Process modeling is a very interesting approach for companies. It enables us to understand how things work, to map them out and to turn them into a communication tool that can be understood by all employees. There are many different ways of modeling processes: simple flowcharts, SIPOC, BPMN, VSM, UML… In this article, we’ll concentrate on the BPMN standard and BPMN 2.0 for Business Process Model and Notation.
Before reading this article
BPMN is a relatively advanced process modeling standard. If you’re new to business diagramming, we recommend you start with simple (but effective) flowcharts.
We’ve written a dedicated article to help you quickly increase your knowledge and skills. Here you’ll find advice, tips and tools to use.
Make progress in process modeling with our article dedicated to
What is a BPMN diagram?
BPMN (Business Process Model and Notation) is a standard for modeling business process tasks using a flowchart. It provides a standardized language for visualizing all activities, actors, responsibilities, conditions, decisions and events.
By process, we mean a sequence of tasks and stages, consecutive or simultaneous, individual or collaborative.
There are many other ways to model a business process: simple flowchart, SIPOC, VSM, UML. If you’re free to choose the format, it’s up to you to choose the modeling and mapping that suits you best.
These diagrams are often used forprocess audits, status reports, process documentation and business process optimization.
Find out more in our article on process automation
What’s the difference between BPMN and BPMN 2.0?
BPMN was introduced by the Business Process Management Initiative (BPMI), and taken over by theObject Management Group (OMG) following their merger in 2005. Their aim was to establish a process modeling standard for corporate activity and information flows.
Until 2011, minor modifications were implemented by the OMG. In 2011, the introduction of important additional principles to the standard led to Business Process Model and Notation version 2.0. This includes new possibilities for documenting and mapping events, decisions and exchange formats.
BPMN 2.0 is the logical evolution of BPMN version 1, taking into account the use of software and interoperability between systems.
Benefits of the Business Process Model and Notation
Powerful communication tool
BPMN models are easy to read and understand, almost without explanation. This makes them the perfect tool for driving transformation projects among stakeholders.
Standardized language between services
The same rules apply whether it’s a sales process, a purchasing process, a production planning process or an invoicing process. All players speak the same language.
Simplified documentation
Diagrams and maps are more interesting than textual lists of tasks. Your documentation and process sheets will then have more impact.
BPMN 2.0 diagram elements and objects
Entry and exit events
These are objects that represent events that trigger the process, impacts during the process and the end(s) of the workflow. For example: a customer request, an alarm, a stock level, an error…
Activities, tasks or stages and flows
These symbols represent an activity carried out by a person or by automation(find out more about task automation). It is rectangular in shape. Flows symbolized by arrows represent the order of tasks to be performed.
BPMN branches
A process can be divided according to a decision or a condition. We can focus on two types: simultaneous actions (two actors perform two actions in parallel and necessary to the process) and conditional actions (action 1 if event, otherwise action 2).
Lanes or swim lines
Each actor, role or service is positioned on a corridor or swim lane. If you don’t want to use lines, you can draw colored dots on each action, but it won’t be BPMN anymore. But if it’s more practical for you, don’t hesitate!
Additional information or artifacts
To enrich the BPMN 2.0 diagram, you can add various types of information. You are free to choose the symbols you want, as long as you maintain a certain degree of homogeneity. For example, :
- Tools, software and applications used.
- Available stock at each phase.
- Oral, paper or software interactions.
- The time needed to complete the actions.
- The completion time for each task.
- The frequency with which they are carried out.
- Documentation or procedures to follow.
- Employee satisfaction with each operation.
- Difficulties and shortcomings encountered at each stage
- Annotations and comments
Example of BPMN corridor modeling for purchasing processes
Following the BPMN standard is good. Creating a diagram adapted to your needs is even better.
Unless you have no choice but to follow the BPMN 2.0 standard (particularly for reasons of operability or IT design), we recommend that you take the best of this standard (and others) to create your own process modeling method.
Indeed, standards tend to be for and only for experts. If your diagram has change management objectives with employees, we suggest you produce maps that speak to them and that you can explain easily (without breaking a sweat).
In any case, whether or not you’ve followed the BPMN standard, modeling will help you in your optimization and continuous improvement project.
Also, depending on the audience, don’t hesitate to make different versions, with hidden elements or more abstract explanations to make the cartography easier to understand.
Other diagram types SIPOC, VSM, UML
The SIPOC diagram
SIPOC for Suppliers, Inputs, Processes, Outputs and Customers.
SIPOC mapping is an easy way to understand how a process works in general. This tool comes from the Six Sigma approach.
The advantages of the SIPOC diagram :
- Identification of areas for improvement, such as waste reduction or surplus production
- Easy to create; no need for specialized equipment. All you need is a sheet of paper or Powerpoint
- Good basis for building more complex models
Disadvantages of the SIPOC diagram :
- Over-simplicity, often requiring additional analysis
- Lack of details on relationships, flows and inventories
The UML diagram
The UML (Unified Modeling Language) diagram is initially used in the software industry, but it is also useful for identifying the key indicators of an activity and their correlation.
Its main advantage is the exhaustive listing of information sources. Ideal for optimizing a process or identifying solutions.
VSM diagram for process modeling
Derived from Lean approaches, the main purpose of the Value Stream Mapping or VSM diagram is to visualize physical flows (of demand, raw materials, inventory, resources, information, etc.) and processing times throughout the value chain.
The principle of the VSM diagram is to identify the elements that add value for the customer, those that don’t, and those that, although they don’t, are essential. In this way, sources of waste can be identified and the overall efficiency of the process improved.
Tips and tricks for following the BPMN 2.0 standard
- Study the process carefully with key company staff, even if you think you have a good view of things. You’ll be surprised at the difference! It’s also a good way of driving change through the organization’s teams.
- Don’t be afraid to define process perimeters. It’s better to start by producing a BPMN diagram on smaller perimeters than to try to produce a huge process. And then merge them as necessary.
- Try to create diagrams that fit on a PowerPoint slide. This limitation will also help you keep things simple and avoid complex attempts.
- As a reminder, you can produce different versions depending on the stakeholders you meet. This makes it easier for everyone to understand.
Use BPM platforms or workflow software to keep your business processes and documentation up to date.
Workflow or BPM (Business Process Management) software is a platform built around a process or workflow engine. Thanks to this engine, a company can replicate the actual operation of a business process (as close as possible to the existing one). Some software packages support BPMN modeling.
Once the process has been designed on the platform, you can transform it into a business application for your teams. This means better collaboration between teams, fewer errors and faster turnaround times.
These tools also enable you to document the process and keep it up to date automatically. So you don’t have to worry about pdf files.
Now you know all about the BPMN standard. Now it’s your turn! See you soon for more content!
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