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In every organization, activities are conducted through workflows. These workflows are known as Processes. Processes can be automated to ensure that they function correctly and with maximum efficiency. This automation is achieved with a BPMS (Business Process Management Suite) which, as its name suggests, is the software that supports Business Process Management.
BPMS offers many advantages, such as work optimization, cost reduction, compliance with regulations, and the list goes on, but one of the most predominant advantages are the observation, control and analysis of company activity in real-time, which allow for fast and well-informed decision making.
The vast amount of information handled by BPMS
The information handled by a BPM Suite is far greater than the information a company has ever been able to handle before, even if the company has already reached a certain level of Process Management maturity.
Because a next generation BPM Suite manages most of the business activity, it can also handle:
- Structured Information. All data created, modified or deleted, not only from the BPM Suite, but also from the other applications used in the company that have been integrated into the suite: ERP, Legacy, etc.
- Non Structured Information. Documents of any type that have been created, supplied by external users (customers, suppliers, etc.), filed, queried, signed or deleted. This is also the case with digital content.
- Rules Information. Business rules, strategies, procedures and regulations, both internal and compulsory, of textual or mechanical nature.
- Information about Activities. About people, groups and roles that intervene in the execution of processes and Free Workflow tasks (minor or unstructured activities); and about times, usage and foreseen and incurred costs, etc.
The correct implementation of a next generation BPM Suite makes it possible to convert this vast quantity of information into available knowledge.
The treatment of Information provided by BPMS
When the day-to-day processes are executed with BPMS, all the generated information becomes automatically recorded and organized according to the structure that has been determined. This allows the Intelligence tools in the BPM Suite (BAM (Business Activity Monitoring), Dashboard, BI (Business Intelligence), KPI’s (Key Performance Indicators), etc.) to automate the observation, control and analysis of the facts and data in the organization.
1. The User Activity
Any type of analysis can be obtained about the employee and external user access to the suite, including statistics about their activity, any errors that occur, etc. An example of this is the start/end session which records the pages accessed by each user, displaying the name, browser version, IP and domain. It also shows statistics, by hour, day, week or month, of the pages and options visited, the images and documents downloaded, bandwidth usage, search engines, phrases and keywords used, etc.
2. The Document Activity
BPMS can punctually provide each user with their own personalized documents and reports.
To optimize queries, different views can be created depending on the desired criteria. Documents from several libraries can all be displayed in the same view. The columns and filters are configurable, and a great deal of information about each document can be obtained, for example:
From this details window we can view the complete LOG of the document lifecycle, which offers the date and time of all the actions performed by the users (creation, modification, reading, deletion, and digital signature); the type of action, either manual (performed by a user) or automatic (performed by the system); and from where the action has been carried out (process task, library, family element, personal role, web service, external application, etc.).
3. The Management Activity
In the day-to-day running of the company, each executed process records all the information generated throughout execution, both manually introduced by the users and automatically generated by the system or through interaction with external applications.
Meanwhile the KPI’s (Key Performance Indicators) register certain values in order to analyze the performance of the processes for making decisions. Any type of KPI can be designed with a next generation BPMS.
Depending on the type of information, it will be registered and analyzed in a specialized manner by one of the following mechanisms:
When the system detects an anomaly, it automatically generated alerts, alarms or warning notifications and it may even block the processes until the problem is resolved.
The Dashboard includes sets of queries and reports created by the user to observe and control the execution of the processes while they are running. BPMS offers at least three types of query:
- Process Queries. To query the executed processes under the desired criteria, in Views that have been easily designed by the user.
- Time Queries. To display the process completion times under several criteria: processes, tasks, control points (KPIs), spans, etc., with control of deadlines, critical levels, thresholds, and margin alerts and alarms, etc.
- Execution Control. This allows an exhaustive control of every running or terminated process. The diagram of the Class of Process can be consulted, along with the Tracking that reproduces the flow of the process. This Tracking displays all the objects that the process current has passed through, including all the field values, comment logs, documents and chronometry.
Business Intelligence includes sets of queries and reports created by the user to perform individual and statistical analyses of the terminated processes.
With Business Intelligence we can obtain statistics, reports, process status and the BPMS engine activity, analyzing key indicators with drill down techniques and BI (Business Intelligence) tools, using OLAP cubes. The information obtained can be displayed in tables or charts (pie, bar, etc) similar to the image below, or customized to the suit the user.
But above all, BPMS punctually provides each user with all necessary, personalized information, automating the observation, the control and the analysis of the facts and data that are generated in the entity.