Business Process Management (BPM) System – Everything You Need to Know


What is a Business Process Management System(BPMS)?

A business Process Management System (BPMS) is a holistic method that involves monitoring, analyzing, and optimizing business processes from start to end that contributes to achieving strategic business objectives. It helps your organization improve its business processes with the help of analysis and automation.

The focus of the Business Process Management System approach is to evaluate the current processes and identify areas of improvement to create more reliable and efficient business operations.BPMS should be able to let you model, create, edit, and run all of the business processes in your organization and also collect data and analytics.

Business Process Management Software has also taken a new and enhanced form–iBPMS (i stands for ‘intelligent’). An iBPMS 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 has to be as efficient as possible in order to sustain and thrive.

Practicing traditional manual processes makes 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.

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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.

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How Should You Evaluate BPMS?

A lot goes into picking the right business process management suite. There are many things to consider. Here are three variables you should be aware of.

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.

The Must-Have Features Any Competent BPM Software (BPMS) Should Offer

Before you pick a BPMS out of the hundreds that do the rounds on the internet, make sure you check for these essential features.

Visual Process Diagramming Tool

A visual process design tool plays to the strengths of the business user, who usually understand the process much better than a ‘hired gun’ coder, or even the in-house IT team.

Drag-and-Drop Form Designer

Pick a BPM software that makes designing forms easy. Complicated form design tools can discourage your employees from fully embracing your BPM tool.

Role Based-Access Control

Business information in forms and fields is usually sensitive, so pick a BPM solution that protects information through selective access.

Mobile Support

Make sure the tool offers mobile support for Android and iOS at the very least. Most cloud BPMs offer this ability.

We have discussed these features–and 6 more, like single sign on, integration, and reports and analytics–in detail here. Make sure you check that out, before you pull the trigger and sign up for a BPMS.

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 Process is a human-centric, cloud-based, licensed software, built for business leaders to create their own automated business applications. Start a free trial now!