BPMS Basics and its adoption in the Enterprise

by Nikita Pandey 

"Effective organizations with efficient processes - Is that a dream too big? Maybe not with the coming of BPMS."

Organizations are defined by processes. Every firm, however small or big, goes through the routine of implementing several processes every day to arrive at its end goal. Many of these procedures may have multiple owners and complicated challenges thus, creating a complex web that can sometimes become hard to implement.

Needless to say, being at the top of your processes game in today’s competitive era is key to achieving success in the industry. It is important to manage your processes so that you are operationally agile and efficient. BPMS, the resounding answer to all your process issues, is the tool that simplifies your process and ensures smoother operations for your organization.

What is BPMS?

Business Process Management System (BPMS) is a tool that enables organizations to constantly track, improve, and automate their business processes. Using a BPMS helps organizations to improve productivity, efficiency, and effectiveness. This, in turn, increases profitability.

BPMS is equipped with a suite of process management tools that allow you to create, design, edit, and run your processes in the most efficient manner, be it simple automation of bonus disbursals or more complicated mechanization of product innovation. It makes processes simple and establishes clear accountability standards.

HR processes such as employee onboarding and travel & expense requests are automated to make them faster through BPMS. Purchase requisitions can be raised through BPMS portals and easily approved at multiple levels without having to constantly follow up with supervisors. Budget approvals and payments happen almost simultaneously by creating parallel processes on BPMS. According to Gartner, business process management improves enterprise performance by driving operational excellence and business agility.

Think of BPMS as the event planner who coordinates and ensures that every activity at your coveted Awards Night function happens without a glitch. You envisage a successful event and the event planner makes sure that success is achieved. Very similarly, BPMS is the event manager for your firm. You lay out a strategy and plan for your end results. Then you feed these details into your event planner, tell him who needs to do what and then watch the show. Of course, you need to respond to issues and challenges in between but you don’t have to spend all your time managing regular, mundane processes.

What problems do organizations face in managing business processes?

Let’s take a look at some of the common problems that firms face while managing their business processes, problems that can warrant the use of BPMS.

1. Badly-defined processes

In many cases, processes are not defined correctly or are badly-defined. There are no clear leaders or owners leading to a lack of clarity among the people handling the process and general confusion in the process flow. Additionally, there are no predefined turnaround times or escalation mechanisms in the system.

2. Improper documentation

Very often, without BPMS, documentation may get skipped or skimmed. Every office has huge piles of documents that take up large spaces. There is no centralized document repository resulting in high search times when any information is needed.

3. Communication gaps

Having a number of horizontal processes also creates communication gaps in the organization. People involved in one workflow have no idea what the other team is doing. This may lead to ineffective cross-functional collaboration.

4. Absence of collaboration

There is typically a lack of collaboration between different functional teams working on the same product. Each function works as a silo. No collaboration and coordination amongst team members often lead to duplication of work.

5. Lack of visibility

When processes are manually handled, there is no overall visibility on how they are performing. When things go wrong and results are not achieved, it is hard to pinpoint where exactly the process faltered and a typical blame game may ensue.

If your company faces one or more of these problems, then it is quite possible that you need to consider implementing an effective BPMS in your organization.

How does BPMS help your firm?

Implementing BPMS can be a real game-changer for your organization. With the implementation time close to negligible as compared to traditional software development, a good BPMS also ropes in numerous business benefits. A few significant ones are listed below.

1. Increased productivity

A good BPM solution maximizes cost efficiency by cutting down process costs, removing redundant processes, streamlining operations, and increasing collaboration between teams. Wastage is brought to a minimum and resources are properly utilized. Document and payment approvals become faster. Automation of processes also reduces the chances of human error thus having a positive effect on operational efficiency.

2. Improved agility

BPMS makes the organization agile and more responsive to external changes. By having strong business processes in place, you can focus more on your core competencies, the competition, and changing customer demands. BPMS also makes processes more flexible and adaptive to change.

3. Enhanced visibility

Having an effective BPMS in place provides a centralized view of the top management. Management can quantify if existing processes are optimized or not. This leads to better data-driven decision making through process analytics.

4. Consistent processes

Processes become consistent and reliable in the presence of a good BPMS. They are not personnel-dependent. So even if the best employee leaves, processes can be run and new employees trained leading to consistent results.

5. Better Process Controls

BPMS not only has a positive effect on a company’s bottom line but also puts better process controls in place. Processes are approved faster. Plus, there is clear visibility of process owners thus leading to increased accountability.

6. Delighted customers

Streamlined processes improve product turnaround times, reduce defects, and improve quality. Plus, customer complaints are resolved in time and accurately because of easy tracking and accountability. This leads to an overall increase in customer satisfaction levels.

