process modeling 1. 2 process modeling - theory definition what is process modeling? the...

PROCESS MODELING

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2

Process modeling - theory

Definition

What is process modeling? The description of the sequence of activities executed in a process

from start to end. Representation: graphical and/or textual Existing process (AS IS) or new process (TO BE) Applicable on all kind of environments (production, administrative, …)

Terminology: Procedure = extensive description of a process. Flow chart = graphical representation of a process.

= Procesdiagram = flowdiagram = stroomschema = …

Work instruction (werkinstructie) = textual description of an activity.

= SOP: Standard Operating Procedure.

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Modeling levels

Level 0-1 Level 2 Level 3

Goal Overview Overview - Analysis Analysis - Manual

Type Strategical Tactical Operational

Target group Board of directors Head of department; process owner

Employees

Level of detail

Low Average High

Level Terminology Description

Level 0 Process Map (Enterprise Process Map, Macro Process Map)

FRA: Carte des processus (Carte des macro-processus)BEL/HOL: Procesmap

View of the company as a collection of process domains

Level 1 Process Domain (Process Area, Main Process)FRA: Domaine de processus (Zone de processus)BEL/HOL: Procesdomein

View of a process domain as a collection of processes within a

certain area

Level 2 Process (Business Process)FRA: Processus (Processus métier)BEL/HOL: Proces, Bedrijfsproces

View of a process as a succession of activity blocs

Level 3 Activity bloc (Sub-process)FRA: Bloc d'activités (Sous-processus)BEL/HOL: Activiteitenblok

View of activity blocs as a succession of activities

Level 4 Work instructionFRA: Instruction de travailBEL/HOL: Werkinstructie

Elaborated description of an activity as a group of tasks

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Activity bloc 1

Activity bloc 2

Activity bloc 3

Activity bloc n

Level 1

X

X

Level 2 Level 4

DetailAggregated

Level 3

Process A


Modeling levels

Process B

Process C

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1. Define the borders of the process (start and end) Who is the customer? What is the input/output? What are the activity blocs?

Process modeling – in practice

Level 3: activity blocks and activities

2. When elaborating activity blocs into activities, keep the ‘unity of time-person-place’ principle in mind. When a group of tasks is always executed within the same

timeframe (successively, not interrupted), by the same person (or same function) and in the same place (same work spot), we group those in one activity.

If one of these three conditions is not fulfilled, we split the steps/tasks in 2 or more activities.

3. A process model should be visual and shows sequence and dependency: flow lines go out from the right, in from the left.

Draw the ‘happy flow’ (main flow) on one line.

BUSINESS PROCESS MODELING NOTATION

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BPMN

Introduction

Definition: Business Process Modeling Notation (BPMN) is a graphical

notation to visualize and model processes.

History: Has been developed by BPMI (Business Process Management

Initiative) as a standard in process modeling. Start of development: 2002 … The BPMN 1.1 OMG Specification, February, 2008.

Business process modeling is used to communicate a wide variety of information to different audiences. BPMN is designed to cover many types of modeling and allows the creation of process segments as well as end-to-end business processes, at different levels of fidelity.

Level Also called Description

Level 0 Process Map, Enterprise Process Map, Macro Process Map

View of the company as a collection of process domains

Level 1 Process Area, Process Domain, Main Process

View of a process domain as a collection of processes within a certain area

Level 2 Business Process, Process View of a process as a succession of activity blocs

Level 3 Sub-process, Activity blocs View of activity blocs as a succession of activities

Level 4 Work instruction Elaborated description of an activity

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BPMN

Use

Full BPMN is best suited for drawing specification level or technical workflow models in preparation for configuring an automated workflow facility or business process management system

A subset of BPMN can be used for business modeling, this subset is however not yet formally identified!

Used for workflow modeling (level 3)

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BPMN

Flowchart versus BPMN

Differences/advantages of BPMN versus other flowchart notations:

BPMN has several extra symbols which allow to fulfill easier the customers needs in process modeling.

BPMN allows to represent simple as well as complex processes and sub-processes in a clear and unambiguous way, close to reality.

Thanks to the clear symbols, process schemes in BPMN are easy to read and interpret in a correct way as a layman in flowcharting.

