What is BPMS for Your Business?
BPMS software provides business efficiency, compliance, and improved productivity.
What is BPMS?
BPMS stands for "Business Process Management Software" or "Business Process Management Suite." In either case, BPMS (or, more recently, iBMPS with the "i" referring to "intelligent") is a software tool used to improve an organization's business processes through the definition, automation, and analysis of business processes.
The goal of BPM Software Suites is to reduce manual administrative tasks and help organizations achieve their goals in a more efficient and organized manner. This can be done using task automation, automated tracking and reporting, and analytics. Additionally, BPM software can help organizations increase visibility into their operations and create a more automated process for managing and tracking tasks.
We'll break down each of these concepts below. BPM, by itself, is a discipline used by organizations to identify, document, and improve their business processes. BPM automation software is used to enable aspects of BPM.
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Definition
Before your business can begin creating automated BPM workflow, processes need to be documented, requiring planning, collaboration, and tools to illustrate how processes look. Business process models can be created within BPMS in various ways and then reviewed by stakeholders to ensure an accurate depiction of the process. Process models can be published in various ways or exported into different formats, commonly BPMN. Some process modelers also include simulation modes to test different process scenarios.
Automation
The primary aspect of process automation is offloading much of the rote work and task management involved in employees' day-to-day functions to a system programmed with business rules and automated triggers with limited human interaction thanks to a workflow engine. Building this automation involves assembling tasks or actions and input mechanisms (e.g., forms or system inputs) using visual workflows to mimic the behavior of a business process. The same techniques are used to automate and manage specific projects and ongoing tasks.
Analytics
BPMS tools provide various reporting levels or integrate with reporting tools to provide analytics about process performance. Reports are tied to KPIs (key performance indicators) and provide data on the performance of individual actions, processes, process members, etc. Analytics can identify process bottlenecks and provide opportunities for continuous process improvement. In addition, audits can be run on historical actions.
Video: What is Process Management?
Business Process KPIs and Metrics
Like any business effort, measurement with BPM is critical. The most important thing to avoid when deciding what to measure is taking an unscripted approach that catalogs a wish list of KPIs from departmental managers since this approach may result in too long a list of KPIs to manage, KPIs that provide low business value, KPIs that are not aligned with high-level business goals, and KPIs that are actually at crossed purposes.
Using SMART Metrics to Measure Business Process Performance
The well-worn concept of SMART metrics applies when measuring the performance of process improvement efforts.
- Specific: Metrics should be specific and tied to business goals.
- Measurable: Metrics should be meaningful and measurable. The underlying data elements must be captured accurately and completely, and the calculation must be correct.
- Attainable: The target values for your metric must be realistically achievable. Do the right people have the ability and authority to drive the metric toward the target value?
- Relevant: Metrics should be realistic, relevant, and results-oriented. Are there identified actions that can drive the metric toward its target value?
- Time-Bound: Metrics must be timely, especially if they are leading indicator metrics. Can reports be generated, or dashboards be updated in time to allow appropriate interventions to drive the metric toward its goal?
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The BPMS Market
The vast BPMS market includes vendors that provide complete all-in-one solutions or "BPM Suites" and smaller players that provide individual aspects for definition, automation, and analytics, as well as form building, collaboration, and BPM project management. BPM Workflow Software Suites can be used for massive, organization-wide BPM initiatives with large teams and long, complex projects. Workflow and BPM automation software can tackle smaller, specific projects that may not require process simulation or organization-wide process modeling collaboration.
BPMS software vendors include:
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Finding the Right BPM Software for Your Business
Choosing the right BPM software vendor is an essential decision for any business. Before making a decision, businesses should research the available vendors, such as those that provide complete all-in-one solutions or "BPM Suites," and individual aspects, such as form building, collaboration, and BPM project management. Additionally, businesses should consider the size and complexity of their project and if they need process simulation or organization-wide process modeling collaboration.
When selecting a BPM software vendor, businesses should assess the vendor's capabilities, such as automating workflows, streamlining processes, and optimizing business operations. Additionally, businesses should evaluate the vendor's customer service, pricing, and scalability to ensure they select the right BPM software solution. Finally, it is crucial to consider the vendor's ability to provide training and support to ensure the business can make the most out of its BPM software.
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