business process management tips & tricks

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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!

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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?

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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

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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

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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

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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

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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

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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

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Q & A

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