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Voorbereiden werving

Opstellen wervingsplan

Ideale pool

Overleggen met klant

Uitvoeren eerste wervingsacties

Uitvoeren vervolg

wervingsacties

Poolfile: status werving

Maken van praktische afspraken

Nakijken status bestand

kandidaten

1 week

BPMN

Flowchart versus BPMN

startVoorbereiding

wervingOpstellen

wervingsplanOverleg met

klantAfspraken vereist?

Practische afspraken

maken

Eerste wervings

acties

wervingVervolg

wervingsaties

Vervolg

werving kandidatenNakijken

status bestand kandidaten

Voldoende kandidaten?

neen

ja

neenIdeale poolPoolfile status

werving

BVS BVS

Modeling of the recruiting of temporary employees:

flowchart

BPMN

BPMN: easy modeling of underlying processes

BPMN: easy to understand Modeling of repeated

activities (loops) is less complex in BPMN than the

branching in classic flowcharting

Extra symbols

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BPMN

Core set of BPMN elements

The four basic categories of elements are: Flow objects Connecting objects Swimlanes Artifacts

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Flow object - Events

Overview

An event is something that “happens” during the course of a business process. These events affect the flow of the process and usually have a cause (trigger) or an impact (result).

Events are circles with open centers to allow internal markers to differentiate different triggers or results. There are three types of events, based on when they affect the

flow: Start, Intermediate, and End.

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Events

Overview

Start and most Intermediate events have “Triggers” that define the cause for the event. There are multiple ways that these events can be triggered. End events may define a “result”.

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Events

Start Events

There are many ways that a business process can be started (instantiated). The Trigger for a Start event is designed to show the general mechanism that will instantiate that particular Process. There are six types of Start Events in BPMN: None, Message, Timer, Rule (Signal and Multiple).

START EVENT: een Start Event staat voor de aanleiding, de trigger die het proces doet starten. Als we deze trigger niet verder specifiëren, gebruiken we een gewone Start Event.

INTERMEDIATE EVENT: een Intermetiate Event duidt de verschillende manieren aan waarop een proces onderbroken of uitgesteld kan worden.

END EVENT: een End Event duidt het einde aan van een proces. Als we het resultaat van het proces niet verder specifiëren, gebruiken we een gewone End Event.

START MESSAGE: een Message Start staat voor een boodschap (e-mail, brief, telefoon, fax, …) die het proces doet starten.

INTERMEDIATE MESSAGE: een boodschap die tijdens het proces wordt ontvangen (links) of wordt verzonden (rechts).

END MESSAGE: een End Message geeft aan dat het resultaat van het proces een boodschap is die naar een klant (intern of extern) gestuurd wordt.

START TIMER: een Start Timer geeft aan dat een specifiek tijdsstip of een specifieke cyclus (vb. elke dinsdag, iedere 1e week van maart) het proces doet starten.

INTERMEDIATE TIMER: een Intermediate Timer duidt op een wachtmoment in het proces, of een onderbreking van het proces op een specifiek tijdstip.

INTERMEDIATE LINK: een Intermediate Link wordt gebruikt om verschillende delen van een proces met elkaar te verbinden. De link gaat van naar .

START RULE: een Start Rule wordt gebruikt wanneer een bepaalde regel of bepaalde voorwaarden het proces doen starten. (vb. ‘als temperatuur hoger dan 30°C)

INTERMEDIATE RULE: een Intermediate Rule wordt gebruikt wanneer een bepaalde regel of voorwaarde een proces onderbreekt.

ACTIVITEIT: een activiteit is een eenheid van werk dat uitgevoerd moet worden. Onderscheid tussen activiteiten maken we a.d.h.v. het principe van ‘eenheid van plaats-tijd-functie’.

SUB-PROCESS: bepaalde Activiteiten worden gegroepeerd in een Sub-Process. In een onderliggend niveau worden dan de verschillende Activiteiten weergegeven.

LOOP ACTIVITEIT: een Loop duidt aan dat de activiteit verschillende keren na elkaar kan doorlopen worden, totdat of zolang aan een bepaalde voorwaarde voldaan is.

XOR-GATEWAY: we gebruiken de XOR-Gateway als slechts één van de takken na de opslitsing doorlopen kan worden (exclusieve beslissing).

AND-GATEWAY: we gebruiken de AND-Gateway als alle takken na de opslitsing doorlopen moeten worden (parallelle procespaden).

OR-GATEWAY: we gebruiken de OR-Gateway als 1 of meerdere van de takken na de opslitsing doorlopen kunnen worden (inclusieve beslissing).

