10.pptx

Business Process Management_ Practical
Guidelines to Successful Implementations
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UNDERSTAND PHASE OUTPUTS
The Understand phase will provide valuable input into other phases of the framework,
including the following examples:
 knowledge is useful to the process architecture in modifying or enhancing the standards
or guidelines for the organization;
 there is input into the Innovate phase—baseline metrics.
 there will be outcomes that will assist in the potential development of new roles in the
People phase, or indications of what may be required in the development of solutions
(i.e. People Capability Matrix).

UNDERSTAND PHASE CHECKLIST
This checklist provides a generic overview of possible inputs, deliverables and
gates of this phase.
Possible gates
• Unable to obtain satisfactory baseline metrics;
• Subject matter experts unavailable.

Five-column process model (levels 3 and/or 4)
The five-column (SIPOC) process model provides an overview of the supplier, input,
process, output and customer for each activity. It can be specified as a flow chart or as
text, see Table 16.4.
The columns are defined as follows:
1. Source: the origin of the input for the action.
2. Input: the necessary resource (document or information) for the action.
3. Process: the activities and choices (it should also be specified who is executing this
action).
4. Output: the result (document or information) of the action.
5. Client: the destination of the output generated by the action; this could be an archive or
a subsequent action

benefit of the five-column process model:
The best text-based way of describing processes in the case where there is no
process modeling and management tool available.
Some people use a three-column structure (input, activity and output) or a four column
structure (activity, person, document and system), but these models do not provide a clear
view on how the various actions are related to each other—which is one of the most
important issues when preparing models.

Understand workshop—initial workshop presentation
 One of the first steps in the Understand phase workshop is to provide a frame for
the various workshops that will be conducted.
 This framing is usually managed by a presentation to the business and certain
members of the project team. The following provides a sample of the possible
contents of such a presentation.

1. Agenda
a) Introduction
i. How the Understand workshops will run (including rules and guidelines)
ii. Roles and responsibilities of participants
iii. Scope of the project and this phase
iv. What is Business Process Management? (Not all participants will understand
it, so a brief explanation or presentation will assist)
b) Agreed list of end-to-end processes
c) Organization Process Selection Matrix.

2. Workshop participants’ expectations
The facilitator needs to understand whether the participants’ expectations are
different from those planned, and, if so, to reset the expectations.
3. Project scope
reaffirm the scope and ensure that all participants understand it.
4. BPM activity objectives
ensure that all participants understand the objectives of the BPM activity

5. Understand phase outcomes
ensure that all participants understand what is expected at the end of the
workshops.
6. Show a few slides on the modeling tool that will be used,
describing how models will be created and the types of models that will
be used (it is not necessary to provide a demonstration of the tool in detail, as
the workshops will commence using it in practice).

7. Individual workshop agenda
each workshop should have an agreed agenda or format, and we suggest the following:
a) Recap and review of the previously completed workshop sessions
i. Discuss and review work completed after workshop end by the BPM activity
ii. Follow-up action items from previous workshop
b) Complete session modeling and discussion of processes
c) BSM experts to present a summary of the sessions
d) Actions to complete outside the workshop, before the next workshop
e) Agree agenda and business processes to be modeled and discussed at the next
workshop.

Modeling guidelines
• Purpose and audience of the model.
Before modeling, it is important to specify the purpose and audience for that
process model. Process models are often used by more people and for more
purposes than initially envisaged.
• Approval and governance.
Prior to modeling, it is important to specify who will approve and maintain the
process modelsso that you do not have people at the end of the project saying: “If I
had known that I would be the person formally approving these process models, I
would have been more intensively.

Modeling guidelines
• The big picture.
The first step in process modeling is to specify how the process fits into the overall
processes of the organization, and then to drill down to the more detailed processes;
this provides the participants with the required big picture.
• Process model steps.
It is crucial that a clear set of steps is outlined specifying how the process model is
to be developed, reviewed, approved and maintained, and what the roles and
responsibilities of the various people will be.
• Standards and reference models.
Ascertain the standards and reference models that are applicable.

The following modeling principles are listed (Davis,
2001):
Modeling guidelines
• Principle of correctness.
 A model must have the correct semantics and syntax.
 The method must be complete and consistent, and the model must
comply with the method.
 Only then can the model be validated against the real world, using the
modeling tools, and shared with other modelers and business users.
 Stick to the modeling method.

