Business Process Designer is a tool for manual or automatic execution of sequentially compiled Tasks.

For example, a standard module allows you to specify only one set of conditions to filter the records for which a business process will be launched. IN Business Process Designer There is a Condition task that allows you to set different ways of processing different types of records. You can use the Condition task any number of times! Among other things, this allows you to handle errors (for example, there are no related transactions with the Counterparty).

Each Task has one input and one or more outputs. The handler starts with a task Start and step by step executes one Task after another in a given order until the execution path ends at the last Task. You can associate the output of one task with the inputs of two tasks and split the execution flow into two parts.

Business Process Designer has built-in debugging tools! You can trace which path the business process took, what the SMTP server returned when you sent the letter, and collect statistics on the execution speed and frequency of launching individual tasks.

You can add buttons to table and detail views! You can launch a business process not only according to a condition or schedule, but also manually!

Perhaps your old business processes in the visual editor of the Business Process Designer look something like this:

(the bottom picture shows how you can divide the execution path of a Business Process)

Each Business Process takes time to complete. Repetition of Business Processes, such as e-mailing a happy birthday, do not work without hacks.

The new Business Process module allows you to link the last RESULT with the first INPUT DATA. This way you can create an endlessly repeating Business Process!

Digital technologies are rapidly breaking into all areas of society, forcing us to be more flexible and quickly adapt to changes. Digital transformation has not spared business either: its survival in modern conditions depends, first of all, on the readiness to quickly and radically change the methods of enterprise management, the objects of which have become part of a single information space. Management of business processes, linking information and human resources into a single model, also received an additional impetus in the form of mandatory automation.

It is obvious to every leader of a successful organization today that any management innovations and measures to improve business efficiency are based on competent and skillful transformation of business processes. And paper regulations, as well as the automation of imperfect and unstructured processes, are a thing of the past.

Managing a company, regardless of size and industry, is like driving a car, where everything is decided by the speed of information received and prompt reaction to it. Just like in a car, where in addition to the steering wheel and gearbox, there must be various devices that reflect in real time both the indicators of the vehicle itself and the environment, the control system must contain tools for direct influence and means for processing information. Paper regulations can give a general picture of how a business works, but they are not a management tool. Such processes are not interactive and do not provide accurate measurements of the operations being performed.

A tool for modeling and managing business processes - BPM systems allow you to quickly create, run, monitor and change processes through tight integration of design, development and runtime environments. BPM systems, as a rule, are based on one of the most advanced global modeling standards - the BPMN 2.0 notation.

What is BPMN notation

BPMN is the most flexible and simple methodology for modeling, analyzing and reorganizing business processes. Flexibility is provided by a set of elements and notation rules, and visibility is achieved through visual process diagrams and flowcharts. The main goal of BPMN is to provide accessible notation for describing business processes to all users: analysts who create process models, developers who implement technologies for their execution, ordinary business users and managers who manage processes and monitor their execution.

BPMN is designed to serve as a link between the design stage of a business process and the stage of its implementation. To this end, the BPMN notation uses a core set of intuitive elements to enable the definition of complex semantic constructs. The BPMN standard arose from the need for a simple mechanism for designing and reading both simple and complex business process models. Modeling in BPMN notation is carried out using diagrams with a small number of graphic elements. This allows users to quickly understand and understand the logic of the processes.

5 BPM systems based on BPMN notation

bpm'online

bpm"online is a platform for business process management from Terrasoft. The system is based on the most advanced business process modeling standard BPMN. The system allows you not only to model and diagram a business process and change it using a convenient designer, but also to launch only that the process is created without the involvement of a developer.

To model business processes in BPMN notation, two tools are available in bpm’online:

Business Process Wizard - for creating simple business processes using standard elements that can be manually launched by the user.

Business process designer - for modeling complex branched processes containing many different elements, including those performed automatically by the system.

The choice of a modeling tool in bpm’online depends on the complexity, purpose and method of launching the process.

BizAgi Suite

Free (up to 20 employees) tool for graphically describing processes in BPMN notation. The system supports collaboration, simulation, export of created models to text editors and other formats. The system consists of two modules: BizAgi Modeler, which is used to describe and model business processes, and BizAgi Studio, which allows you to turn the created models into executable applications. The system also allows you to monitor the execution of processes in real time.

