In our article on Business Process Management (BPM), we thoroughly covered the fundamentals of this approach to optimizing business processes. In this article, we focus specifically on Business Process Model and Notation (BPMN), a key method for process modeling. We will explain what BPMN is, how it works, what benefits it offers, and what current trends are emerging.
What is BPMN?
As digitalization progresses, the modeling of business processes is becoming increasingly important. Business Process Model and Notation offers a standardized method for graphically representing these processes. Since its introduction by the Object Management Group (OMG) in 2004, BPMN has provided a clear and universal language for process modeling. The notation is designed to be understood by both business users and IT specialists, and it includes symbols and rules to map the entire process from planning to execution.
What can you do with BPMN, and what is it used for?
Business Process Model and Notation offers a variety of possibilities for modeling and optimizing business processes. With BPMN, you can:
- Visualize processes: It allows you to represent complex business workflows in clear diagrams that vividly show tasks, decisions, and sequences.
- Analyze processes: The graphical representation helps quickly identify bottlenecks and improvement opportunities.
- Simulate processes: You can test models to optimize the behavior of processes under different conditions.
- Automate processes: BPMN models can be directly integrated into BPM systems, enabling processes to be executed and monitored automatically.
BPMN is used in various fields, including business process management, software development, and process optimization.
- Business Process Management: Companies use BPMN to document, improve, and manage their processes more efficiently.
- Software Development: In software development, BPMN supports the design phase by defining clear process requirements.
- Process Optimization: It serves as a basis for analyzing and improving business workflows to enhance their efficiency and effectiveness.
Different roles within a company benefit from BPMN, including business analysts, IT developers, and management.
- Business Analysts: They use BPMN to model and analyze processes and to develop improvement proposals.
- IT Developers: BPMN serves as the foundation for implementing processes in software applications.
- Management: Executives use BPMN to gain a comprehensive overview of business processes and make strategic decisions.
Benefits of BPMN
The advantages are numerous, such as:
- Clear Communication: BPMN provides a clear, standardized language that facilitates communication between various stakeholders.
- Flexibility: The notation can represent both simple and complex processes.
- Integration: BPMN models can be directly integrated into BPM systems, facilitating the automation and monitoring of processes.
- Standardization: BPMN is an internationally recognized standard that improves the consistency and quality of process documentation.
Limitations and Criticisms
Despite BPMN’s strengths, there are some limitations that should be considered:
- Data (input data, output data, control data, etc.): BPMN provides symbols for data objects. However, these symbols define data objects in a rather abstract way, such as “invoice” or “order.” Business Process Model and Notation does not provide detailed definitions of data objects in terms of attributes, data types, and other factors. The same applies to data storage (databases, folders, etc.), which are also modeled in a rather abstract manner. Here, details like database instances or tables are missing. On the other hand, BPM suites (BPMS) offer vendor-specific extensions that enable complete application development.
- User Interfaces for Tasks and Data: Process steps usually require reading or entering data, which necessitates appropriate user interfaces. BPMN does not provide modeling tools for these. As with data definition, BPM vendors offer extensions to create user interfaces or to link BPMN objects with data and screen forms created in standard programming languages.
- Business Rules: Business rules allow for the mapping of business logic, but this is only partially possible with Business Process Model and Notation. The OMG recognized this limitation and developed the Decision Model and Notation (DMN) standard, which can be used in conjunction with BPMN.
- Unstructured Processes: BPMN was designed for structured processes, where steps follow a specific order. However, this does not apply to all business processes. Depending on the situation, some process steps may not be necessary, additional steps may be required, or a different sequence may be needed. BPMN offers constructs to model such cases (“AdHoc Tasks,” “Event-based Subprocesses”), but their use in practice is often limited because the models can quickly become confusing. The OMG has defined the Case Management Model and Notation (CMMN) standard to support the modeling of such processes.
Technologies in the BPMN Ecosystem
To effectively use Business Process Model and Notation, various technologies and tools are available that support different aspects of process modeling and automation. Here’s a brief overview:
- BPMN Modelers – Modeling Business Processes: These tools enable the creation and validation of BPMN diagrams. They offer features such as syntax validation, process simulation, and the definition of data and user interfaces.
- BPMN Engines – Executing BPMN Models: These engines execute modeled processes, manage process instances, and control the workflow. They automate tasks and provide metadata for analysis and optimization.
- BPM Suites (BPMS): These platforms integrate the modeling, execution, and management of BPM solutions and offer comprehensive features, including support for additional standards and reporting options.
Additionally, there are two main approaches for BPM solutions:
- BPM Enterprise Suite: Covers the entire lifecycle of a BPMN process application, but sometimes offers limited flexibility in integrating additional technologies.
- Embedded BPM: Integrates the BPM engine into existing applications, allowing the use of established programming standards and technologies but requiring more technical expertise.
Current Trends and Developments
Business Process Model and Notation remains a current method for process modeling, and several interesting developments are emerging:
- Integration with Other Standards: BPMN is increasingly being combined with other notations like DMN to enable more comprehensive modeling of business rules and decisions.
- Cloud-based Solutions: Many BPMN tools now offer cloud-based solutions that improve accessibility and collaboration.
- Artificial Intelligence (AI): The use of AI to analyze and optimize BPMN models is gaining importance and can lead to intelligent process automation.
BPMN is a powerful method for modeling and optimizing business processes. With its clear, standardized notation, it allows companies to effectively visualize, analyze, simulate, and automate their processes. The combination of BPMN with other standards like DMN (Decision Model and Notation) and CMMN (Case Management Model and Notation) expands its applicability, particularly in the modeling of complex and unstructured processes. The continuous development of Business Process Model and Notation, especially through integration with technologies like cloud computing and artificial intelligence, ensures that the method will remain relevant in the future.
