered into the system. Then the inquiry is investigated so that a ministerial response can be prepared.
The finalization of a response includes the preparation of the response itself by the cabinet officer and the review of the response by the principal registrar. If the registrar does not approve the response, the latter needs to be prepared again by the cabinet officer for review. The process finishes only once the response has been approved.
XOR-join: entry point XOR-split: exit point
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Quick Note: Implicit vs. explicit gateways
A
B
C
B
C
A=
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How this process starts? How it ends?
Collectmail
New mailarrived
Sortmail
Registermail
Checkmail for
compliance
Compile documentrequisition
Capture matter details
Acceptable
Not acceptable
Pay feeCapture party
detailsPrint
physical file
Prepare document response
Documentrequisitioncompiled
Documentresponseprepared
Physicalfile
printed
New emailarrived
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What’s wrong with this model? How to fix it?
X
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When?
FlowsGateways
Which?
Data / Materials
What?
TasksEvents
Who?Organization
Process Modelling Viewpoints
Lanes &Pools
Data Objects, Stores
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Organizational Elements in BPMN – Pools & Lanes
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Pool
Captures a resource class. Generally used to model a business party (e.g. a whole company)P
ool
Lane
A resource sub-class within a pool. Generally used to model departments (e.g. shipping, finance), internal roles (e.g. Manager, Associate), software systems (e.g. ERP, CRM)
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Order-to-cash process with lanes
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A Message Flow represents a flow of information between two process parties (Pools)
Message
Message Flow
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Pool 2
Poo
l 1
Poo
l 2P
oo
l 1Send
Receive
Send Receive
A Message Flow can connect:• directly to the boundary of a Pool captures an informative message
to/from that party
• to a specific activity or event within that Pool captures a message that triggers a specific activity/event within that party
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Order-to-cash process with a black-box customer pool
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1. A Sequence Flow cannot cross the boundaries of a Pool (message flows can)
2. Both Sequence Flow and Message Flow can cross the boundaries of Lanes
3. A Message Flow cannot connect two flow elements within the same pool
Pools, Lanes and Flows: syntactic rules
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One more guideline…
• Start modeling with one single “white-box” pool• Initially, put the events and tasks in only one pool – the pool of the
party who is running the process
• Leave all other pools “black-boxed”
• Once you have modeled this way, and once the process diagram inside the white-box pool is complete, you can model the details (events and tasks) in the other pools if that is useful.
• In this course we will only model processes with one single white-box pool – all other pools are black-box
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Which?
Data / Materials
Process Modelling Viewpoints
Data Objects, Stores
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The purchase order document serves as an input to the stock availability check. Based on the outcome of this check, the status of the document is updated, either to “approved” or “rejected”. If the order is approved, an invoice and a shipment notice are produced.
Order-to-cash process, again
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Check stock availability
Confirm order
Reject order
Send invoice
Ship goods
Purchaseorder
received
Items not in stock
Items instock
Orderrejected
Orderfulfilled
Archiveorder
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PurchaseOrder
Invoice
Check stock availability
Confirm order
Reject order
Send invoice
Ship goods
Purchaseorder
received
Items not in stock
Items instock
Orderrejected
Orderfulfilled
Archiveorder
Model with information artifacts
PurchaseOrder
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PurchaseOrder
[checked]
PurchaseOrder
[rejected]
PurchaseOrder
[approved]
PurchaseOrder
Shipmentnotice
Warehouse DB
Orders DB
PurchaseOrder
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A Data Object captures an artifact required (input) or produced (output) by an activity.
• Can be physical or electronic
BPMN Information Artifacts
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Emitinvoice
Purchaseorder
Invoice
Retrieve client information
Oracle CRM Client info
A Data Store is a place containing data objects that must be persisted beyond the duration of a process instance.
It is used by an activity to store (as output) or retrieve (as input) data objects.
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A Text Annotation is a mechanism to provide additional text information to the model reader
• Doesn’t affect the flow of tokens through the process
Quick Note: BPMN Text Annotations
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Clear vendor line items
For blocked invoices
Ship goods
Includes packaging
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BPMN Poster (link in “Readings” page)
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