Business Studio

The system supports several modeling notations: IDEF, eEPC, BPMN and several others. Business Studio has the ability to simulate, conduct functional cost analysis and automatically generate documents. The disadvantage of the system is that the execution and monitoring of process models is carried out through integration with other systems. The program also allows you to set company goals using a balanced scorecard system.

ELMA BPM

To model business processes in the system, the BPMN notation is used. The system also allows you to execute and monitor simulated processes in real time. In addition to building models, the system also allows you to assign business process roles to responsible employees, organize work with document flow, and integrate the system with 1C.

Visual Paradigm

The system supports a large number of notations and block diagrams of models, including BPMN. The models created in the system can be interconnected, which will easily make it possible to create a model of the entire business. In addition, it is possible to conduct simulation modeling and check process diagrams.

Visual Paradigm provides the ability to manage element attributes and automatically generate process descriptions. The system was initially aimed at developers, so each element can be set conditions for behavior in the system, business rules.

Documenting the new business process design

Describe in detail the final version of the updated business process in the form of a functional diagram. Omit details regarding who exactly will perform certain tasks. You will clarify this information later. At this point, you need to present a relatively simple version of the business process to all stakeholders so that they can express their opinions and ideas.

A general who wins battles makes many mental calculations before the battle

begins.

Adjusting the updated process design

Present the new functional diagram and how you generated ideas for business process innovation to key stakeholders. It is advisable to include your manager and other company employees whose activities will be affected by the changes. Ask them the following questions:

• Will the proposed business process change improve operational efficiency, which is the ultimate goal of the entire project? Will it help you take advantage of emerging opportunities?
• What potential problems do you think will arise if the proposed process is put into practice?
• What would you suggest to make the updated process more effective in achieving its goals?
• Do you think we've missed anything important? If so, what exactly?

By inviting input from key stakeholders, you will ensure support for the implementation of the business process your team has come up with. When people themselves come up with ideas for changing a process, they tend to warm to it. Consider whether it is worth modifying the new process design by implementing some of the proposed changes. For more information, see Business Process Redesign: Helpful Tips.

Business process redesign: useful tips

• Change the process so that improvements best meet customer wishes - for example, increase the speed, efficiency and accuracy of work, reduce costs, or reduce the number of contacts between the client and the company to one.
• Do not be bound by factors such as existing staffing, distribution of responsibilities, or place of work. If a new staff member needs to be introduced to improve process efficiency, plan for it.
• If the underlying resources for a process naturally form groups, create a separate process for each group.
• The first step is to change those parts of the process where the most time is lost - where there is a lot of waiting, moving, or redoing work.
• In cases where certain steps within a process can be taken independently of each other and out of sequence, it may make sense to create several processes that can occur in parallel.
• Review the validity of the current sequence of steps within the process. Consider whether it will become faster and more efficient if it is changed.
• Look for opportunities to let go of excessive control over work already done. When people know that the results of their work will be checked many times, they stop trying to do everything right the first time.
• To reduce the number of steps in the process, eliminate all cases of approval of documents and approval of actions by employees who do not particularly understand the content of the work being performed. Move the decision-making process down to a lower level, where the main activity takes place.
• Look for opportunities to simplify unnecessarily complex steps.
• Make sure that as few people as possible are involved in the process. In this way, you reduce the number of possible difficulties and the likelihood of problems occurring in advance.
• To identify problem areas within a process, ask those involved

people about in what cases they experience dissatisfaction and what specifically does not suit them. You may receive, for example, answers such as: “When I receive this piece of work, it lacks the necessary information.”

To identify bottlenecks in organizing a process, add additional basic resources to it and increase the speed of its implementation. Under these conditions, bottlenecks will appear most clearly.

• Tutorial

I wrote this article as a continuation of the article about BPM systems. And here I want to talk about the principles of operation of BPMS using the example of a specific system - Bizagi. I will try to explain how the process of modeling, developing and executing a business process in this system takes place using a practical example.

