What do you need process management tools for? With software examples!

A process management tool creates the link between expert knowledge in workflows to the strategic alignment of key processes. Processual goals become the link in the company. Process modeling and tool-supported KPI management are only the first steps towards holistic business process management.

What is process management?

In the business context, process management is referred to as business process management (BPM for short) and includes process recording, process analysis and process optimization.

The focus is on the representation, measurement and adaptation of processes to defined goals. Standardized procedures for process recording are used to create transparency about processes, responsibilities and IT systems in a process management tool before analysis methods uncover the weak points and display them in the software. Process weaknesses are subsequently evaluated in order to initiate, implement and follow up changes with optimization measures.

Standardized modeling logics of business process management software

The entry point to process management is process mapping, which is referred to as process modeling. Process modeling creates the necessary transparency about the current state. Standardized procedures ensure that all necessary information is presented in a structured manner during modeling. In practice, this methodical procedure is also referred to as logic, since a temporally logical process sequence is mapped via the methodical procedure. Usually, different logics have to be selected in a process modeling tool.

EPK logic

Since the nineties, the EPK logic (eventcontrolled process chain) in Germany as the standard for process recording. As the name suggests, the activities and incoming events take center stage. In a vertical representation within a process modeling tool, the required work equipment and IT systems are noted for activities to be performed. In addition, the persons involved are indicated as responsible persons. EPK logic consequently focuses on the process flow.

BPM-N

EPK logic is now often used in modeling based on BPM-N (Business Process Management Notation). BPM-N is considered an international standard and is particularly widespread in systems development. The vertical mapping logic of the EPK approach is shifted to a horizontal axis. In so-called swim lanes, system activities are modeled in parallel with the manual process steps, enabling an integrated view within the software. The swim-lane structure makes it easy to see when responsibilities shift.

Areas of application of process management

Process optimization is an essential goal of process management. After a process model of the current state has been created, analysis methods such as activity-based costing are used to identify potential and derive measures. These measures are formulated into quick wins or project assignments to be systematically implemented and tracked.

In addition to process optimization, many other areas of application have long been established in which process modeling in a process modeling tool is used as an essential component:

• Develop new IT systems based on process descriptions.
• Meet auditing requirements in a standardized manner.
• Make comparisons with standard process models (e.g. CMMI, ITIL).
• Complete training materials for new employees.
• Present fundamentals for test automation.

Roles in process management

The use of process management creates an end-to-end view of processes that is often neglected in functionally organized companies. Departmental goals create silos that can be broken down by looking at processes. This requires a structural anchoring via roles and competencies in order to create a counterweight to hierarchical structures.

The role of a process manager is utilized to establish process management. This role possesses the methodological expertise to collaborate with subject matter experts in modeling processes using process modeling tools, analyzing them, and implementing optimizations. In addition, so-called “process owners” are often appointed to serve as a counterbalance to functional decision-makers. They act as a link across departmental boundaries and make process-related decisions that transcend individual functional interests.

Tasks of a process management software

A process management tool supports users in modeling, analyzing and storing actual and target processes. Structural aids are used to build up process libraries that can be compared with file cabinets. Process cost analyses and process simulations help to derive measures for action. Digital action lists round off the process optimization functions.

Some tools also offer options for creating workflows from process models that automate processes in IT systems. Free process management software with a focus on process modeling is often the entry point into this topic world.

The task portfolio of a supporting process management software is extensive. The following list provides an overview of the essential functions of process management software:

• Create process models according to modeling logic.
• Manage process models digitally.
• Create process simulations and analyses.
• Create work descriptions and publish them on a platform.
• Collaboratively update processes via comments/feedback features.
• Workflow creation and integration into IT systems.
• Create and publish process dashboards with relevant KPIs.
• Mapping of data models and architectural images.

What process management software is available? An overview.

The market offers a variety of tools for process management in the enterprise. The portfolio ranges from small process modeling software freeware providers to integrated all-round solutions. The following process management software overview shows the best-known providers of process management software open source and licensed solutions.

Process Management Freeware

As process management software open source can be recommended among other things free process management software products of the following listing:

• Bflow Toolbox (open source)
• Process Modeling Freeware Yaoqiang
• BPMfree(Freeware Version for Download, chargeable in the cloud)
• ARISexpress (Freeware)

Process modeling software with license models

The products aris, signavio, aeneis and adonis are the best known process modeling products in Germany. Mostly, these solutions are purchased as license models and operated on own servers. Increasingly, these software solutions are also sold as cloud process management software. The following list shows these and other commercial products:

• aris
• Signavio
• aeneis
• adonis
• bic process design and bic cloud
• IBM Business Process Manager
• Process modeling software Viflow
• Ibo
• MR.KNOW – PLATFORM (formerly Suite BPM inspire)
• TIM BPM Suite

Process Modeling Tool Microsoft

Microsoft users can use MS Visio as a process modeling tool* This product from the Microsoft family uses modeling elements to map processes. However, advanced features for process analysis or workflow creation are not integrated into this product.

