Automating Business Processes with BPM

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NEXT STOP: LONDON!#PEWT2012

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AGENDA

• A bit about BonitaSoft

• What is a process?

• How – and why – companies use Bonita Open

Solution

Demo

• How to improve a day-to-day process with Bonita

Open Solution simply and easily

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A BIT ABOUT BONITASOFT

Jeremy Lipp, Marketing Director

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#1 IN OPEN SOURCE BPM

• 1,500,000 DOWNLOADS

• 25,000 COMMUNITY MEMBERS

• 450 CUSTOMERS

• 100 EMPLOYEES

• 60 TECH & SI PARTNERS

AWARDS

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KEY MILESTONESDemocratizing BPM for more than 10 years

2001 2003

Bonita project is supported by Bull S.A.

Bonita projectis founded

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FUNDING

• 2009 | €2.5 Millions1st round: Ventech and Auriga Partners

• 2010 | €2 MillionsAdditional 1st round: Ventech and Auriga Partners

• 2011 | €8 Millions2nd round: Ventech, Auriga Partners and Serena Capital

€12.5 Millions to to fuel continued worldwide growth

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EXAMPLE USAGE SCENARIOS

HELP DESK SALES ORDER MANAGEMENT

E-GOVERNMENT

Internal ticketing / support request

applications

Automated sales order

management

E-Government apps (centralized

& clustered)

Canary Islands

Key benefits:response times

significantly reduced

Key benefits:increased processing

capacity by 30%

Key benefits:dramatically

reduced admin. costs

400 CUSTOMERS IN 50 COUNTRIES

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“Bonita Open Solution is the only open-source product that meets Gartner's definition of a BPMS.”

Open Source BPM report, June 2011

WHAT WE DO.

HOW WE DO IT.

• Graphical Studio

• Business & Tech collaboration

• Processes + Apps + Analytics

• Process templates

THE BENEFITS.

• Improved collaboration

• Fast IT alignment to business

• Easy to update & maintain

• Immediate ROI

Delivering Business Efficiency by turning Processes into Applications

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BONITA OPEN SOLUTION

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SOLUTION BENEFITS

Business Users (process owners)

• Build the most productive process for your department

• Quickly discover bottlenecks in your process• Process more items with the same headcount• React more quickly with real-time monitoring• Get IT deliver the system you expected

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SOLUTION BENEFITS

Technical Users

• Easily capture business requirements• Quickly deploy web based applications for the

End Users• Fast connect End Users to other systems• Monitor the performance of the application to

ensure no loss of productivity• Prove technical value through increased

department productivity

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SOLUTION BENEFITS

End-Users

• Better prioritize which task(s) need to be completed first

• More quickly complete the tasks assigned to them• Gain a better understanding of what has been

completed during the process • Collaborate with other users to more quickly

complete the process

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ARCHITECTURE

Bonita User Experience

• Manage tasks• Monitor processes

Bonita Apps Your Apps

ConnectorsBAM

BI/KPIsUser

Mgmnt.Task

Mgmnt.ProcessMgmnt.

Bonita Execution Engine

E-Mail

DB

LDAP

CRM

…

ERP

API (Java,EJB, Web Service)

Bonita Studio (clients)

IS

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DESIGN.

Bonita Studio

• BPMN 2.0 notation

• Customized per user profile

• Drag-n-drop application development

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CONNECT.

… to almost any Information System

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RUN.

In Bonita UserXP Inbox or as a standalone application

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COMMERCIAL OFFERINGS

Ruth Cernes – VP Sales Worldwide

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COMMERCIAL OFFERINGSWe support your projects and accelerate their success

• Professional Services- Training- Certification in development and administration- Consulting: On-Site or Remote

• Annual Subscription Pack (SP)- Gold or Platinum Technical Support - Features to facilitate collaboration, speed development, aid

testing and deployment

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CONSULTING SERVICES

• Process DesignDefinition and agreement among stakeholders

• Evaluation of ImpactOn hardware, existing software, external data, etc.

