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08 April 2013

The Business Process Management Suite (BPMS) Work Environment

This post is also available in: Spanish

For a BPM Suite to effectively manage an entity’s activities, it must contain a Platform to optimize the work environment.

The Intranet, which emerged as an environment for company employees to share information, has evolved over the years. It has passed through many stages to become a Corporate Portal, and many improvements have been made over time: from internal access to universal access, from offering Information to offering Communication, and from offering Communication to offering Collaboration.

– Information refers to the transmission of knowledge in a single direction

– Communication is the transmission of knowledge in both directions

– Collaboration, as the name suggests, refers to a common working environment

Continuous Communication and Collaboration allow a company to very easily convey its experiences. This immediately affects the efficiency of the company’s actions: mottos, strategies, results, resolved cases, characteristics and competency actions, sales pitches, etc., immediately increasing the success of any action. Thus, coordinating team collaboration will optimize management, maximize productivity and drastically reduce costs.

Corporate Intranet within BPMS

If BPMS manages the tasks performed in an entity, and the Corporate Intranet manages the work environment, it is difficult to conceive having the Corporate Intranet independent of the entity’s BPMS.

A Business Process Management Suite (BPMS) offers an optimum environment for information to be shared, and allows for seamless communication and collaboration between personnel from different company departments, work teams, delegations, etc.

But not just between the company employees. The platform also reaches any external users (agents, customers, suppliers, etc.) that have a connection to the company.

The Corporate Intranet integrated in BPMS will manage the immense volume of active information handled in a company, easing the collaboration between people that work in, and with, the organization (employees, customers, agents, collaborators, etc.). This optimizes teamwork, regardless of the geographical distance between the users.

  • The Entity will be able to communicate its corporate spirit, company policies, internal regulations (hygiene, occupational safety, etc.), plans and strategies, etc. to the entire organization, as well as any changes at the exact moment that they are performed.
  • The Work Areas: departments, sections, teams, committees, members of a project, etc. will have their own information procedures, particular to each area.
  • The Employees will also be able to access the different information procedures offered by the BPM Suite, both to receive and to provide information.

The BPM Suite will automate processes for the preparation and reviewal of digital contents, automatic publication in the portals and, in general, the optimization of the use of corporate knowledge.

Information, Communication and Collaboration Channels

This information, Communication and Collaboration is supported on the Corporate Platform (for employees) and extended to External Portals (for customers, suppliers, subcontractors, etc.) and the entity’s public Website, according to the types of users that the entity works with.

           

Employee Portal

The Employee Portal will have all the communication channels offered by the latest technologies: publication in bulletin boards, different types of survey, forums and online debates in which all the users or user groups can participate, shared agendas, access to personalized documents and reports, etc.

However, the truly effective communication and collaboration system is the workflow of the tasks that each employee is assigned to and that arrive in the users own work desk.  These tasks organize, control and manage all the work to be performed: ranges, priorities, deadlines, multiple searches, planning, viewers, ordering, alerts, etc.

External Portal

This type of portal will be designed to provide a perfect online setting for constant and controlled information, communication and collaboration, accessible by different groups or External User profiles that maintain a regular relationship with the entity: distributors, regular customers and suppliers, advisors, collaborators, subcontractors, etc.

For example, an External Portal for customers means that company processes related to Marketing and Sales can be automated: the offer – order – shipping – billing – payment phases, maintenance contracts, after sales service, etc. The entire record of rendered services will be automatically updated as they are completed.

A next generation BPMS allows unlimited External Portals to be created, tailored to the needs of each different type of account. Different Portals can be created for the different Customer or Supplier profiles, Portals in different languages, etc.

Corporate Website

For users with less relation to the entity, the public website can be used to communicate any questions, notifications, queries, etc., as some BPMS have a Contact Platform for this purpose. This is the case with the AuraPortal WIP (Wide Interaction Platform) where, when somebody communicates a question, notification, query, etc., a process specially designed for each action will start automatically, allowing the external users to participate in the entity’s operative processes. Thus, excellence in the service is achieved and resources are optimized. And this is all performed over the website, email, mobile device, etc.