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                                                      1. Don’t try to model how you
                                                      should work —model how you
                                                      actually work
                                                      Establish! a! starting! point.! Identify! benchmarks! for! how!
                                                      people! currently! perform! for! best! results.! Then! model!
                                                      that! process,! either! graphically! or! even! in! a! simple!
                                                      document.! Once! you’ve! established! benchmarks! based!
                                                      on! actual! performance,! you! can! develop! a! workflow!
                                                      model.!And!after!validating!the!model,!you!can!begin!to!
                                                      apply!improvements.!


                                                      2. Think big, start small
                                                      Take! an! incremental! approach! rather! than! forcing!
                                                      changes! on! the! “big! picture”! of! interconnected! proB


 Getting started
                                                      cesses! all! at! once.! When! you! start! with! a! small,! easily!
                                                      manageable! project,! you! will! produce! measurable! reB
                                                      sults! that! should! ease! the! way! for! wider! implementaB
                                                      tion.!


       with BPM                                       This! first! implementation! should! be! one! in! which! real!
                                                      improvement!actually!makes!a!difference!to!the!organiB
                                                      zation.! No! one! will! be! impressed! if! the! first! application!
                                                      of!BPM!results!in!“improvements”!like!better!handling!of!
                                                      useless!or!unimportant!tasks.!
       The!goal!of!using!Business!Process!
     Management!is!to!optimize!efficiency!            3. Involve all project stake-
                and!improve!profitability.!
        Implementing!a!Business!Process!              holders on development and test
            Management!Solution!offers!               Encourage! as! much! collaboration! as! possible! between!
      immediate!and!longBterm!benefits,!!             developers! and! end! users! throughout! the! deployment!
                                                      process.!The!people!who!actually!know!how!the!process!
         and!a!good!start!will!help!ensure!!
                                                      works!and!who!are!most!often!responsible!for!its!effecB
                       that!you!get!both.!            tiveness! must! be! involved! during! the! process! modeling!
                                                      phase.! IT! knows! how! to! transform! the! process! model!
                 These!BPM!Best!Practices!!           into!user!applications.!They!will!also!connect!the!process!
     will!help!position!your!organization's!!         application! with! existing! systems.! And! there! are! end!
         BPM!implementation!for!success.!             users!—!those!who!will!use!the!deployed!applications.!!
                                                      Conducting! quickBandBdirty! test! deployments! during!
                                                      development! to! get! handsBon! user! feedback! (for! exB
                                                      ample,!to!check!the!usability!of!online!forms)!can!make!
                                                      all! the! difference! between! a! BPM! deployment! that! is!
                                                      quickly!adopted!and!one!that!is!quickly!abandoned.!




A!
a!
a!                                         [Type!text]!                                                     [Type!text]!
!




4. Choose the tool based on your                                        7. Provide results promptly
needs                                                                   It! is! important! that! the! first! benefits! of! BPM!
                                                                        implementation! show! up! quickly.! Define! deliverables!
BPM! applications! come! in! different! forms! designed! for!           that! are! based! on! results:! something! that! people! can!
different!audiences.!BPM!implementation!should!answer!                  actually!observe!or!use.!
the!needs!of!the!CBsuite,!the!implementers!in!IT,!and!the!
end! user.! Typically,! business! executives! need! to! track!
business!processes!with!a!primary!emphasis!on!control,!                 8. Encourage collaboration
visibility! and! efficiency.! Developers! often! prefer! open!
source! BPM! solutions! due! to! the! transparency! of! the!            Ensure! adequate! communication! and! participation!
code!and!the!availability!of!an!ecosystem!of!inexpensive!               among! all! stakeholders! during! implementation.! The!
complementary! solutions.! And! users! want! something!                 champion!should!work!closely!with!everyone!involved!to!
simple!and!easy!to!use.!                                                avoid! “management! disconnect”! problems! –! where!
                                                                        management! may! not! fully! understand! the! dayBtoBday!
The! total! cost! of! ownership! should! be! taken! into!               issues!that!workers!face!in!the!actual!processes!involved.!
consideration;!proprietary!solutions!usually!have!a!“perB
seat”!license!cost!and!possibly!even!additional!operating!              Effective! collaboration! tools! for! BPM! implementation!
costs!(if!deployed!as!softwareBasBaBservice,!for!instance)!             include! means! for! BPM! developers! to! share! (for! exB
whereas! open! source! solutions! tend! to! cost! much! less.!          ample,! a! common! repository),! “social”! mechanisms! for!
(See! the! Business' Process' Management' Suite' Buyer's'               discussion! about! the! project,! and! the! notation! used! for!
Tool'Kit!available!at!www.bonitasoft.com).!                             process!modeling!(for!example,!the!BPMN2!standard).!