Bizagi: Model. Build. Run

Bizagi is a BPM system developed by the company of the same name, and is aimed at modeling, execution, automation and analysis of business processes. The Bizagi system includes 3 modules for fully customizing processes:

• Modeler - a full-featured process modeling environment in BPMN notation;
• Studio - business process development environment;
• Engine is a process execution environment that is available to users in any browser from any device.

Let's look at each of these modules in more detail.

Modeler

Modeler is a business process designer where a sequence of actions and events is modeled. It is important to understand that a business process created in Modeler is only a picture, a graphical representation of the simulated process, but not yet the automated algorithm of actions itself.

Those directly responsible for the business process, roles and business rules are assigned at the next programming stage and do not depend on what design you modeled at this stage. Business process design is needed simply to agree on a scheme for working with users.

You can use one of three ways to model a business process:

• New Process - create your own new business process;
• Import Process - import a business process;
• Process Xchange - select a ready-made model from the business process database offered by Bizagi. Having chosen a template, you can modify it to suit the realities of your business. All presented models are written in English.

You can edit, save, and export a business process created in Modeler in various formats (pdf, html).

Business process modeling is carried out in BPMN 2.0 format. This format is somewhat different from the well-known BPMN 2.0, I encountered this in practice. Some features that are included in BPMN 2.0 and some other programs designed to work exclusively with modeling, you will not find in the Bizagi format. For example, there is no so-called “external entity” here. But Bizagi has its own developments that are not found in other systems, for example, Mailstone is an intermediate stage.

Business process maps created in Modeler can be either “shared” on the Bizagi portal or used as a collaboration, that is, several employees can work together, which is very convenient.

Modeler has a Russian-language interface, unlike the other two modules.

Let me remind you once again that Modeler is intended only for modeling business processes. That is, if you only need business process design, this module will be enough for you. If you need not only to model, but also to develop and execute business processes, you will need the Studio module, which has its own business process modeler.

Studio

The simulated business process map should work. The user must log in and interact with various forms. Studio allows you to develop an interface and forms that a person will work with. Below we will take a closer look at all aspects of business process development in Bizagi Studio.

I would like to note that Modeler and Studio are free. The basic Studio package includes up to 20 test users.

Engine

Engine is a runtime environment that allows users to log into and interact with a system to perform specific business processes.

Engine licenses are paid. Only the test mode is free.

Engine provides two types of license:

• permanent license;
• license for a year.

At the same time, companies with up to 50 users are given a 50% discount - this is the so-called Starter kit, aimed at supporting small and medium-sized businesses. If the enterprise has more than 50 users, you will have to pay the full cost of licenses.

Engine involves step-by-step execution of the developed business process, taking into account all the conditions specified in Studio.

Without the Engine module, you will not be able to fully work in the system and execute prescribed business processes.

How does Bizagi work?

What do we do at Bizagi if we need to automate any business process? Let's consider the algorithm of actions using the example of approving an application for the expenditure of funds. In the article about BPM systems, we saw how this business process was implemented on a real project using an accounting system; now we will look at how to properly organize this in a BPM system.

1. Simulation

Business process modeling occurs by dragging graphic elements proposed in Bizagi into the work area.

I wrote above that the Studio interface is presented in English, but in the business process map itself we can use Russian.

We model the Payment Request business process diagram: we define the beginning of the process, events, alerts, business rules and the end of the business process.

The task is to control the payment of bills. The sequence of actions of this business process looks like this:
1. The employee who receives the invoice must create a payment request.
2. The manager must check the request and select one of the action options:

• Refuse;
• Approve.

3. In the first option, the Employee receives a notification of the manager’s refusal. This concludes the business process.
3. In the second case, the Manager must Print, sign the request and send it to the accounting department, this ends the business process.

A graphical map of a business process looks like this:

2. Data structure development

After the business process is modeled, we begin to develop the data structure. At this stage, we specify in which forms and which fields this or that data is stored and indicate their connections.

In our example, we need to develop three Entities:

• Request for payment of an invoice;
• Counterparty (supplier who needs to pay the invoice);
• Rejection reason.

