What is BPMS? How Can It Help Your Organization?


October 20th, 2018 BPM  

What is BPMS?

BPMS stands for Business Process Management Software (sometimes for Business Process Management Suite), which helps your organization to improve your business processes with the help of analysis and automation. The major steps involved in a BPMS are Analysis, Design, Implementation, Measurement and Continuous Process Improvement.

BPMS or Business Process Management Suite has taken a new and enhanced form, which is the iBPMS (i stands for ‘intelligent’), that uses actionable, real-time insights from operations intelligence to improve the orchestration of adaptive business processes.

Why Choose a BPMS for Your Organization?

In today’s ultra-competitive world, every business, irrespective of the size, has to be at par with their competitors in order to sustain and thrive.

Practicing traditional manual processes make the business owners kill time and burn money on futile elements of their businesses. Here’s where BPMS comes into picture.

Implementing a BPM Suite brings in a lot of benefits, while the most important ones are as follows:

Increased Operational Intelligence: BPMS helps improve the efficiency of your business processes by cutting down on repetitive, mundane tasks, where most manual effort and time are spent unwantedly. BPMS also provides insights on the bottlenecks of each process, that lets you make informed decisions to eliminate them, thus driving operational intelligence.

Organizational Agility: Inflexible business processes make your organization get drowned into the ocean of competition. Agility is the primary factor that contributes to the survival of any business. If your organization fails to change rapidly, as per the demand, your customers will be game to shift their bases to your competitors.

BPMS helps you change quickly and deliver better customer experience without any hassles.


All BPMS should minimally include the following features:

  • Process Mapping – an interface or notation language to diagram the process
  • Process engine – a platform that commands and controls the flow of information from task to task
  • Rule-based workflows – the ability to add business rules to change the flow of data depending on certain conditions
  • Form creation – a place to design the input mechanism for storing and displaying data
  • Ability to integrate with other systems – nearly all processes must be able to share information with other important systems
  • Analytics – reports to identify trends, issues, backlogs, and optimize the process
  • Communication – systems and humans should be able to post information which is added as notation to the process

Apart from these features, there are many options when it comes to BPMS. Here are a few of the parameters you should be aware of as you evaluate different choices.

How to Implement a BPMS Successfully with a 10-point Checklist?

The success of a BPM initiative does not end with choosing the right software for your organization. That is where it actually starts. However, the primary factor that affects the success rate of a process management initiative, is the implementation.

Here are the 10 points that you need to keep a check on, before rolling out a BPMS:

  • Choice of Platform
  • Choice of Process
  • Identify the Process Owner
  • Set Benchmarks
  • Diagram the Workflow
  • Involve all Stakeholders
  • Pilot your BPM Workflow
  • Easy to Integrate
  • Training Users
  • Measure and Optimize

To know more about this, check out this 10-step BPMS implementation guide.

Human-Centric Modeling vs. BPMN vs. Programming

Human-centric software like KiSSFLOW uses a very simplified process mapping interface that allows a non-technical process owner to create the process in the simplest way possible. The software does the background work of creating conditions for rejections and alternate flows.

BPMN is a notation system that uses standardized symbols to denote events, activities, tasks, connections, etc. This notation must be learned by the creator of the workflow in order to enter it into a system.

Programming involves creating lines of code that create the workflow and data transfer. Programming offers the most possibilities and can handle extremely complex processes, but only someone heavily trained in this area will be able to create and modify a process.

Cloud vs. On-premise

Cloud software is hosted on servers that can be accessed through a web-browser from any location. Apart from accessibility, cloud-based BPMS also puts the responsibility of the management of the software on the vendor. Cloud solutions are usually provided on a SaaS model which allows for lower cost to the customer.

On-premise software is installed onto a particular system. The main advantage of on-premise is that all of a company’s data is stored internally, giving the company more ability to protect and give access to that data.

⋙ Do you know these 7 compelling reasons to go for cloud BPM?

Open-source vs. Licensed

Open-source BPM solutions means that the vendor has made its source code publicly accessible. This means that a company can download the source code and make any changes it wants to customize the software. Licensed software will have limitations on how much customization can be done.

In the world of business process, open-source solutions tend to be more complex and require a programmer to make any changes to it. Licensed software tends to be more human-centric.

So, what next?

If you haven’t chosen the BPMS for your organization yet, it’s high time you do it. Choosing the right business process management software is an important decision for any company that wants to streamline its processes across human and system tasks. Be sure to choose a platform that matches your needs and that your company is ready for.

KiSSFLOW is a human-centric, cloud-based, licensed software, built for business leaders to create their own automated business applications. Learn more here.