SEQUENCE FLOW: geeft de volgorde weer waarin de verschillende processtappen doorlopen worden en verbindt enkel Activiteiten (of Sub-Processen), Events en Gateways.

MESSAGE FLOW: een Message Flow geeft de stroom van boodschappen weer tussen 2 deelnemers (voorgesteld door pools).

ASSOCIATION FLOW: een Association Flow wordt gebruikt om informatie (tekst en grafische niet-flow objecten) te verbinden met de symbolen in de procesflow.

TEXT ANNOTATION: wordt gebruikt om extra informatie (opmerkingen, nuances,…) aan de visuele voorstelling toe te voegen. Wordt steeds verbonden met een Association Flow.

DATA OBJECT: geeft extra informatie over documenten, templates, systemen,… die bij bepaalde processtappen gebruikt worden. Wordt steeds verbonden met een Association Flow.

POOL: een Pool geeft de organisatie weer waarbinnen de processen zich afspelen.

Po

ol LANE: een Pool kan ingedeeld worden in Lanes die dan de

verschillende afdelingen, diensten, functies,... binnen dezelfde organisatie voorstellenL

an

e

Uitvoeren activiteit

Tekst Annotatie
























Po



an

e


Tekst Annotatie
























Po



an

e


Tekst Annotatie
























Po



an

e


Tekst Annotatie

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Events

Intermediate Events

These Event types indicate the different ways that a process may be interrupted or delayed after it has started. Each type of Intermediate event will have a different icon placed in the center of the Intermediate event shape to distinguish one from another.
























Poo

l LANE: een Pool kan ingedeeld worden in Lanes die dan de verschillende afdelingen, diensten, functies,... binnen dezelfde organisatie voorstellenLa

ne


Tekst Annotatie
























Poo


ne


Tekst Annotatie
























Poo


ne


Tekst Annotatie
























Poo


ne


Tekst Annotatie

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Events

End Events

A BPMN modeler can define the consequence of reaching an End event. This will be referred to as the End event result.
























Poo


ne


Tekst Annotatie
























Poo


ne


Tekst Annotatie

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Events

In practice

Events can be used in the normal process flow:

They represent things that happen during the process.

Events can also be attached to the boundary of an activity:

They indicate that the activity should be interrupted when the Event is triggered.

Announce issues for discussion

E-mail discussion deadline warning

Delay 6 day from announcement

Receive confirmation

Send cancellation

notice

2 Days

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Events

In practice

Link Events can be used for Off-Page connectors.

Link Events can be used as “Go-To” objects.

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Activities

Overview

This symbol can be atomic or non-atomic (compound). Atomic: Activities Non-atomic: Sub-processes (collapsed & expanded)

Both are represented by rounded rectangles.

Atomic Non-atomic

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Activities

Markers for an activity or sub-process

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Markers

Loops

Markers

Loops

Until loop in Sub-process:

While loop in Sub-process

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Markers

In practice

Position of the marker: In the collapsed sub-process the marker is placed next to the

‘+’symbol. In the expanded sub-process the marker is repeated.

The symbol for a collapsed sub-process and also the loop-marker are frequently used, the other markers are not widespread in use and can be avoided.

Write a book

Write chapter 1

Write chapter 2

Write chapter 3

Write chapter 4

Write chapter 5

Write chapter ...

Write a book

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Gateways

Overview

A Gateway is used to control the divergence and convergence of Sequence flow. Thus, it will determine branching, forking, merging, and joining of paths. Internal markers will indicate the type of behavior control.

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Gateways

Exclusive gateways (XOR)

Exclusive gateways (Decisions) are locations within a business process where the Sequence flow can take two or more alternative paths. The Exclusive decision has two or more outgoing Sequence flow, but only one of them may be taken during the performance of the Process. There are two types of Exclusive decisions:

Data-based:

Event-based:

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Gateways

Inclusive gateways (OR)

This Decision represents a branching point where alternatives are based on conditional expressions contained within outgoing Sequence flow. However, in this case, the true evaluation of one condition expression does not exclude the evaluation of other condition expressions. Since each path is independent, all combinations of the paths may be taken, from zero to all. However, it should be designed so that at least one path is taken.

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Gateways

Parallel gateways (AND)

Parallel gateways provide a mechanism to synchronize parallel flow and to create parallel flow. These Gateways are not required to create parallel flow, but they can be used to clarify the behavior of complex situations where a string of Gateways are used and parallel flow is required.