5. Choose a champion                                                    9. Measure results step-by-step
Find!and!select!a!“champion”!to!manage!the!implemenB                    Measure! the! results! of! new! procedures! to! see! whether!
tation!process.!The!champion!does!not!necessarily!have!                 the!plan!requires!any!adjustments.!Identify!what!type(s)!
to! come! from! management—! depending! on! the! situaB                 of! data! you! need! to! gauge! how! much! value! has! been!
tion,! it! may! be! appropriate! to! appoint! someone! with! a!         added.!Put!a!means!in!place!to!collect!that!data,!like!KPIs!
technical!background!instead.!                                          (Key! Performance! Indicators).! KPIs! can! be! tracked! in!
                                                                        business! dashboards,! charts,! and! so! on! that! display!
The! role! of! the! champion! is! to! support! the! choice! of!         aggregated! data! from! both! test! results! and! live!
routines! to! include! BPM! and! overcome! resistance! to!              processes,! which! you! can! provide! in! the! milestone!
these! changes.! The! champion! helps! protect! the! BPM!               deliverables.!
implementation! and! staff! involved! in! the! process! from!
interference.!The!project!manager!needs!to!be!a!chamB
pion!too,!as!this!is!the!person!who!assumes!all!control!of!             10. Use professional services
(and!responsibility!for)!the!project,!oversees!and!directs!
the! implementation! process! and! should! have! the! pasB              when necessary
sion!needed!to!sell!it!internally.!
                                                                        Use! outside! experts! (such! as! BonitaSoft’s! consultants!
                                                                        and!partners)!when!you!need!better!results!faster!than!if!
6. Establish milestones                                                 you! handle! your! organization's! BPM! implementation!
                                                                        completely!internally.!The!main!benefit!of!using!external!
Prepare! a! strong! business! case! for! both! nearBterm! and!          consultants,!of!course,!is!the!experience!they!bring!!
longerBterm! BPM! implementation! to! address! the! scope!
                                                                        This! is! especially! valuable! in! the! case! of! software!
and!goals!of!using!BPM!in!your!organization!in!detail.!It!
                                                                        implementation,! where! a! significant! design! flaw! or!
should! have! planned! milestones! and! a! reasonable!
                                                                        miscalculation!could!cause!major!problems!and!damage!
deadline! for! each! phase.! This! also! minimizes! risk;! by!
                                                                        the! overall! investment.! Using! a! contractor! may! cost!
simplifying! a! large! implementation! plan! into! a! series! of!
                                                                        more!up!front,!but!expertise!pays!off!in!the!long!run.!
smaller,! measurable! steps,! you! are! allowing! for! easier!
adoption.!




                              BonitaSoft)is!the!leading!provider!of!open!source!business!process!management!(BPM)!software.!
                              Created!in!2009!by!the!founders!of!the!original!Bonita!project,!BonitaSoft!is!democratizing!the!use!of!
                              BPM!in!companies!of!all!sizes!with!an!intuitive!and!powerful!solution!at!an!optimum!cost.!Bonita!Open!
                              Solution!has!been!downloaded!more!than!1!½!million!times!by!organizations!worldwide.!
                              )
                              Sales!inquiries:)sales@bonitasoft.com)Partner!inquiries:)partners@bonitasoft.com!
                              bonitasoft.com/blog!|!twitter.com/bonitasoft!|!youtube.com/bonitasoft!|!facebook.com/bonitasoftbpm!