2001):
Modeling guidelines
• Principle of relevance.
 Items should only be modeled if they are relevant to the model’s
purpose.
 Modeling in too much detail wastes time and money, and confuses
people.
 In general, if your model is larger than two A4 pages, you are modeling
at too detailed a level.
 Don’t model the universe.

2001):
Modeling guidelines
• Principle of cost versus benefit.
 The amount of effort to gather the data and produce the model must be
proportionate to the expected benefit.
 In general, 80% of the benefit comes from 20% of the effort.
 Getting the last 20% will cost you another 80% in effort.
 Know when you’ve done enough.

2001):
Modeling guidelines
• Principle of clarity.
 The model should be understandable and usable.
 Business process models are complex, so break the models down into
understandable chunks that fit into an overall structure.
 Keep it simple—clever models often confuse.

2001):
Modeling guidelines
• Principle of comparability.
 A modeling tool can be very powerful.
 It can be used in lots of different ways to achieve the same end.
 The real benefit comes from communication and sharing.
 To do this, you must take a common approach to modeling within the
modeling tool.
 Define standards and stick to them

2001):
Modeling guidelines
• Principle of systematic structure.
 Models produced in different formats should be capable of integration.
 Again, stick to the method, stick to the common naming conventions
and produce and re-use libraries of common objects.
 Don’t reinvent the wheel, re-use whenever you can.

EMBEDDING BPM IN THE
ORGANIZATION

Intoduction
Embedding BPM in an organization is a large and complex set of tasks.
 As every organization is different in terms of its business and process maturity,
 its capabilities and successful implementation of business capabilities,
 it is only possible to provide an overview of the “ideal” state for each of the six
aspects of the Management by Process framework and then the individual
components that should be present.
 It is up to the organization to determine how to implement and intertwine these
components based upon its individual situation.

The aim is to develop a business operational state that will continuously
observe, manage and improve business processes, to create a culture and
foundation that has process improvement at the forefront of business and
people initiatives and to provide organization agility, continuous improvement
and business opportunities that may not otherwise be available.
Goal

 Improving processes and obtaining results is not the end but just the
beginning of managing business processes.
 Process-focused organizations understand they need an appropriate
BPM structure.
Organizational structure perspective

As Miers (2005) says:

ELEMENTS OF EMBEDDING BPM IN THE
ORGANIZATION
Embedding BPM in an organization relates to the “roof” (Organization Sustainability and
Performance Management) of the BPM House.
Figure 27.2 BPM House and embedding BPM within
the organization

Embedding BPM within an organization requires an organizational structure that supports:
ELEMENTS OF EMBEDDING BPM IN THE
ORGANIZATION
organizational process assets
and methods
methods and IT in the BPM maturity model
organizational process
governance
governance in the BPM maturity model
organizational culture people and culture in the BPM maturity model
performance management parts of the governance in the BPM maturity model
benefits management
framework
parts of the governance aspect in the BPM maturity model.
Predominantly to process stewardship (ownership)

OWNERSHIP OF PROCESSES
One of the most challenging parts of BPM is to ensure that the accountability and
responsibilities of the processes are clearly and appropriately assigned.
An organization has a number of choices with regard to process ownership.
It could:
1. make the functional managers responsible for their own part of the
process only (part of an end-to-end process, that is a sub-process);
2. appoint a functional manager (from one business unit) to be
responsible for the entire end-to-end process across multiple
business units;
3. appoint a manager who has no functional responsibilities to be
responsible for the entire end-to-end process.

There are associated challenges and risks:
Functional sub-
process owner
 risk associated with this approach
 subprocess owners will only see their own part of the process (a silo perspective)
 changes to this sub-process may negatively impact other parts of the end-to-end
process (suboptimized).
Functional
end-to-end
process
owner
 (difficulty) a conflict of interest for the end-to-end process owner.
 responsible for both end-to-end process and particular functional silo (a sub-
process).
 process owners make changes that impact on their own functional silo
profitability and operational efficiency in order to benefit the end-to-end
process.
 Management of processes has the potential to lead either to the end-to-end
situation not being sufficiently considered, or to the functional managers.
 using responsibility for the end-to-end process to pursue their own functional
objectives.