In this case you have to wait for both Activity C and D to be finished, before you can start Activity F.

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Gateways

In practice

To be clear and understandable, it is recommended to limit the use of Gateways to these three:

A Gateway controls the process flow, thus if the flow does not need to be controlled, a Gateway is not needed.

A Gateway splits the process into different flows. It can be recommended to repeat the Gateway when the different flows merge, if it is necessary for the understanding.

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Connecting objects

Sequence flows

A Sequence flow is used to show the order that activities will be performed in a Process. Regular Sequence Flow:

Default Sequence Flow:

Conditional Sequence Flow: The diamond shape is used to relate the behavior to a Gateway (also a diamond) that controls the flow within a Process.

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Connecting objects

Sequence flows: in practice

1. Sequence Flows only connect Activities, Events and Gateways.

2. A Sequence Flow cannot cross a Pool boundary or a Sub-Process boundary.

3. Avoid using the Conditional Sequence Flow, but use one of the 3 frequently used Gateways in combination with Regular Sequence Flows.

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Connecting objects

Message flows

A Message flow is used to show the flow of messages between two participants that are prepared to send and receive them. In BPMN, two separate Pools in the Diagram will represent the two participants (e.g., business entities or business roles).

Example:

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Connecting objects

Message flows: in practice

A message Flow can connect to the boundary of the Pool or to an object within the pool.

Message Flows are not allowed between object within a single pool.

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Connecting objects

Associations

An Association is used to associate information with Flow Objects. Text and graphical non-Flow Objects can be associated with the Flow Objects.

An Association can be used to associate Artifacts and Activities. Associations are used to show how data is input to and output

from Activities.

Text Annotations can be Associated with objects.

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Swimlanes

Overview

BPMN uses the “swimlanes” concept to partition and organize activities.

The two types of swimlanes are: Pools represent organizations, e.g. your own company, a

supplier or a shipping partner. Lanes are organizational sub-structures of pools, representing

departments or roles, for instance.

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Swimlanes

Pools: in practice

Pools represent participants in an interactive Business Process Diagram. A participant may be a business role (e.g., “buyer” or “seller”) or

may a business entity (e.g., “MÖBIUS”)

A Pool may be a “black box” or may contain a Process. Interaction between Pools is handled through Message Flow. Sequence Flow cannot cross the boundary of a Pool

( = a Process is fully contained within a Pool)

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Swimlanes

Lanes: in practice

Lanes are used to organise and categorise activities and represent sub partitions for the objects within a Pool.

They often represent organization roles (e.g. Manager, Associate) or departments (e.g. Finance, HR), but can represent any desired Process characteristic.

Sequence Flow can cross Lane boundaries.

Sec

reta

riaa

t / i

nfo

bal

ie /

...A

rtse

nV

erp

leeg

kun

dig

en1e behandeling

Afsluiten dossier

Heelkundigeingreep

Maken afspraak voor counseling

gesprek

Patiënt wacht op counseling

Registreren patiënt a.d.h.v.

SIS kaart en UZ badge

Counselen patiënten

Patiënt is tevredenmet informatie

Patiënten met 1e behandeling in CRG

Afhandelen intake (dossier +

documenten)

Beantwoorden telefoon

Informerenpatiënt

Mail

Telefoon

Beantwoordenaanvragen

Typeaanvraag

Aanvraagdocumenten

Informatie

Brief

Afspraak

Opsturen relevante info en

beheren alternatieve aanvragen

Informeren patiënt en

doorverwijzen naar website

Maken afspraak

Extra vraag voor verpleegkundige

Extra vraag voor arts


Extra infonodig?

Verzamelen extra informatie

Ja

NeenInformeren

patiënt

Tijd dat patiënt onderzoeken ondergaat en wacht op 2e consultatie

Bekijken resultaten en voorstellen

behandeling

Extra infonodig?

Verzamelen extra informatie/

opzoeken dossier

Neen

Ja

Wachten in wachtzaal

Registreren patiënt a.d.h.v.

