How to manage business processes using BPMS
Frequent changes in business processes, which require a more rapid and effective response, are common for markets with a high competitive environment (finance, insurance, telecommunications). There are many different approaches and software solutions that allow you to adjust the processes in accordance with dynamically changing business conditions. However, today businesses more often turn to a fundamentally new class of systems – Business Process Management System / Solution (BPMS). These business process management systems apply a process-driven approach to the company management allowing you to automate end-to-end business processes and quickly change them in case of necessity.
BPM as part of the management methodology
Generally, BPM software are just a tool for the execution of a new management methodology, called BPM (Business Process Management), its technological part.
In the context of management philosophy, BPM is a combination of ideology and software for business process management. This approach to management first appeared in 2000 and replaced popular business processes re-engineering, which was too complicated and consisted in a fundamental rethinking and radical reconstruction of processes. In a deeper understanding, BPM encourages to move away from a functional approach in company management to its interpretation as a collection of business processes. Unlike reengineering, BPM means continuous improvement of business processes, and its concept is based on the principle of close interaction within the team, with hardware and other systems.
The key advantage of BPMS is that its users have the opportunity to actively participate in the improvement of business processes through simple and intuitive tools. Systems of this class do not compete and are not an alternative to other accounting systems, but on the contrary – they combine them in a single unified management environment.
In other words, BPM software is an integrated set of tools for business processes modeling, automation of their execution and performance measurement.
All these benefits are possible due to the three components: the means of processes building, their execution (platform) and monitoring (process log).
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Business process execution begins with the scheme in the system. The execution of the process is the automatic passing all of its stages with the ability to control them. At the same time, each user involved in the business process execution understands the tasks and actions required from him. Depending on the configuration, business processes can be started manually by the user, or automatically by an incoming (trigger) event. During the process, the user receives system notifications on the following steps.
Process steps can be executed in the system either automatically or manually by the user. Automatic execution starts, for example, when you need to delete or add data that meet specified conditions to the system. Process steps are executed manually if they require, for example, sending an email to the client. In this case, the process pauses and waits for the user to perform certain actions, after which it continues. During the process execution, the system can offer the user to enter the lacking data (for example, information received outside the system) or make a decision by selecting one of the options for continuing the process.
BPM solutions are more than just modeling and automating the business process execution. The equally important function of this class of systems is monitoring and in-depth analytics of all business processes in the company. Moreover, continuous process monitoring, identification, and elimination of process bottlenecks, their optimization based on these indicators is the most complex task. System tools allow you to get the right information and measure the process more accurately. In the bpm'online system, such a tool is a process log. Thanks to the availability of process log, you can track any performance metrics and visualize these data using dashboards.
Evaluating all the benefits of business processes modeling in the BPM system
Building processes in BPM software is based on BPMN 2.0 notation – the most modern and complete language for business processes modeling among the existing ones. The notation is flexible to promptly change business processes and is simple enough for non-professionals to model them.
Modeling processes in business process management system
To build processes in the bpm'online system, the user just needs such a tool as a process designer. The conventions used by the designer for business process modeling are presented in the form of flowcharts and diagrams, which makes the procedure understandable due to the transparency. A set of rules and elements, which are used for process modeling, makes it flexible. The indisputable advantage of modeling the company's business processes in BPM systems is that these processes are not simply documented, but are performed. This allows you to pre-test them and correct the weak points before starting the process.
Bpm’online studio – new generation BPM software
Bpm’online studio provides users with the ability to manage unstructured processes. Users are able to easily change, remove or add necessary stages and steps. With the help of the case engine, the system suggests the next steps needed to achieve the best process outcomes.
The software features unlimited capabilities for customization. Users are able to configure almost every system object as bpm’online provide out-of-the-box tools for easy customization. For instance, there is Section Wizard that allows for changing, adding or removing certain system field or sections. What’s more, bpm’online users can even change the system business logic.
Bpm’online helps in solving different business tasks – from managing employee profiles and consolidating all customer data in a single environment to streamlining omnichannel communication with the clients. In addition, it is easier to manage daily tasks and activities with the help of the out-of-the-box integration with Google Calendar and MS Exchange.