About the author
Martina Margitić
Director of Service Delivery Office
Business Process Model and Notation (BPMN) is a well-known standard for modeling business processes. Like a true business analyst, it bridges the gap between process design and implementation.
Understanding the nuances of business process modeling within different contexts, such as for business process automation using a BPM engine tool like Camunda or broader business process analysis, is crucial for a business analyst.
Modeling for Business Process Analysis
Business process analysis means understanding and describing the current (“as-is”) processes, identifying inefficiencies like redundancies, bottlenecks, potential errors, etc., and developing improved (“to-be”) processes, regardless of the intent to automate (but, in IT world, often with the intent to digitize).
Key Advantages of Modeling for Business Process Analysis
- Flexibility in Notation:
When modeling processes for analysis purposes, you don’t have to adhere to the strict BPMN rules like you do when modeling for process automation in engines like Camunda. Feel free to use simplified flowcharts or other more understandable notations for all stakeholders.However, we highly recommend always attaching a legend to your business process model, briefly describing the notation used. - Focus on Discovery and Improvement:
When doing business analysis, you will typically focus on what the process should accomplish rather than how it will be automated. By forming a dynamic duo with the lead developer, in which each of you brings unique insights to the table, you will often accomplish innovative solutions.You will not be burdened with the technical design of the process but rather focus on the real-life problems that the user faces, how to improve it, and how to solve their problems, which is a very natural approach for BAs. - Broader Contextual Understanding:
BAs look beyond the process flows to understand organizational dynamics, user experiences, and value stream mapping. By diving deep into the analysis, examining regulation compliance, organizational strategic plans, decision-making processes, and a myriad of other factors, this type of analysis will help you pinpoint bottlenecks and inefficiencies within existing processes, highlight process strengths and weaknesses, identify and mitigate risks, etc.By the way, during analysis, you should create detailed documentation of processes. This will be useful not only for communicating the process but also for even cooler stuff, such as assisting in managing changes or enabling the comparison against industry standards or competitors, which enables continuous process improvements.
Challenges
- Lack of Standardization:
Without following a standardized approach like BPMN, you will face inconsistencies in documenting processes. Various stakeholders might (be sure they will) interpret the same models differently, which causes confusion and miscommunication.To ensure a more standardized modeling, we recommend achieving some level of proficiency in modeling tools and methodologies. And still, never forget to attach a legend to your model 🙂 - Potential Disconnection from Implementation:
Ensuring the models you so profoundly analyzed integrate well with existing systems and processes can be difficult. Your models may need reworking to be suitable for direct implementation, which can cause a misalignment between analysis and actual system capabilities. You can mitigate the risk by involving a technical expert in the business process analysis as your trusted partner.
Modeling for Business Process Automation
On the other hand, when modeling for business process automation, specifically in a BPM engine like Camunda, precise adherence to BPMN standards is not just important—it is mandatory. The model you create is not just an excellent and well-analyzed graphic representation; it’s the actual blueprint that the BPM engine will execute.
If you just got scared, feel free to relax again by investigating the great advantages of this type of modeling, listed right below.
Key Advantages of Modeling for Business Process Automation
- Automation-Ready Design:
By using BPMN, you have the power to create diagrams that are not only descriptive but also executable. This means your models will directly drive process execution. But every power comes with great responsibility. So, for every element and sequence flow in your model, you must configure correctly.However, you will leave the configuration part to the developers and focus on cherry-picking the number of elements you place on the model (because every element you draw is a chunk of code the developer writes and configures into the model). - Collaboration Between IT and Business:
If you’ve been attentive in the class so far, this part is self-explainable 🙂 - Real-time Monitoring and Optimization:
With BPM engines, you can monitor processes in real-time, see where bottlenecks occur, and adjust the process model to improve efficiency.This is a warning that this adjusting part is not as quick as it sounds. Remember that every time you adjust the model, the developer must also modify the code to support the changes.
Challenges
- Complexity in Design:
The first advantage mentioned above already alludes to this challenge: creating an automation model requires a deep understanding of BPMN. You’ll need to know the ins and outs of events, gateways, tasks, sub-processes, and (so, so much) more. In our experience, learning the notation itself is simple, especially with many great free online resources. What is most challenging is the change or upgrade in the BA’s mindset.When you “just” analyze the business process, even if you correctly use BPMN notation, you will be sure that putting as many critical steps in the process as possible is the most appropriate way to describe it (it will most resonate with your stakeholders).But, when you automate processes, you’ll learn very quickly that you’ll also need to start thinking like an architect – you’ll need to clearly distinguish between the steps users go through in their mind and/or on-screen from the actual process steps (the latter are commonly much fewer). - Complexity for Non-Technical Users:
While embracing the new architecture mindset might be a challenge you’ll eagerly overcome, it could overwhelm business stakeholders unfamiliar with the notation and the concept of not putting their every thought into the drawing process.We recommend taking an active role in educating business stakeholders on correctly interpreting (and using) BPMN models. And yes, you correctly guessed, we encourage you to work closely with the lead business process developer to help stakeholders in this challenging journey.
Improving with Process Modeling
Whether you’re analyzing business processes for automation or not, business process modeling is about improving things. It’s about efficiency, clarity, consistency, and adding value.
Modeling in BPM engines is particularly well-suited for organizations looking toward process automation. However, it requires a high level of expertise with the notation, particularly when complex process logic is involved.
In contrast, modeling for business process analysis allows a business analyst to focus on conceptual and organizational aspects without semantic constraints. It enables the analyst to engage in broader discussions about strategic alignment and operational excellence without being bogged down by technicalities.