Process owner
with no functional
responsibilities
 it can be extremely challenging to manage because of the need to gain
consensus across functional managers.
 the person appointed must be a senior executive or manager with a
high level of organization.
 the person must be able to provide the additional persuasion that
functional managers sometimes need to look at an end-to-end process
perspective.
 the person called a process “steward.
 the challenge is end-to-end process owner to be able to counter the
suboptimization efforts of the functional managers and pursue the end-
to-end.
 it is often recommended to have the end-to-end process owner report to the
COO (Chief Operations Officer) or a CPO (Chief Process Officer)
There are associated challenges and risks:

Process
documentation
 It must be correct, up to date and easy to use.
 the process owner must ensure that documentation meets all the relevant
standards and requirements (e.g., compliance).
Process
improvement
 process owner is the focal point for proposals for process improvement,
 process owner responsible for decisions, change management and
implementation of these improvements, (includes liaison with
stakeholders).
Interface and
boundary
management
 The process owner should ensure smooth transition between and across
processes
 The process owner must ensure that the boundaries between various
processes are well understood and documented.
The main activities for a process owner relate to:

Process automation  The process owner should be involved in all the relevant process automation
 It is important to remember that many IT applications span across various
processes.
Process performance
management
 The process owner must ensure that the contribution of process performance
to the objectives and strategies (organization) are measured
 the process owner must ensure that the processes are managed to ensure
that they meet their objectives.
Process promotion  The process owner must promote:
 the proper use of the process
 the generic promotion of process thinking
The main activities for a process owner relate to:

ORGANIZATIONAL STRUCTURE OF EMBEDDING
BPM
There are three ways BPM may be positioned in an organization and they are linked to the level
of BPM maturity in the organization: Ad-hoc BPM, building BPM and BPM enabled
1. Ad-hoc BPM
• there is no formal BPM group or program of work, other than individual BPM initiatives
(from small project to large programs).
• The key characteristic is BPM activities are only temporarily performed in the course of a
BPM initiative.
2. Building BPM
• There is a formal BPM group or BPM Center of Excellence that reports to either Business
(Divisional or Departmental level), IT or other (Quality, Finance, HR or other).
• The two key characteristics are a permanent BPM group, and no executive sponsorship.

BPM
There are three ways BPM may be positioned in an organization and they are linked to the level
of BPM maturity in the organization:
3. BPM enabled
Process focus and enablement is placed at the executive level, with the BPM group or
Center of Excellence reporting at this executive level.

BPM
Positioning of formal BPM group
Source: Based on BP Trends, 2012

BPM
Relationship between level of BPM embedment and BPM maturity

Ad-hoc BPM
There is no formal and permanent BPM group or official BPM manager in an
organization. Typically, an organization will have:
• a number of BPM enthusiasts, some might even have a managerial role;
• some projects and programs that have a strong process component which might
not have been recognized as such by those involved;
• one or more BPM initiatives, with a more formal recognition of the role of
process;
• some remains of a previous attempt to have a BPM Center of Excellence that was
aborted.

Role Responsibilities
BPM project manager • responsible for achieving the specified project objectives by using BPM.
Process architect
(part-time basis)
• ensure that the project and process architecture align with the overall enterprise
architecture,
• relevant people within organization are informed and involved in the execution of
the process architecture
Process engineer • automated solution is to be used.
• organization is implementing its first few BPM activities
• ensure that the technical solution fits within the infrastructure of the organization
BPM consultant • assists business in identifying and realizing benefits through BPM
• including new opportunities by changing processes and by coaching the relevant
people to achieve them
Process modeler • include the process modeling during the Understand and Innovate phases.
Ad-hoc BPM STRUCTURE

How does it work?
 Organizational process assets and method:
There are piecemeal and ad-hoc approaches to improving and managing business processes
due to the fragmented nature of BPM across the organization:
most of the methodologies, techniques and templates are provided by individuals and
might range from the 7FE Framework,
• Business Process Re-engineering (BPR),
• Business Process Improvement (BPI),
• Lean and Six Sigma and vary by BPM initiative.
Ad-hoc BPM

How does it work?
 Process governance
• embryonic or initial steps at process governance
• unsophisticated attempts and steps to process management, where a different
range
of approaches are used.
• more generic governance framework
Ad-hoc BPM

