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.
2. AGENDA
09/05/2013 2
BPM Use Cases
Tips from Our Professional
Services Consultant
Demo of Simple Process
Application Development
Live
Demo!
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
09/05/2013 3
Hasn‟t This Been Done Before?
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
09/05/2013 4
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
5. WHY BPM
09/05/2013 5
Drivers for Adoption
BusinessDriver
Source: Derived from BPTrends Research Data
0% 10% 20% 30% 40% 50% 60% 70%
Manage IT resources
Other
Regulatory
Customer Service
Innovation
Organizational Agility
Operational Efficiency
2011
2009
2007
2005
15. 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
09/05/2013 15
16. 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
09/05/2013 16
17. “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
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
09/05/2013 18
19. 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.
09/05/2013 19
“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
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
09/05/2013 20
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
09/05/2013 21
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
09/05/2013 22
““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
23. 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.
09/05/2013 23
24. 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
09/05/2013 24
25. THE PROCESS TO BE AUTOMATED
Employee 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‟
09/05/2013 25
27. 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
30. 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?
31. 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
32. COLLABORATION
• Communication with stakeholders
- share process diagrams
- share process (internal) documentation
• Communication with IT / technical
implementation
- Use a shared repository
33. 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
34. 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:
36. 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
40. CRON Task
SYNCHRONIZE LDAP USERS
40
BOS
DB
LDAP
Synchronizer
Program
Add users
Modify users
Remove users Read only
41. UTILIZE KEY PERFORMANCE INDICATORS
41
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%
42. 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
45. CONSTRUCTING A PROCESS
45October 10, 2010
Draw
Process
Connect to
Systems
Define Actors
in
Organization
Design forms Run Monitor
46. 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
48. THANK YOU, AND…
48
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Notas do Editor
Existing applications within your organizationHighest rated connectors are our most popular connectorsApplying connectors to workflow (email)combines business intelligence, alerts and workflow to help your organization run more efficiently
Several member organizations, including national securities and annuities groups. The company earns several hundred million dollars annuallyThousands of employeesOnce a given process, such as invoicing payments, is fully mapped, the focus will shift to making the process paperless via an automated online service built in Bonita Open Solution.Evaluation CriteriaBe easily configurable Be able to easily integrate with third party messaging tools such as Java Message Service (JMS)Be able to provide message event mapping of variablesIntegrate into an established, large, and complex IT environment
Several member organizations, including national securities and annuities groups. The company earns several hundred million dollars annuallyThousands of employeesOnce a given process, such as invoicing payments, is fully mapped, the focus will shift to making the process paperless via an automated online service built in Bonita Open Solution.Evaluation CriteriaBe easily configurable Be able to easily integrate with third party messaging tools such as Java Message Service (JMS)Be able to provide message event mapping of variablesIntegrate into an established, large, and complex IT environment
Companya single point of contact for all types of insurance: life insurance, pension funds, health insurance, etc.Project objectivesallow detailed monitoring of customer requests treatmentProcesses upgradedcustomer relationship management and the allocation of cases to different servicesResults30% fewer documentstime savings equivalent to 3 full-time employeesadministrative efficiency
Several member organizations, including national securities and annuities groups. The company earns several hundred million dollars annuallyThousands of employeesOnce a given process, such as invoicing payments, is fully mapped, the focus will shift to making the process paperless via an automated online service built in Bonita Open Solution.Evaluation CriteriaBe easily configurable Be able to easily integrate with third party messaging tools such as Java Message Service (JMS)Be able to provide message event mapping of variablesIntegrate into an established, large, and complex IT environment
Several member organizations, including national securities and annuities groups. The company earns several hundred million dollars annuallyThousands of employeesOnce a given process, such as invoicing payments, is fully mapped, the focus will shift to making the process paperless via an automated online service built in Bonita Open Solution.Evaluation CriteriaBe easily configurable Be able to easily integrate with third party messaging tools such as Java Message Service (JMS)Be able to provide message event mapping of variablesIntegrate into an established, large, and complex IT environment
Several member organizations, including national securities and annuities groups. The company earns several hundred million dollars annuallyThousands of employeesOnce a given process, such as invoicing payments, is fully mapped, the focus will shift to making the process paperless via an automated online service built in Bonita Open Solution.Evaluation CriteriaBe easily configurable Be able to easily integrate with third party messaging tools such as Java Message Service (JMS)Be able to provide message event mapping of variablesIntegrate into an established, large, and complex IT environment
Some of these best practices come from Bruce Silver’s Elements of BPMN Style (some are from our collective experience)As you know when you model process diagram you deal with lerge number of activities, gateways and envets…Business Process Modelling can be viewed as the second stage of the BPM approach, laying the foundation for the process analysis, improvement, implementation and control steps.
Allows the reuse of existing processCreate a collection of basic processes to be reused in global processes is a good practiceSubprocesses are an integral part of any BPM Systems. Business processes are complex and have several moving parts. While designing the process you feel that this could be broken into smaller individual parts. When processes become too complex, subprocesses come into picture.
When you have created a form in a Process or in a Step, you can save it as a Template to be reused. While in the form, go to the Menu bar and select Forms -> Save form as template. To create a new Form template, go to the Menu bar and select Forms -> Create form template. A form with several empty widgets will appear. When you Createa new Form, you can choose from templates if they have been created, or you can choose to duplicate an existing Form.
Connectors should be used to make quick actions, without breaks.
With Business Process Management (BPM) the workflow of activities and information is modeled and controlled as an end-to-end process in order to ultimately automate tasks as much as possible.
The two processes will behave in the exact same way:First one as an explicit gateway after “Complete trip request“Second one is determined by the default behavior of outgoing transitions: XOR
there is a famous saying which says “That which cannot be measured cannot be managed”There are 4 components to any KPI.What is being measured ?Who is measuring it ?At What Interval is it Being Measured ?How frequently is the Information being transmitted to the Control Room ?Many firms have metrics that they show to the outside world. Then there are the ones they use internally to monitor their progress.These are called Key Performance Indicators (KPIs). They are selected measurements that together can provide a holistic view of the business, Let’s say your goal is to acquire new customers. Meaningful measurements would be:*New customers added in month.*Increase over last year in new customers per quarter.*Increase over last year in new customer per quarter in a specific demographic group.*Increase over last year in new customers per quarter in a holiday period.Or, you might want to increase repeat purchases. You would measure:*Frequency of purchases in one year.*Ratio (frequency of purchases to opportunity to purchase) in one year.*Moving average of customer purchases over six-month period.
With most BPM deployments, there are usually three major stakeholders involved: business users or functional owners – the ones closest to the process (such as a purchasing director), IT people who are able to transform the process model into business process applications, and end users (those who will actually use the deployed application). Make sure that you encourage collaboration between your developers and your end users throughout the deployment process. Getting this sort of feedback from your end users to make sure that your BPM application is actually usable can make the difference between a deployment that is embraced and one that is abandoned.
During this demo today, I will design & build Invoice management process and show you how easy it is to design the BPM process & demonstrate key features in bonita open solution. With that, we will draw the process on the white boardassign different level of actor (user) using actor selectorconfigure Email system to notify requestor and approvers design form to user to interact with using Bonita From Designer. Apply condition on the workflow.
[Sapna] Highlight what PT are and their value. What PT are available in the HR space. Also mention that the Onboarding example you just saw was a Process Template