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Select a Business Process Management Tool

A standardized approach to process orchestration and automation.

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Contributors

  • Sandy Kemsley, BPM Industry Analyst and Architect, Kemsley Design Ltd.
  • 5 anonymous external contributors

Your Challenge

  • You have been tasked with selecting a BPM tool for your organization. It is now your job to determine what processes, if any, would benefit from automation via BPM.
  • BPM tools are not a plug-and-play technology, making the need for proper scoping, strong solution selection, and a well-planned implementation critical for effective utilization of the BPM suite.
  • Selecting right tool is a critical step in delivering cost savings, improved customer satisfaction, and expanded revenue platforms.

Our Advice

Critical Insight

  • There is process management work to be done upfront for a successful BPM tool selection.
  • Vendors prefer that processes are at a target state before being automated.
  • It is critical to map business processes in addition to gathering requirements for the BPM solution.
  • Identify the processes that are the most ready to automate, to help the vendor know where to start.

Impact and Result

  • Enable IT to be a trusted partner in BPM selection; the business will own the requirements and be involved from the beginning.
  • Understand where the BPM market is going.
  • Take advantage of traceable and auditable selection tools to run an effective evaluation and selection process.

Research & Tools

Start here – read the Executive Brief

Read our concise Executive Brief to find out why you should use a traceable approach to BPM selection, review Info-Tech’s methodology, and understand the ways we can support you in completing this project.

1. Understand BPM

Understand BPM and its core capabilities to assess project readiness.

2. Map processes and gather requirements

Gain an understanding of process mapping and embark on the requirements gathering process.

Guided Implementations

This guided implementation is an eight call advisory process.

Guided Implementation #1 - Understand BPM

Call #1 - Establish a common definition of process mapping and its relation to BPM.
Call #2 - Determine organizational readiness for a BPM initiative.

Guided Implementation #2 - Map processes and gather requirements

Call #1 - Understand business process improvement techniques.
Call #2 - Review requirements gathering findings.

Guided Implementation #3 - Select a BPM tool and hand off to vendor for implementation

Call #1 - Review BPM marketplace.
Call #2 - Determine BPM selection strategy.
Call #3 - Review vendor RFP responses.
Call #4 - Establish stakeholder communication plan.

Onsite Workshop

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Book Your Workshop

Onsite workshops offer an easy way to accelerate your project. If you are unable to do the project yourself, and a Guided Implementation isn't enough, we offer low-cost onsite delivery of our project workshops. We take you through every phase of your project and ensure that you have a roadmap in place to complete your project successfully.

Module 1: Understand BPM Landscape and Define Expectations

The Purpose

  • Understand BPM technology.
  • Kick-off current state assessment.

Key Benefits Achieved

  • Clear project expectations
  • Level-setting of BPM knowledge
  • Understanding of BPM current state

Activities

Outputs

1.1

Set expectations with participants.

  • Project expectations
1.2

Align with organizational goals.

1.3

Understand BPM landscape: Low code vs. development platform + BPM vs. RPA.

  • Understanding of BPM landscape
1.4

Complete BPM strategy model.

  • BPM strategy model
1.5

Understand importance of standardizing business processes before automating.

1.6

Discover process improvement challenges, risks, and opportunities.

  • Challenge, risk, and opportunity table
1.7

Choose one pilot project per area present at workshop (relevant business process in need of automation).

  • BPM current state

Module 2: Perform Business Process Improvement for Pilot Project

The Purpose

  • Map current state processes and determine potential areas of improvement.

Key Benefits Achieved

  • Understanding of process mapping techniques
  • Identification of areas for improvement in current processes

Activities

Outputs

2.1

Review current state.

2.2

Map the current state using BPMN 2.0 and swim lanes.

  • Mapped pilot process
2.3

Identify the process pains, gains, and sustains.

2.4

Perform a root cause analysis.

  • Root cause analysis
2.5

Analyze the current-state process diagram.

2.6

Summarize findings and determine what needs to be addressed.

  • Summarized findings and recommendations

Module 3: Design a Future State Improved Process and Distil Top-Level Requirements

The Purpose

  • Develop a future state for the processes that will be automated.

Key Benefits Achieved

  • Mapped version of the target state process
  • Distilled top-level requirements for BPM solution

Activities

Outputs

3.1

Brainstorm for potential solution ideas.

3.2

Cluster and refine ideas to generate overarching solution buckets.

3.3

Discuss the future state of your pilot project.

  • Description of what the updated process should do
3.4

Map the future state process diagram using BPMN 2.0

3.5

Distil top-level BPM strategy requirements from the revamped process.

  • Top-level BPM strategy requirements

Module 4: Develop Roadmap for BPM

The Purpose

  • Develop the prioritized BPM initiative roadmap.

Key Benefits Achieved

  • Development of a BPM roadmap
  • Identification of milestones
  • Initiative accountability assigned

Activities

Outputs

4.1

Brainstorm and categorize specific initiatives for automating improved process with BPM.

4.2

Create a roadmap for implementing process changes.

  • BPM initiative roadmap
4.3

Define the roles and responsibilities for the new process.

4.4

Prioritize initiatives and roll out schedule.

4.5

Identify key stakeholders for each phase of the BPM project.

4.6

Identify stage gates and milestones.

  • Prioritized initiatives and assignment

Member Testimonials

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After each Info-Tech experience, we ask our members to quantify the real time savings, monetary impact, and project improvements our research helped them achieve. See our top member experiences for this Blueprint, and what our clients have to say.

Client

Experience

Impact

$ Saved

Days Saved

Delta Dental Washington

Guided Implementation

1/10

N/A

N/A

Manning & Napier Advisors, LLC

Guided Implementation

7/10

N/A

5

Perkins Coie LLP

Guided Implementation

9/10

N/A

N/A