How does it work?
 Organizational process culture
• limited and fragmented
• elements of process culture embedded in the generic culture (i.e. customer-
focused work culture).
• process culture elements in training but nothing covering a holistic process view.
Ad-hoc BPM

How does it work?
 Performance management
limited and not linked to processes.
 Benefit management framework
limited or non-existent, typically projects will not quantify any benefits nor have
objectives specified.
Ad-hoc BPM

How to drive value?
• Be successful in your job:
either executing process, managing process or delivering the BPM activity.
• Leveraging successful process improvements:
best practices and lessons learned will help to drive value as well as achieving
economies of scale and synergies.
Ad-hoc BPM

Key challenges?
 Obtain buy-in for business process improvement and management:
 everyone is busy with daily tasks. Hence
 it is important to demonstrate how process improvement will reduce the workload by
successfully executing improvement activities.
 People staying with preferred BPI methodology:
 it is necessary to agree at least some type of commonality and consistency.
Ad-hoc BPM

 The BPM activity must generate awareness of BPM in the organization:
 to ensure sufficient support for and commitment.
 to balance the message between the general benefits of BPM and the specific results
for the particular BPM activity.
 The BPM activity should not spend too much time on generating BPM awareness:
 all project members should remember that their efforts will be predominantly judged by
the realization of the project objectives, and not by well-intended awareness of BPM.
 The BPM activity should provide an excellent showcase of the business benefits of BPM.
 The best way to sell BPM is not through theories or textbook case studies, but through
achieving results within the organization itself
Key challenges?
Ad-hoc BPM

 The BPM activity should not spend too much time on generating BPM awareness:
 all project members should remember that their efforts will be predominantly judged by
the realization of the project objectives, and not by well-intended awareness of BPM.
 The BPM activity should provide an excellent showcase of the business benefits of BPM.
 The best way to sell BPM is not through theories or textbook case studies, but through
achieving results within the organization itself.
 no overarching BPM group at this level of embedment:
 everything must be done through convincing people, rather than telling them what to do.
 Without a clear benefit management framework it will be difficult to state the success of
BPM activities.
Key challenges?
Ad-hoc BPM

How to reach the next phase?
Ad-hoc BPM
• Leverage success achieved in processes and BPM initiatives.
• Include the establishment of a BPM Center of Excellence in any future target state.
• The key task could be the further improvement and fine-tuning of the organizational BPM
activities and later grow to a broader scope outside the initial BPM activity.
• Demonstrate the value of consistent process, methods and tools.
• Explain to management how much more success can be achieved by creating a
formal
BPM group or Center of Excellence.
• Build an internal BPM network or community of practice.
• Increase awareness by selling BPM as a way to be successful rather than BPM as
a methodology.

How to reach the next phase?
Ad-hoc BPM
• Training and coaching will be the most common form of external support, especially
where this is the initial framework-driven BPM activity within the organization.
• It is important to ensure that BPM training is fit-for-purpose for the organization.
• Unless an organization is mature in BPM, external support will be crucial at this
stage
to ensure that the right approach is adopted.
• In the next phase, BPM will be in the takeoff phase and a false start at this stage will
be extremely costly in terms of energy, time and finance.
• External experts can assist by providing their knowledge and experience.

BUILDING BPM
Definition A CBPE is a group of people who are the organization’s experts in BPM.
Purpose to facilitate and support the activities of the various BPM activities
(projects and programs).

Where is BPM placed?
BUILDING BPM
 multiple formal BPM groups or Centers of Excellence.
 It is preferable to have a single Center of Business Process Excellence (CBPE) at the
corporate level.
 It is definitely best to have the group within the business.
The BPM group or Center of Excellence can be placed in a variety of places:
• departmental or divisional level (business)
• IT
• Finance
• HR
• Quality
• Strategy

How is it structured?
BUILDING BPM
 Now, organization has executed several large-scale BPM activities (project/ programs)
successfully,
 BPM has gained momentum and institutionalize their BPM expertise and experience by
establishing a CBPE.
 A CBPE brings together people with different skills and experiences to solve complex
business problems.
 It takes the traditional concept of project management far beyond its primary concern of
the technical implementation of a project.
 a CBPE demands a range of competencies to move BPM activities through several
lifecycle phases of conception, development, implementation and review.