For each of these entities, you need to specify attributes (fields) that will be available for filling. Attributes are divided into:

• Preinstalled (there are a lot of them) - attributes that the system itself offers;
• Custom - those that the user creates manually.

The screenshot shows which attributes are specified for each entity.

It is also necessary to indicate the relationships between these entities. We specify that the Reasons for Refusal and Counterparties entities are included in the Request for Invoice Payment entity.

3. Creating forms (user interface)

After we have developed the data structure, we need to decide how the user logs into the system and interacts with it. And here we need to create a user interface.

Once we've modeled a business process, we go into it and see that each of these boxes on the diagram representing steps is a form that needs to be developed.

The form is what the user will subsequently work with.

I would like to draw your attention to the fact that only those forms that the user works on are developed. If any of the stages involves an automatic action (for example, notifying an Employee about a payment refusal), there is no need to develop a form for it.

In our example, it is necessary to develop 3 forms:

• Create a payment request;
• Checking the payment request;
• Formation of a printing form.

These forms use the same data. The basis in each of these forms is the same - a request for payment of an invoice. But each subsequent form has more advanced functionality than the previous one. For example, the Request Verification form contains all the information from the request creation form + application status (Approved or not). And the next form, compared to the previous one, also has the ability to print a request. If necessary, unnecessary fields from previous forms can be hidden.

It is important to understand here that this is not one, but three different forms. And each of them is created anew or copied from the previous form, after which the necessary changes are made to it.

Now let's look at the process of creating a form (for example, Creating a payment request).

The form is created by selecting and dragging the required fields into the active window. The fields (attributes) that we assigned to specific forms at the previous stage are offered for selection.

The request creation form will ultimately look like this:

Here we see the fields:

• Due date;
• Invoice amount;
• Account number;
• Counterparty;
• Attached file (it is possible to attach an invoice for payment).

Also, for more convenient use of forms, you can use Layot (options for the arrangement of form parts).

The form layout can be divided:

• into three equal parts (33%-34%-33%);
• into two equal (50%-50%) parts;
• into two unequal (70%-30%, 30%-70%) parts;
• leave the layout indivisible (Full layout).

At the form creation stage, you can configure the visibility of fields and editing functions for different users.
For example, the next stage of Request Verification has its own form, in which the manager can see the fields created by the employee at the previous stage, but the manager cannot edit these fields. But he has access to his own fields that are not visible to the employee: the Approved field with the Yes/No options.

The Reason for refusal field becomes visible to the manager only if he has selected option No in the Approved field. That is, the visibility of fields can be adjusted not only in the Visible-Not Visible format, but also depending on any conditions. This condition looks like this
PaymentRequestApproved is equal to false

If the Manager has set the Yes option, the function to print a payment request becomes available. No functions are available for it, except Generate template.

4. Define business rules

Bizagi provides three steps for setting business rules:

• Define Expressions - involves processing conditions
• Activity Actions (Events) - involves event processing
• Performance - involves processing users working at one or another stage of the business process.

Define Expressions
At the Define Expressions stage, the system's behavior options are determined under certain conditions. In our case, this is the result of checking the request, two options (two arrows) that lead from the Check Result. When you click on the arrow leading to the next stage, a form opens in which the conditions for moving to a particular stage are filled out.

If, based on the results of the inspection, the manager refuses, then the process moves to the Notify the reason for the refusal stage.

If, based on the results of the check, the Manager approved the request, the process moves to the Print invoice stage.

Activity Actions
At the Activity Actions stage we can specify predefined fields. Predefined fields can be filled in in three cases (to choose from):

• when opening the form;
• when saving;
• when exiting the form.

For example, at the stage of Creating a payment request, we can specify that when opening the form we have two predefined fields:

• Date - here we indicate that the request date is automatically filled with the current date DateTime.Today
• Author (employee) - here we state that the one who initiated the document automatically becomes its author Me.Case.Creator.Id

Performance
The next step is Performance. Here we specify who works with the business process at what stage and is responsible for its implementation.

