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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 processes 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.
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.
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 the 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 to 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.
Debugging is a stage of business process development that helps complete your business processes faster. Check the logic of your operations in real-time; assess the ease-of-use and intelligibility of form settings, and accuracy of the scripts. If an error occurs during the debugging process, the incorrect operation name is highlighted in red and detailed information about the error is provided.
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 off, 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 tasks 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.
Substitutions. Business calendar.
The platform offers a substitution feature that prevents business process bottlenecks. When an employee is absent, the administrator can appoint a substitute and provide them with temporary access. In such cases, employees will always know who to contact on work matters. This information is visible in the system next to the substitute name when creating tasks and performing other actions. Leaves, days off, and holidays are indicated in the business calendar. When ELMA365 estimates the timeframes for task fulfillment, events planned in the calendar are taken into account.
The ELMA365 integration capabilities exclude user errors during the process of transferring data from one system to another, save employees’ time, and automate routine tasks. Use ready-made scripts to fetch data from external systems and third-party libraries. ELMA365 can be seamlessly integrated with servers, websites, finished software products, and databases.
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Process control and monitoring
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 task settings, 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 to 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. Notifications 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.
Use process monitoring to keep track of the process bottlenecks and boost the effectiveness of the company’s operations. Analyze business efficiency, control the current state of business processes and their execution stages in real-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 version control 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.
BPM system is a tool for managing changes
When a company automates its business processes, it gains flexibility and adaptability to the changing market conditions. Practically speaking, it means that the created process doesn’t get stuck in its initial form, but continues to grow with the company.
The first iteration of the process changes very quickly – it’s filled with the new activities and participants. Business logic is implemented with low code tools without programming. The ideas for the process improvement can be quickly tested out and put it into practice.
The process does not stop evolving. It flexibly adapts to the new standards of the company.
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.
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.
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.
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.
ELMA365 saves your time on document creation and generates files with relevant attributes from ready-to-use templates. Track deadlines and approval timeframes to make a profit much faster.
The procedure of agreement is automated by the end-to-end process. In case of refusal, the outgoing document can be quickly edited: upload a new version, make corrections in the editing mode, or add notes to the clauses of the contract.
The contract file shows all the related documents — additional agreements, invoices, etc. You can access any of these documents straight from the file, check their status, see available versions, print, etc.
When working with incoming contracts, ELMA365 provides timely execution and control of tasks according to the requirements. The system allows the transfer of the approval process into digital. Documents that need to be considered automatically come to the responsible person, taking into account the schedule of absences and replacements of the employees. As the tasks have got fixed deadlines, the executives cannot delay the processing of the assigned task. If refused, all discrepancies get fixed in the system.
Approval can be parallel as well as consequent. This depends on the regulations of your company.
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.
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.
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