Goal
BUILDING BPM
1. to facilitate cooperation between the business and IT,
2. giving business greater responsibility for the delivery of automated and non-automated
BPM solutions.
3. in effect, pool resources to assist a wide range of business units to develop
4. implement and/or manage self-improvement BPM projects.
5. CBPE is a centralized group whose members should provide expertise to facilitate the
relevant organizational units to be successful in their BPM efforts
6. enable the organization to have the skills and knowledge to successfully repeat BPM
activities.

CBPE roles
BUILDING BPM
A CBPE manager  to ensure that the CBPE assists the business units of the organization to
achieve success.
 capable of motivating and guiding staff rather than being the person with
the most expertise.
 communicates and works with the other business managers and executive
management.
Process quality
assurers/senior
process modelers
 ensure the various BPM activities are meeting the desired (minimum)
standards and are not “reinventing the wheel” every time.
 guide the process modelers in the BPM activities and provide coaching in
situ.
 assist with some of the modeling—especially establishing the initial process
framework.

CBPE roles
BUILDING BPM
A BPM
consultant/account
manager
• the business to identify the opportunities for process improvement and
process management within the organization
• explains how the CBPE can be of assistance.
• be the first person to discuss the BPM opportunities with the business, and
the role the CBPE will play.
• charges its customers,
• BPM consultant is the account manager
A process modeling
and management tool
administrator
• ensure that an organization with a CBPE has a process modeling and
management tool (process asset repository) and that a minimum set of
standards are being maintained.

CBPE roles
BUILDING BPM
A BPM trainer • responsible for preparing and providing BPM training.
• to be trained increasing
• responsible for customizing the training to the requirements of the
organization, rather than just providing a standard course.

How does it work?
BUILDING BPM
The BPM group typically has a limited area of authority covering:
 Organizational process assets and method
 There is more coordination and consistency, even though there may still be competing process
tools.
 CBPE will model processes, typically as part of a project and hence will cover the most important
processes in the organization over time

How does it work?
BUILDING BPM
 Process governance
 If process ownership is present, it will likely be sub-functional process owners.
 Some might have already experimented with a more end-to-end approach to process ownership.
 Organizational process culture
 People will start understanding the importance of process and will increasingly start to take a
process-focused approach to solving problems.

How does it work?
BUILDING BPM
 Performance management and benefit management framework
 framework is in place to measure the benefits of BPM activities and work is underway to achieve
overall performance management.

How to drive value?
BUILDING BPM
 Focus on achieving benefits for the business, by ensuring benefit traceability throughout the lifetime
of a BPM activity.
 Highlight shortcomings in the management of processes and identify opportunities for improvement.
 Ensure that BPM activities are focusing on the right problems and solving these problems will
significantly contribute to the achievement of the overall organizational or departmental objectives.

Key challenges
BUILDING BPM
 Making sure that the BPM group/CBPE achieves its expected targets and generates at least double
the benefits that it costs.
 The CBPE should maintain the balance between ensuring that the individual BPM activities are
successful and the desire to have them comply with the emerging organizational standards and
methods.
 These standards are crucial to the organization as more and more BPM activities are initiated and
more and more people become involved: if standards cannot be enforced during the program,
they will certainly not be enforceable throughout the organization.
 The process owners may struggle with the limited scope of their ownership and the temptation is
to ask for more advanced ownership, but it is strongly recommended to first obtain tangible
benefits from the limited role responsibilities.
 Going too far too fast seldom provides the desired results.

reach next phase
BUILDING BPM
• Work closely with the other disciplines, such as Strategy, Project Management
Office,
Finance, IT and Audit;
• Highlight the benefits of having a Chief Process Officer;
• Continuously show that process is part of the solution rather than part of the
problem.

Where is BPM placed?
BPM ENABLED
 There is an Enterprise Center of Excellence reporting directly to the Executive
 CPO, as process management is recognized for its strategic performance.
How is it structured?
 The CPO will have the CPBE reporting to him or her as well as the group of
process owners.
 Refer to the previous sections for details on these two groups.

How does it work?
BPM ENABLED
• CPO is responsible for ensuring that the processes are geared towards contributing efficiently
and effectively to the objectives of the organization.
• ensuring that the organization’s process architecture is well embedded within the overall
Enterprise Architecture,
• the processes are considered with any major change or initiative within the company and the
CBPE is accepted and well respected for its contribution to the business.