• Process OptimizationFeedback to business to adjust the process to ensure it is optimized from a technical and business prospective

• Testing Ensure business requirements match implementation

• ProductionPerformance and growth are ensured

BONITASOFT SUBSCRIPTIONS

Team collaboration• Shared repository

• Productivity features

Business driven• Process templates

• Custom profiles

Mission-critical• Monitoring

• Error management

Subscription Packs• Commercial license

• Professional Support

• Software Upgrades

Bonita Open Solution• Open source license

• Free of charge

• Community support

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SUBSCRIPTION PACK ADDED-VALUE

Accelerate your project with productivity features: • Increase collaboration and communicate with your

stakeholders and colleagues• Advanced productivity• Business process templates ensure fast progress

Secure your project from the beginning: • Incident management• Bug fixing

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• Shared repository• Development productivity• Documentation generation• Search• Custom reports & dashboards

• LDAP synchronization• Secure graphical Web Services discovery

• Salesforce Connector• Built-in document mgmnt.• Generate PDF from data• Custom look-n-feel

• Gold professional support

• Custom profiles• Process templates:HR, Finance, Quality& IT management

• Enterprise document management (CMIS)

• SAP Connector

• Gold or platinum professional support

• Resource monitoring• Process monitoring• Error management

• Gold or platinum professional support

• Graphical modeling • User preferences• Connectors, e.g.: Email, Secure Web Services, Drools

• Form designer• BPMN 2.0• Versioning• Simulation• Multi-tenancy• Widget hints, tooltips• Online documentation• User guidance

Collaborative environments Advanced environments Mission-criticalFor first projects

BONITA OPEN SOLUTION EDITIONS Subscription Packs

Open Source Teamwork Efficiency Performance

Teamwork

+ Efficiency

+

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CUSTOMER SUPPORT LEVELS

Support levels Gold Platinum

Support Hours 9am to 5pm on business days 24/7

Number of Contacts 2 5

Support Portal Yes Yes

Phone Support No Yes

Number of Cases Unlimited Unlimited

Initial Response Time (S1) 3 business hours 2 hours

Patches Yes Yes

Online Resources Getting started guides Full access to Knowledge

Base

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TIME ZONES OF REFERENCE

From GMT+1(CET)ParisBerlin

Madrid

To GMT-8(PT)

San FranciscoLos Angeles

Vancouver

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ACCELERATE YOUR BUSINESS SOLUTIONS

Human Resources- Recruitment & Selection- On-boarding- Paid Time-Off

Corporate Finance- Procure-to-Pay

Quality Management- Process Governance

IT Management- Claims Management

More to come …

Corporate Function Process Templates

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WHAT IS A PROCESS?

Renaud Pichot, BPM Lead Consultant

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PROCESS & PROCEDURE

• Definitions:- process: a series of actions or steps taken to achieve an

end; use resources to transform inputs into outputs

- business process: a series of actions or steps taken to achieve a business result as output

- procedure : a way of carrying out a process or activity (ISO 9000)

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DEFINITION OF A PROCESS

• ISO 9000:2000- A process is a set of activities that are interrelated or that

interact with one another to transform inputs into outputs

• Definition - a process is a sequence of discrete activities- starts with by a well-defined initial state and a trigger- ends with a well-defined end state- a process model is a map of all possible paths from initial

state to end state of a processSource: BPMN Method and Style, 2nd ed., 2011

Bruce Silver

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HIGHLIGHTS OF PROCESS EVOLUTION

• 1930 ~ 1950 Just-in-time engineering- Lean manufacturing- Kanban scheduling

• 1940 ~ 1980 Total Quality Management- improvement of quality in other domains- every process has “suppliers” and “clients”, and all

clients deserve quality

• 1980 Process Re-engineering- re-design processes - use of information technology

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PROCESSES ARE EVERYWHERE… and part of life everyday

• Can you name a few?

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FOR EXAMPLE

• Marketing and sales

• Customer relations

• Human resources

• Communications

(internal and external)

• Internal policies and

procedures

• Manufacturing

• R&D

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WHY MODEL A PROCESS?

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WHY MODEL A PROCESS?

• Communicate with stakeholders

• Establish corporate governance

• Apply continuous improvement

• Use performance indicators (KPIs) and reporting

• Measure effectiveness and obtain efficiency

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COMMUNICATE WITH STAKEHOLDERS

• Provide a common language for communicating among process designers, actors, management, executives

• Use graphic representation of the process (model)

• Formalize responsibilities within the process

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CORPORATE GOVERNANCE

Improve understanding of company information

o Drive

o Manage

o Set limits

o Understand

o Evaluate

o Improve

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CONTINUOUS IMPROVEMENT

PLAN

DOACT

CHECK

(Deming PDCA Cycle)