The Visio Process Modeling is therefore particularly well-suited for beginners to process management software, allowing them to achieve initial results quickly. Other process management tools in the Microsoft family include SharePoint Workflows and Microsoft Power Automate.

How should you compare process management tools?

To identify the appropriate process modeling software for a company, the first step is to define the relevant criteria that classify a relevant solution. In this context, a distinction between must and can criteria is useful. With the help of a utility analysis, a process management software comparison can take place based on a defined funnel. For funnel creation, the decision tree method helps, in which all target criteria are first checked.

Functional criteria for a process management tool

The following list shows a selection of functional criteria that may be relevant for a process management software comparison:

• Free choice of modeling logics in the process modeling tool (EPK, BPM-N).
• Workflow creation.
• Simulation and cost accounting.
• Data exchange with connecting systems (MS-Excel, API, XML and BPEL).
• Mobile portal with interaction options.
• Process & Test Automation Capabilities.
• Dashboard Functions.

Infrastructural criteria

In addition to functional criteria, infrastructural criteria must also be considered. The following overview gives an impression of possible selection factors:

• Cloud vs. Saas Options.
• European hosting (see also GDPR)
• Compatibility with prevailing operating systems (Linux, Mac, Windows).
• Free trial licenses.
• Language support.
• Roles and authorization management.

Also relevant is whether process management software can be used online and offline to store processes locally as well as make them virtually accessible to the company.

Differentiation between process and project management

Process and project management are united in their interdisciplinary view of a company. Both approaches focus on interrelationships that go beyond departments. The goal is to understand and control interrelationships. Nevertheless, both management methods differ significantly in one point:

While project management is characterized by its temporary nature, process management is particularly effective when it is used continuously.

Nevertheless, these methods do not work at cross purposes. When projects change processes, professional process management is important to ensure anchoring. In projects, on the other hand, it is essential if the actual processes are known and the target processes are modeled in order to process them without friction losses.

Use cases for a combined application

The combined use of process and project management can be useful in certain use cases and support the achievement of objectives in the best possible way. Two examples of this are described below:

Project objective: Development of new software based on current processes.

For a project of this nature, the combination of project management—which provides the framework—and process management—which defines the content—is ideal. Through process modeling, the workflows to be implemented in the new software are defined and used as the basis for developing workflows and features. Project management methods provide the temporal and structural framework for synchronizing all other activities with the process activities.

Project objective: Develop corporate strategy.

Strategic projects can also be realized through process management. For the definition of the company’s orientation, a customer journey can help methodically. Here, the process flow is defined from the customer’s point of view and it is decided at which process steps an enthusiasm factor should be set and at which steps a cost consciousness dominates. In this way, a strategic focus can emerge that is considered directional for the underlying organization.

This procedure should be integrated into a framework project management, in whose structures complementary tasks such as a team organization as well as a time and procedure planning are fulfilled.

Integrated software solutions for process & project management

When searching for integrated software solutions, the level of integration must be defined in advance. On the market, one often finds project management tools with supplementary process management modules. There are very few providers on the market that offer both functions with equal strength.

Project management software with process management module:

The Software Solution Asana* promises project management and business process optimization within corporate projects. Asana advertises that manual tasks can be automated to prevent errors and reduce project delays. This makes Asana a project management software with a process module—but not as software for holistic process management. For more details, see the review of Asana.

The same applies to the solution Projektron BCS from Projektron GmbH. The provider offers process management features that allow processes related to project management to be controlled using workflows and BPMN processes.

Equivalent software solutions

In contrast to add-on modules, the following list of products shows that process and project management are also offered as equivalent functions in one software:

• Quam of the company Lintra (Microsoft Partner)
• in-STEP BLUE by company microTool
• Process modeling software next by company NextLevelConsulting

Conclusion

Process management is much more than a tool for internal optimization. As a communication and training tool, business process management is part of a change strategy and supports employee development. Process-oriented metrics can provide guidance for managing business processes and be used in defining objectives. To channel this diversity, process modeling software solutions should be utilized as support and integrated with project management tools .

Due to the variable field of application of Business Process Management, it is not left open whether process management is useful. Instead, you need to clarify how this methodology can be optimally integrated organizationally and system-wise in order to have a holistic effect.

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