How does it work?
BPM ENABLED
The CPO will be responsible for coordinating the various organizational strategies
and aligning them with the specific process strategies to ensure that they support
organizational goals, following aspects:
 Customer service;
 New product development;
 Procurement strategy;
 Fulfillment strategy;
 HR and training strategy;
 Accounting and finance strategy;
 Technology strategy.

CPO responsibilities
BPM ENABLED
1. all the end-to-end processes within the organization, which may extend to the
processes the organization has with its customers, suppliers and partners.
2. IT is aimed at supporting the business processes; a separation between the two
domains has the potential to lead to suboptimization.
3. Governance and management of all the end-to-end processes within the organization;
4. Achieving the process goals across the organization, and assuring the smooth flow of
data, documents and information between sub-processes;
5. Maintaining a customer focus, constantly working to assure that processes, as a whole,
function to satisfy the customer;

BPM ENABLED
6. Ensuring that problems, disconnects or gaps that arise when processes cross departmental lines are
resolved to the satisfaction of all stakeholders;
7. Planning, managing and organizing processes as a whole;
8. Ensuring that appropriate process measures are established, monitored and maintained;
9. Establishing and maintaining the BPM project framework or methodology across the organization;
10. Nurturing ongoing and continuous improvement programs for business processes;
11. Smooth running of the CPBE team;
12. Establishing and maintaining the relationships with the BPM vendors;
13. Ongoing knowledge management for BPM within the organization;
14. Overall quality management;
15. Ensuring that the business processes and the digital strategy are coordinated and enhance one
another.

BPM ENABLED
At a more detailed level, a CPO has the following characteristics.
Organizational process
assets and method
• CPO typically coordinates with Strategy Office and PMO to come up with
an overall corporate method.
• The process assets, method and IT are aligned with the Strategy, IT and
BPM activities.
Process governance • This governance is typically from an end-to-end perspective by either
functional managers or by process owners that do not have a functional
responsibility

BPM ENABLED
At a more detailed level, a CPO has the following characteristics.
Organizational process
culture
• Process improvement and management are well embedded
within the organization and are included in all aspects of the
organization, including in training, promotion criteria and the
way they work together with clients and partners.
Performance
management and benefit
management framework
• should be well embedded within the organizational way of
working.
• Typically, the performance management and benefit
management framework are closely aligned with the other
disciplines within the organization.
• Any planned BPM activity benefits will be reflected in the
relevant budgets and financial plans.

How to drive value?
BPM ENABLED
• Take a proactive approach by identifying strategic issues and themes and driving them from
a process perspective.
• The efforts of the CPO should provide demonstrable value in the overall performance of
the organization.
• Keep everyday focus on increasing value from process execution and process management,
including when dealing with clients and partners by driving value chain improvements.

Key challenges
BPM ENABLED
• In order to obtain the buy-in from all process owners and senior management the CPO should
clearly demonstrate his or her added value, as many process owners might consider the CPO to
be an extra organization layer.
• The CPO must maintain a strategic orientation and not become too involved in the day-to-day
running of the CBPE, as this is a completely different role that should have a dedicated person
with the right capabilities for that job.

Key challenges
BPM ENABLED
• The CPO must be able to provide added value at the Executive Board level, as all other CxOs will
have larger departments, more people and higher budgets.
• CPO must have the vision and capabilities to deliver this vision in tangible results, which should
ensure that the other CxOs provide the necessary funding, resources and people to make use
of BPM initiatives.
• It will be a challenge to find a person like this, as the person must have a strategic view and also
be able to have a detailed understanding of the operational processes, without becoming too
involved in the detail.

Key challenges
BPM ENABLED
• It is important to include a few words of warning.
• A CPO is especially helpful in a process-focused organization that is mature in its process
dealings.
• If an organization is still evolving to this level of maturity, then the best alternative is to have a
BPM program with buy-in from the CEO and senior executives to improve the processes, and
then at a later stage appoint a CPO.

