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 actions are 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.
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 right order,
assign the executives and set the deadlines.
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.
BPMN 2.0 Standard Elements
Business processes in ELMA365 are described using standard graphic elements of BPMN 2.0 notation. In the diagram, the executors are represented as swimlanes, and their actions are shown in the form of sequential tasks. Decision points are indicated by gateways, pending by timers. There are special blocks for notifications and launching of the subprocesses. This approach makes the process chart understandable to a wide audience, from technical specialists to business users.
Along with the standard BPMN elements, you can use special blocks developed by us to simplify modeling. For example, ready-made ECM activities help to interpret actions such as signing and approving documents, generating from a template. Webhooks allow you to set up integrations, sending sms or email to inform customers and employees in a timely manner, statuses help track the progress of the process. If there are not enough elements available, you can always implement the necessary business logic through scripts.
Flexible task form customization
All forms are created in a graphic editor and are configured in accordance with the specifics of the data in the business process. Add your own fields and arrange them on the form in the desired order. Group information using tabs, or divide the form into logical segments using panels. Hide or show fields depending on what data the executives enter into the form. This makes it easier for employees to navigate the task and get the job done.
Scripts can be added into the process already during the modeling phase. They allow analysts to expand the functionality of the system and the actions that employees previously performed manually. For example, you can use scripts to automatically fill out forms, calculate field values, or determine which branch the process will follow. Scripts are written in TypeScript and run inside forms and individual operations. The development environment is maximally adapted for users without special technical skills. Tooltips, syntax highlighting, and autocompletion help you quickly implement ideas and make changes.
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.
Time limit for tasks
Lead time is a critical metric for some tasks. With ELMA365, you can limit the deadline for completing a task and set up notifications for any delays. At the same time, the platform will take into account the work schedule adopted by the company, official days and holidays.
If the task is not complete in due time, the system will inform and escalate the delay which will allow the executives to react to the situation in time and take the necessary measures.
Flexible choice of the executor
As part of a business process, you can assign task not to a specific user, but to an entire department. Employees who are less busy at the moment will be able to start working immediately. Meanwhile, the system will cancel the task for other employees of the department. This eliminates downtime and increases company productivity.
Different startup scripts
Depending on the selected settings, business processes can be started manually or automatically according to a schedule. This can be done at regular intervals. For example, the salary payout process will automatically start on the 10th and 20th every month. If these dates fall on a non-working day, then the start of the process can be postponed to the next working day.
The presence of a standard API allows you to launch business processes in ELMA365 from external systems, receive status on previously launched business processes and manage the progress of their 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.
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.
With the help of tasks setting, you can establish transparent interaction within the company and improve performance. All tasks an employee must complete are recorded in the system, have clear deadlines and store the history of the executor's actions.
Supervisors have access to their subordinates’ task lists. This allows you to control the workload of employees, as well as reassign tasks in case of illness or vacation.
Keeping track of the performance is easy with informative reports. They contain detailed statistics for each employee for the selected period: how many tasks were completed on time and how many were overdue. This information can be used to analyze performance and calculate bonuses or fines.
Automatic notifications allow you to always keep the situation under control. They come to the manager or responsible employee if an error occurs during the process, or the executor of the task has not been identified, or the work is not completed on time.
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.
ELMA365 supports versioning of processes. This eliminates errors in already running processes while improving them and provides a seamless transition to the updated version.
In addition, you can track the history of changes and quickly return to the previous version of the process if needed.
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 employees' time and carry the risks of random errors
that arise due to the human factor.