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How the BPM system works

BPMS (business process management system) is a class of corporate information systems for digitizing business processes.
They allow the company to be flexible and responsive to market changes. BPM system will help model business processes, monitor them, identify bottlenecks and points for improvement.

The idea behind any BPM system is very simple: when implementing business process management in your company, you describe them by using clear diagrams without involving IT experts. Settings are made with a click of a mouse and do not require programming skills.

The plan of action is sent for execution. This means that all participants in the business process receive tasks in the system in a preset sequence. At the same time, the BPM system allows you to track and control the progress of work in real-time.

Potential optimization opportunities are identified based on monitoring of the already available data. Improvement of processes is carried out in an understandable visual environment and can be performed by the citizen developers. This allows you to quickly respond to new market trends and form a competitive advantage.

How the BPM system works

Modeling of business processes
in an intuitive designer

Digitizing a process begins with its outline in a graphic designer and doesn’t require any input of a programmer. The process is created from ready-made blocks, as in a constructor. Simply put them in the correct order, assign the executives, and set the deadlines.

Modeling of business processes in an intuitive designer

Modern international BPMN 2.0 notation is used for modeling. It allows you to create diagrams for even very complex business processes in a comprehensible way. The completed diagram demonstrates the logic of the process, its participants, and the sequence of their work.

As soon as the diagram is ready, the data with which the participants in the process will work are determined. It is indicated where and how these data will enter the process. This information will be required by executors to complete tasks and make motivated decisions.

Process execution

The process engine which is at the heart of the BPM system automates the setting of tasks, guides the process to the desired branch, as well as collects and transmits data, provides access to it within the executable process.

After starting the process, all tasks and notifications are automatically sent to its participants at the required stage. At the same time, the sequence specified in the diagram during simulation is observed. The performer does not need to think about where to direct the result of his work. ELMA365 knows which employee to assign the next task to after the current stage is completed.

Process execution

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Process control and monitoring
in real-time

ELMA365 gives managers various tools to monitor and control processes.
They help identify bottlenecks, take timely action, and correct employees' performance.

Process control and monitoring in real-time

You can track the progress of the process using a Kanban board. When the process status changes, it moves from one column of the board to another.

You can also understand at what stage a particular business process is at the moment by checking its summary page. It is created in the system for each process and demonstrates the movement pattern in real-time. All completed operations are outlined in blue, and the current one is outlined in green.

Continuous process improvement

There is no need to involve the IT Department to streamline processes. It is enough
to have the expertise of citizen developers only to edit processes in low-code.
New ideas can be quickly tested and analyzed for their effectiveness in practice.

To maintain a competitive edge, businesses need to continually optimize their processes. In this case, the more flexible the automation tool is, the faster it will allow the company to respond to market changes.

In ELMA365 you can improve processes as you go. Add participants, customize interfaces and adjust the logic of the process in the visual editor. You don’t need to interrupt the work of already running processes, and the changes will take effect immediately after they are published.

Continuous process improvement

Integration with RPA

Not only people but also robots can act as participants in the process. They can perform a series of simple, often repetitive tasks. This is a great solution for tasks that take up a lot of time of the employees and carry the risks of random errors that arise due to the human factor.

Integration with RPA

Document Flow

Classic set of tools for document flow management in the company. ELMA365 helps organize the electronic office and ensures safe data storage. Exchange of legal files with the counterparties is also included. Document routing is automated through end-to-end business processes.

Организация продаж
Digital archiving

Digital archiving

ELMA365 is a platform, where managers can quickly search and upload documents and respond to requests. As all data is gathered in one place, the document search is simple — you do not need much information to find a record.

Electronic document management

Control the receipt and storage of original documents and facilitate the search of digital and paper files.

ELMA365 offers features that conform to the rules of document processing. They include document registration, automatic contract number assignment, and continuous page numbering. All documents in the system form a single document register.

Employees with different access rights can use simple storage and search options to find necessary files momentarily. The system allows companies with branch offices in several cities to streamline their document workflows.

Electronic document management
Financial documents

Financial documents

In ELMA365 it is easy to automate work with financial documents. Routes for approvals of the incoming invoices prevent file loss and lower the risks of late payments. Stages of consideration become clear and easy to track and monitor.

As soon as the system receives an invoice from the counterparty, ELMA365 determines the responsible for the approval and sets them a task. Deadlines for consideration are strictly defined, in case of any delay you can trace at which stage the difficulties have occurred.

If the regulations within the company changed, the tool easily adapts to this. The routes can be easily adjusted in just a couple of clicks: adapt them to the updated structure, change the order of the approvals, terms, and deadlines.

Contract management

Служебные записки

Office notes

In ELMA365, office notes can be created in just a few seconds and sent to the addressees straight away. Employees do not need to walk around the office carrying papers if they want to approve a day off. It’s enough just to fill in the request online. It is possible to do it even from their phone. The system itself forms a document and sends it to the relevant manager. Putting an order for the office equipment, requesting a day off, or sending an employee on a business trip is now possible fast and hustle-free.

Approval routes

Well-organized approval document workflow takes the burden from employees’ shoulders. They don’t need to waste time on unnecessary interactions or bear losses. In ELMA365, documents are submitted for approval automatically. Routings are based on preset rules, so managers can get back to what matters most instead of concentrating on the approval order.

Documents are not passed through unneeded coordinators — only the responsible users receive them for approval. The process takes less time and the document loss never occurs — you can always monitor the document workflow online.

Approval routes

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