Key challenges
BPM ENABLED
• Appointing a CPO or establishing a CBPE in an organization that is not mature enough to
understand or sustain them will seriously impact the added value they can bring to the
organization, and could lead to difficulty in achieving the high expectations of these roles.
• Keeping it real and tangible, especially as a process methodology and governance at an
enterprise level in a large organization becomes quite abstract and conceptual.
• Making it all come together not just from the different elements (e.g., method, people,
benefits, IT, process) but also ensure that it is done at all the relevant levels (e.g.,
executive, operations, etc.).

How to maintain?
BPM ENABLED
• Maintain the rage:
 continue looking for opportunities to improve and widen the message for BPM.
• Work closely with clients and partners to continuously improve interactions, this is the best
way to be competitive and leave a legacy

How to position BPM in large organizations?
Federated model Central model
Each business unit has a BPM group that has
ownership of BPM activities within their
business unit and is supported by a central
entity that drives synergies across the
organization.
The organization has a centralized BPM group
that drives the BPM methodology and
instructs the BPM teams in the various
business units.

Difference between federated and central model

Comparison of federated versus central model
Observations
1. There is no a huge difference between the two models (centralized and federated).
2. If the CEO and Board wish to implement process management across the entire
organization it will need the focus and commitment of all senior leaders.
3. Federated or centralized will be significantly impacted by the commonality of processes
across business units.
4. If the processes within a business unit are unique, then federated may be more applicable.
If the processes are common, then centralized may be more appropriate.
5. Depending upon the size of the organization and its divisions, a leader or leaders within
one or a small number of divisions may choose to implement process management
without the entire organization commitment.

Comparison of federated versus central model
Observations
6. The author has never seen the IT department drive BPM throughout an organization
enterprise-wide in a sustainable way.
7. It always requires CEO drive and commitment.
8. Similarly for HR. HR could, with the support of the CEO, establish KPIs for each level of
management and employee in the organization to achieve process-related targets.
9. However, it is then up to the CEO and divisional business leaders to drive it throughout the
organization and make it sustainable.

Process modeling conventions
Modeling conventions should aim to address:
 Uniformity
 Only a uniform presentation of information in the tool creates a communication basis for
employees in different business units and departments.
 This communication basis is important if employees are to inform each other about the interfaces
of various work areas as part of process orientation, or if employees from different departments
are to work together on projects.
 Uniformity in this sense applies to designing graphics, naming conventions and the envisaged
degree of detail.

 Overcomplexity and lack of readability of process models
 Definition and documentation conventions will ensure that all employees involved in process
modeling, as modelers or readers, will only be confronted with the information of importance to
them and the organization.
 This is particularly important with the selection of models, objects, symbols and attributes, how
the process structure will link and formal settings of the master database.
 The benefits of reduced complexity and increased readability are especially noticeable during the
familiarization of new employees and when carrying out new projects with the process modeling
and management tool

 Integrity and re-usability
 Integrity and re-usability of information in the process management and modeling tool are
prerequisites for a consistent overview of an organization and its structure and processes.
 This overview, in turn, is a prerequisite for being able to interpret the information already stored.
 Consistency and analyzability
 The objective must be to enable the unambiguous, complete and accurate analysis of process
database information across departments and project teams.

To achieve this, the modeling conventions should be:
 Practical
 the modeling conventions document itself must be useful to the modelers, while
they model processes, and must provide practical information (not theoretical) on
modeling with the selected tools and methods within the organization.
 Accessible
 the reader should be able to access the required information easily and intuitively;
the best way to achieve this is to have a clear and logical table of contents and use
a list of diagrams, a glossary and an index.

To achieve this, the modeling conventions should be:
 Fit for use
 for the modelers, and should not duplicate the training manuals or user guides;
rather they should provide practical tips and guidelines for modeling with the
selected process modeling and management tool within the organization.

Issues to consider
• Remember that most tools are used for longer and for more purposes than initially thought.
• Converting all the developed process models to another tool is a large task, which can involve
significant effort and resources.
• Thus, it is important to specify whether the organization requires a short-term easy design tool
or a more robust, architecturally based modeling and management tool.
• Some vendors will promote features that will not be relevant to the organization; therefore, it
is important to ask vendors to showcase how they will meet your requirements and how the
tool will work for you.
• Involve the key stakeholders such as IT, BPM Center of Excellence, management, finance, HR,
etc.
• Ensure that you do a proper reference check, where you look at all the key aspects and roles
that are impacted by the tool

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