March 14th, 2017 • BPM • Business Process Analysis
Bringing automation to your enterprise processes can make you quite popular in your organization. Quickly designing a flow chart and creating a smart form will make you seem like a workflow wizard. But if you really want to impress department heads, focus on analytics.
Analytics help you dissect the processes and understand what’s working, or what’s not. But the biggest reason most departments are floored by analytics is that they’ve never seen data before on how well a process is flowing. They’ve had a hunch that things are getting stuck with the accounts payable team, but they’ve never had hard numbers on just how stuck they are.
Business process analysis lets you dive deep into processes and pull out all kinds of interesting data. It lets you optimize the process further or fine tune it for future requirements. Department heads can be groping in the dark unless you make analytics a routine exercise to understanding your processes better.
Implementing BPM can be frustrating if you had to plug a BPM software with other analytics platform just because it lacks built-in analytics feature. Getting process insights should be quick and easy – a job that KiSSFLOW excels at since it comes preloaded with reports and analytics as an integral feature. You can use it to impress even the most skeptical minds.
Within KiSSFLOW reports, each automated app gets a special report called the App Metrics. The first screen displays your Usage report. This shows you how many total items are either completed, in progress, rejected, or withdrawn for a particular time period.
Many departments would have a hard time coming up with this data on their own. For example, does your HR team know that they process 85 vacation requests every month? Or why is it that out of 15 travel reimbursement requests, only 4 were completed last month by finance?
This is the first step in getting a handle on just how much data is flowing through your automated process.
One of the goals of automation is to streamline processes and reduce total processing time. That’s why SLAs and deadlines are an important part of any process. But just having deadlines isn’t enough. You need to be able to see how well your process is performing based on your expectations.
The Deadline Crossed and Clarified Items lets you look specifically at the problem areas of your process. How many items crossed the deadline? Do you know why? How many items had to be sent back to someone to get more details?
The solutions to these questions can vary based on how you want to approach a problem. If items are going long at one particular step, you may need to consider more staff, extending the deadline, or introducing more automation to help reduce manual tasks.
Another common problem when you see a lot of clarifications is that your form might need to be improved. You may need additional fields to make sure that people down the line get all the right data and don’t need to constantly ask for more information.
Time is a good yardstick to measure the efficiency of your processes in terms of how long each item takes to finish, perhaps in comparison with the pre-existing manual processes or on a month-to-month basis.
The Time Taken Report section will give you the least, average, and maximum time taken for an app to complete along with the corresponding months it was started on. Similarly, the Time Taken Summary is a great way to understand the app’s performance at a quick glance.
This chart will definitely interest department heads who want to see consistent numbers and smooth operations.
The last section in the App Metrics report gives you consolidated data on each individual task performance. Additionally, it will have the task names (e.g. Department Head Approval) listed alongside other information to put all things in proper perspective.
This is the best way to really analyze a process by individual tasks to see where most of the time is lost and where improvements might need to be made.
The great thing about this section of the report is that you can click on a hyperlinked part of the list to get a Task Drilldown Report. You can customize column width of the drilldown data, view the original form, and export the report data to your mail.
Business process analytics is all about getting into the nitty gritty of a process and seeing exactly how it performs. This kind of data is very hard to gather manually, and a tool that helps you pull everything to an efficient dashboard can be the first step towards your mastery of business process analytics.
* - Based on usage requirements