7. Better compliance

BPMS helps you to comply better with industry standards and regulations and ensure transparency in all your dealings. All processes are listed and logged in the system along with their owners, beginning and completion times. This helps in easier retrieval and audit of data whenever required.

How to choose the best BPMS for your firm?

Choosing the right BPMS for your firm is key to achieving maximum benefit out of it. You have to carefully look at various factors that could make or break the system before making your choice. Some of them are listed below.

  • The BPMS should be able to manage all kinds of processes and create a number of workflows on a single platform. In short, it should be able to handle tasks, projects, documents, physical movement of goods, and every other process that happens in your firm. If the BPMS cannot accommodate everything under one umbrella, there is no way you will be able to get a holistic view of your operations.
  • The integration of the BPMS into your current systems should be an easy task. A good BPMS should be flexible enough to integrate quickly and easily with your existing systems such as those of CRM, supply chain management, ERP, and document management. You certainly don’t want to have another process to ensure the harmonious integration of the newcomer.
  • A good BPMS is always scalable and flexible. Scalability means that the BPMS should be able to take on added responsibilities should you choose to vertically expand your company. Flexibility means that the BPMS should be able to adapt if you decide to move to a different line of business.
  • The BPMS should be mobile-friendly. In today’s world of mobiles and handheld devices, it would be a poor decision to invest in anything that is not compatible with mobiles. Employees should be able to log in to the system anywhere and anytime and update details of jobs initiated and completed.
  • The BPMS should give out easy to understand analytics and reports. A process management solution is only helpful if it helps us track and analyze our processes through a user-friendly dashboard. It should give us the freedom to pick and choose what we see. And the data should be easily presentable in graphs and tables so that senior management can understand issues at hand.
  • A BPM solution can be cloud-based or premise-based. Cloud-based solutions are usually cheaper and can be accessed from any location. On the other hand, premise-based solutions help you protect your data by storing it internally. Depending on the kind of industry you are in and your data privacy requirements, you may opt for either an on-cloud or an on-premise BPM system.
  • Depending on the technical skills of your team and the presence of an in-house IT department, you can choose an open-source or licensed software to run your business processes. Open-source codes are available publicly and you can download them and customize them according to your needs. Alternately, a licensed software needs to be purchased. With its many connectors and flexible architecture, any customization and integration of the licensed software with legacy systems are easily done. It is more user-friendly and can be implemented faster without any significant changes to the code.

What to focus on before implementing a BPMS?

Rolling out a BPMS is fluid and friction-free. It is easy to implement and highly adaptable. However, it is always better to be well prepared in order to ensure a hassle-free implementation. Some of the salient points that companies could look out for are the following.

1. List down all processes

You need to list out all processes of your business even the most minute ones so that nothing is missed out in the final implementation.

2. Identify owners

Make sure you identify process owners after the processes are mapped out and before the solution is implemented.

3. Get buy-in from all stakeholders

It is crucial to get everyone involved in the process including employees and shareholders so that everyone is aware of the change. This will, after all, be a change management process that needs all possible support to be successful.

4. Train users

Imparting adequate training to users about the new platform, usage of forms, and its role in their jobs is crucial to get maximum involvement in the project.

5. Track and monitor progress

Success will never be instant. You need to wait a few months to start seeing the results. But you should always monitor and track your processes. Constant monitoring will lead to consistent processes.

How does Kriya help you get more out of your business processes?

If you are looking for the perfect BPMS partner for your firm and are willing to revolutionize your workflows, then Kriya is the perfect choice for you. An all-in-one solution, Kriya is one of the best business process management solutions available in the market today.

Kriya takes care of compliance issues and improves visibility by managing all your documents, cases, and projects. It improves productivity and agility by building workflows in a matter of minutes even with zero technical skills. It ensures consistency in processes by making sure all processes are built and managed on the same platform.

Some of the processes that can be easily streamlined and made efficient by using BPMS are

  • Employee Onboarding & Deboarding
  • Organization Budgeting
  • Vendor Authorization
  • Payment Approvals
  • Performance Measurement
  • SAP Change Management
  • Document Approvals

Kriya’s Mobile Digital Workplace helps your employees access and update records, approve payment requests, and track process performance from anywhere at any time. Easy to integrate public forms help you conduct surveys, gather data, collect invoices, and much more. Kriya’s simple drag and drop designer makes for an interactive user interface.

An Integrated Advanced DMS system aids in the simple management of documents. Kriya has a huge repository of best practice, free process templates that you can deploy in seconds and get your system running. Attractive charts, graphs, and dashboards help you keep track of the progress regularly. Kriya can integrate seamlessly into your existing systems and is easily scalable when you need to expand vertically or horizontally.

At the end of this discussion, we can clearly see how an effective business process management system can take your business to new heights. Increased cost and operational efficiencies, added visibility, better compliance, and happy customers and employees - a good BPMS is definitely the way forward for your business.