SIS kaart en UZ badge

Raadplegen patiënt

60%

Opstellen verwijzingsbrief

voor huisarts40%

Fax

Voor buitenlandse patiënten kan opsturen dossier vanuit buitenland weken duren

Klaarmaken en plannen

ingre(e)p(en)

Plannen afspraken

bloedafname, anesthesie

(en radiologie)

Patiënt wacht op consultatie

Uitvoeren ingreep

Patiënten met 2e of volgende behandeling in CRG

Startdatum te bepalentijdens counseling

Startdatum later te bepalen

Wachttijd tot startdatum behandeling(1 tot 3 maand)

Patiënt belt van thuis

Beantwoordenoproep

Evalueren en/of herplannen startdatum

2e behandeling en volgende

Klaarmaken documenten 2e

en volgende behandeling

Bellen voor herplanning

Herplanningmogelijk

Geen herplanning mogelijk

Plannen en implementeren onderzoeken

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Artifacts

Overview

Artifacts provide the capability to show information beyond the basic flow-chart structure of the Process.

There are currently three standard Artifacts in BPMN:

Additional Artifacts may be standardized in later versions. Modelers and Modeling Tools can add new Artifacts to a diagram.

Specific industries or markets may have their own set of Artifacts. Their shapes must not conflict with existing shapes.

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Artifacts

Text Annotations

Text Annotations are a mechanism for a modeler to provide additional information for the reader of a Process flow.

Text Annotations can be connected to a specific object on the flow with an Association.


Informerenpatiënt

Ja

Extra infonodig?

Verzamelen extra informatie/

opzoeken dossier

Neen

Voor buitenlandse patiënten kan opsturen dossier vanuit buitenland weken duren

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Artifacts

Data objects

Data Objects are considered Artifacts because they do not have any direct effect on the Sequence Flow or Message Flow of the Process, but they do provide information about what activities require to be performed and/or what they produce.

Data Objects are Artifacts that are used to show how data and documents are used within a Process.

Data Objects can be used to define inputs and outputs of activities.

Data Objects can be given a state that shows how a document may be changed or updated within the Process.

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Artifacts

Groups

Groups: a grouping of activities that does not affect the Process Flow. The grouping can be used for documentation or analysis purposes. Groups can also be used to identify the activities of a distributed transaction that is shown across Pools.

Groups are Artifacts that are used to highlight certain sections of a Diagram without adding additional constraints for performance – as a Sub-Process would.

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BPMN

In practice

In process modeling there is often more than one “best solution”. The most important is: to model according the agreed conventions. that the process flow is understandable. that the process flow represents the actual (or future) process.

You can model in a horizontal direction as well as in a vertical. If the client has no preferences, we model in a horizontal direction (for practical reasons).

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BPMN

In practice

Never change the size of the BPMN-symbols.

Use preferably for the Activity name: font Arial - font size 10pt.

Chose a title for an activity that fits in the symbol, preferably on maximum 4 lines. The margins within a symbol can be adjusted, if necessary.

(for Visio: Format - Text - Text Block: Margins left & right)

E-mail discussion deadline warning

E-mail discussion

deadline warning

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BPMN

In practice

Do not write anything inside an Event or Gateway symbol.

Comments and remarks can be added through Text Annotations - font Arial - font size 8pt.

Decison on

request

Message is

received

Customer calls with extra information

See next slide.

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BPMN

In practice

The question/rule/choice/condition linked with a Gateway can be mentioned: In the Activity preceding the Gateway. (preferably)

As Text Annotation associated with the Gateway.

On the Sequence Flow preceding the Gateway. (to be avoided)

The description of the different outputs of a Gateway are written on the Sequence Flows resulting from the Gateway.

Decision on request

Decision on request

Decide on request

Request approved

Request rejected

Extra information neededDecide on

request

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BPMN

In practice

When an activity is executed by different functions at the same time, do not extend the activity over several lanes, but use the AND-Gateway to split the flow over the lanes.

When the convention is to put departments or services as Lanes, you can add the dimension of rolls or function by coloring the Activities.

CF

OF

inan

cial

ad

viso

r

Decide on request

CF

OF

inan

cial

ad

viso

r

Decide on request

Decide on request

BPMN IN MS VISIO

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Using BPMN with MS Visio

Opening the BPMN-stencil

BPMN-stencil is needed to use elements in MS Visio Get the BPMN-stencil in the directory you store it

File - Shapes - Open Stencil… - select “BPMN Stencil”

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Getting started…

Drag and drop the elements on your Visio document

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Example

process modeling 1. 2 process modeling - theory definition what is process modeling? the...

Documents

process business process

process domain process

new process

main process fra

activity bloc subprocess

macro process map fra

activity bloc n level

practice level