Progress

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KEY PERFORMANCE INDICATORS AND REPORTING

• Indicators: measure progress toward a goal- evaluate performance- zero in on issues- communicate information

• Reporting: to help decision-making- Dashboards show status and results- management reports provide information

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EFFECTIVENESS AND EFFICIENCY

The process approach changes the way activities are organized in the quest for improved performance

• Effectiveness- The process actually produces the desired result

• Efficiency- The process produces results in an optimum way

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PROCESS MODELING MADE SIMPLE

BPM, BPMS, BPMN

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BPMBUSINESS PROCESS MANAGEMENT

a set of tools and methodologies

to model, automate, monitor and optimize

the processes of an organization

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BPM

• BPM : Business Process Management

• BPMS : BPM Solution (or Software)- a set of software tools to implement Business

Process Management in an organization

• BPMN : Business Process Model and Notation- a standardized graphical notation for modeling

business processes

BPMBUSINESS PROCESS MANAGEMENT

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BUSINESS PROCESS MODEL AND NOTATION (BPMN)

• A standardized graphical notation for modeling business processes

• BPMN 2.0 standard released in Jan 2011- by the Object Management Group- standard graphical elements- standard semantics- standard execution

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BPMN CORE ELEMENTS

Source: Object Management Group www.bpmn.org

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EVENTS IN BPMN2

• Green: starts a process with an action (event)

• Red: ends a process with an action

• Blue: an intermediate event that can “throw” or “catch” an action

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ACTIVITIES IN BPMN2

• Human taskneeds user interaction

• Service taskruns without user interaction (automated)

• Call activitycalls a sub-process

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GATEWAYS

• AND gatewayparallel

• OR gatewayexclusive

EXAMPLE

EVENTS

POOLS AND LANES

FLOW

ACTIVITIES

GATEWAY

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IDENTIFY ACTIVITIES IN A PROCESS

• Organize activities by organizational function

• An activity has an input, an action, and an output

• Name an activity with an action

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THE “HAPPY PATH”

• Describe the simplest, most basic path- the behavior expected when everything goes well- the process produces the desired result in the simplest

way

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ALTERNATE PATHS

• Identify alternate paths- What happens if a step isn’t validated?- What happens if action isn’t taken within its time

limit?- and so on…

• Apply business rules

• Manage technical risks

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ALTERNATE PATHS

APPLY BUSINESS RULES TO DECISION

MANAGE TECHNICAL RISK

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CONTINUOUS IMPROVEMENT

DESIGN

MODEL

EXECUTEMONITOR

OPTIMIZE

• process actors• end users

• IT• managers• analysts

• analysts• managers• other stakeholders

• analysts• managers• other

stakeholders• IT

• Process administrator(s)

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CASE STUDIES

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WHAT CAN BONITA OPEN SOLUTION DO?

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BPM FOR INSURANCE

• Company- a single point of contact for all types of insurance: life insurance,

pension funds, health insurance, etc.

• Project objectives- allow detailed monitoring of customer requests treatment

• Processes upgraded- customer relationship management and the allocation of cases to

different services

• Results- 30% fewer documents- time savings equivalent to 3 full-time employees- administrative efficiency

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BPM FOR PAPERWORK REDUCTION

• Company- European leader in electronic billing, electronic invoicing and cash

flow management

• Project objectives- automate the entire billing process by integrating Bonita Open

Solution into their SaaS solution

• Processes upgraded- electronic invoice validation – fewer forms

• Results- extremely fast integration, saving time to go-to-market

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BPM FOR CONTRACT MANAGEMENT

• Company- a leading global manufacturer of printing equipment, optics, medical

imaging and industrial measurement

• Project objectives- optimize the management of business proposals

• Processes upgraded- from data entry to invoicing, sales simulations and analysis of

configuration scenarios specific products and architectures

• Results- 30% increase in proposal processing capability

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BREAK

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DEMOPurchase Order validation

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BUSINESS PART

Initiator John

< 5000 €

Jack

> 5000 €

APPLICANT VALIDATION LEVEL 1 VALIDATION LEVEL 2

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TECHNICAL PART

Initiator

APPLICANT

Online form

Notification

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DATA NEEDED

• First name (text)

• Last name (text)

• Service (list)

• Email (text)

• Amount (float)

• Invoice attached

(attachment)

• Validation (boolean)

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LET’S DO IT!

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QUESTIONS

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THANK YOU, AND…Stay connected with us!

CORPORATE WEBSITE

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• Source Code