• At the Deal Creation stage, the employee who created this deal works. User Id Equal Case Creator
• At the request verification stage, the Manager of the person who created the document works. User Id Equals CurrentAssigneeBoss

5. Description of notification rules
After we have written how the business rules work, we describe the alert rules.

An employee cannot constantly be in one system; he has current affairs and work in other programs. How will he receive information about changes in the business process that require his participation? This is configured using Notification. In BPMN 2.0 there is such a thing as notification, and here we can link a notification to the system.

There are two types of alerts:

• automatic (the system itself has its own email server) - for example, when moving from one stage to another;
• created manually - for example, when the user himself wants to send a message for some clarification, but without changing the stage of the application.

You can use both types of alerts at the same time.

In our business process, when a stage changes (A payment request is approved or not approved), a message is sent to the Employee stating that the invoice has been approved or requires clarification.

6. Creating a printing form

In our example, the employee, in addition to the electronic document, also wants to receive a printed form. That is, if the manager has approved the request for payment, then he prints out, signs the document and gives it to the secretary for further transmission to the accounting department. The document is saved not only in the system, but also in printed form.

In the system you can create so-called document templates. For a printed request form, you can use word, excel or plain text. We have created a form that the person on whom the process ends must print and sign. This printed form shows all the basic information on the request:

• Date of creation;
• User;
• Account number;
• Invoice date;
• Invoice amount;
• Base;
• Signature of the responsible person.

Upon receipt of this form, the accounting department can immediately identify the invoice that needs to be paid.

Business Process Execution

After we have developed a business process in the Bizagi system, it is necessary to create users, specify their structure, after which these users will be able to work in the system.

Let's look at how the business process we created is executed:

The user selects a business process from those offered in the system. In this case, this is the Request Payment business process. The request creation form opens.

1. The user fills in the required fields (the Date and Author fields are filled in automatically). The user attaches an invoice for payment.

2. The manager receives a notification that it is necessary to check the request.
3. The manager enters the request form, where he sees a request verification form with available actions - select whether the request is approved or not approved.

If the manager chose Yes:
4. The Generate document button appears to print the request. The manager prints the form and signs it.
5. The employee who initiated the request receives a notification that the invoice has been approved

If the manager chose No:
4. The employee who initiated the request receives a notification that the invoice has been denied.
The business process is completed.

A few more words about Bizagi

In Bizagi you can always view analytics on the execution of business processes.

The system provides for integration: it is possible to connect to Bizagi “from the outside,” or from Bizagi itself to connect to other programs via the API. It uses web services and SOAP.

It is also necessary to recall that the system is localized - options in different languages. There is also a Russian translation in Bizagi Modeler. I will say right away that this translation, unfortunately, is not always correct. In addition, all Bizagi documentation is presented only in English. Therefore, I prefer to work with the system in English.

In conclusion, I would like to note that creating a business process is a long and labor-intensive job, since we are writing an almost new application for which we are developing data structures and forms from scratch.

“First Form” contains a flexible business process designer with which you can quickly and easily configure almost any route through a task or document.

For administrators

Built-in visual modeling tools

The process is represented as a sequence statuses And transitions between them - in the "First Form" this is called route process. To create a route, just add the necessary statuses and then connect them with transitions (it’s most convenient to do this using the drag-and-drop method).

Visual route editor.

At transitions, certain actions are performed - the correctness of the task parameters is checked, calculations are performed, additional tasks are created, deadlines and executors are assigned. Most settings can be made parametrically, without programming: change time, performers, request comments, send notifications. For more complex actions, the functionality is used.

Coordination route

For many processes, at a certain step it is necessary to coordinate prepared documents or decisions made with managers and related departments. To do this, configure coordination routes— list and order of requested signatures. The approval procedure can be configured separately for each step of the process, and logic of almost any complexity is supported for processing signatures and resolutions.

Reconciliation route with sequential and parallel request for signatures.

Business process routes can be anything, from the simplest to the quite complex.


Example of a contract approval route

For users

Main route tape

To make it easier for users to navigate the process, the task card displays main route tape- the most typical sequence of transitions. The ribbon shows which steps of the process have already been completed and which remain to be completed. You can move to the next status by clicking on its name in the route feed or on the desired transition button.