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Best Practices For Getting Started With BPM

  • 1. ! 1. Don’t try to model how you should work —model how you actually work Establish! a! starting! point.! Identify! benchmarks! for! how! people! currently! perform! for! best! results.! Then! model! that! process,! either! graphically! or! even! in! a! simple! document.! Once! you’ve! established! benchmarks! based! on! actual! performance,! you! can! develop! a! workflow! model.!And!after!validating!the!model,!you!can!begin!to! apply!improvements.! 2. Think big, start small Take! an! incremental! approach! rather! than! forcing! changes! on! the! “big! picture”! of! interconnected! proB Getting started cesses! all! at! once.! When! you! start! with! a! small,! easily! manageable! project,! you! will! produce! measurable! reB sults! that! should! ease! the! way! for! wider! implementaB tion.! with BPM This! first! implementation! should! be! one! in! which! real! improvement!actually!makes!a!difference!to!the!organiB zation.! No! one! will! be! impressed! if! the! first! application! of!BPM!results!in!“improvements”!like!better!handling!of! useless!or!unimportant!tasks.! The!goal!of!using!Business!Process! Management!is!to!optimize!efficiency! 3. Involve all project stake- and!improve!profitability.! Implementing!a!Business!Process! holders on development and test Management!Solution!offers! Encourage! as! much! collaboration! as! possible! between! immediate!and!longBterm!benefits,!! developers! and! end! users! throughout! the! deployment! process.!The!people!who!actually!know!how!the!process! and!a!good!start!will!help!ensure!! works!and!who!are!most!often!responsible!for!its!effecB that!you!get!both.! tiveness! must! be! involved! during! the! process! modeling! phase.! IT! knows! how! to! transform! the! process! model! These!BPM!Best!Practices!! into!user!applications.!They!will!also!connect!the!process! will!help!position!your!organization's!! application! with! existing! systems.! And! there! are! end! BPM!implementation!for!success.! users!—!those!who!will!use!the!deployed!applications.!! Conducting! quickBandBdirty! test! deployments! during! development! to! get! handsBon! user! feedback! (for! exB ample,!to!check!the!usability!of!online!forms)!can!make! all! the! difference! between! a! BPM! deployment! that! is! quickly!adopted!and!one!that!is!quickly!abandoned.! A! a! a! [Type!text]! [Type!text]!
  • 2. ! 4. Choose the tool based on your 7. Provide results promptly needs It! is! important! that! the! first! benefits! of! BPM! implementation! show! up! quickly.! Define! deliverables! BPM! applications! come! in! different! forms! designed! for! that! are! based! on! results:! something! that! people! can! different!audiences.!BPM!implementation!should!answer! actually!observe!or!use.! the!needs!of!the!CBsuite,!the!implementers!in!IT,!and!the! end! user.! Typically,! business! executives! need! to! track! business!processes!with!a!primary!emphasis!on!control,! 8. Encourage collaboration visibility! and! efficiency.! Developers! often! prefer! open! source! BPM! solutions! due! to! the! transparency! of! the! Ensure! adequate! communication! and! participation! code!and!the!availability!of!an!ecosystem!of!inexpensive! among! all! stakeholders! during! implementation.! The! complementary! solutions.! And! users! want! something! champion!should!work!closely!with!everyone!involved!to! simple!and!easy!to!use.! avoid! “management! disconnect”! problems! –! where! management! may! not! fully! understand! the! dayBtoBday! The! total! cost! of! ownership! should! be! taken! into! issues!that!workers!face!in!the!actual!processes!involved.! consideration;!proprietary!solutions!usually!have!a!“perB seat”!license!cost!and!possibly!even!additional!operating! Effective! collaboration! tools! for! BPM! implementation! costs!(if!deployed!as!softwareBasBaBservice,!for!instance)! include! means! for! BPM! developers! to! share! (for! exB whereas! open! source! solutions! tend! to! cost! much! less.! ample,! a! common! repository),! “social”! mechanisms! for! (See! the! Business' Process' Management' Suite' Buyer's' discussion! about! the! project,! and! the! notation! used! for! Tool'Kit!available!at!www.bonitasoft.com).! process!modeling!(for!example,!the!BPMN2!standard).! 5. Choose a champion 9. Measure results step-by-step Find!and!select!a!“champion”!to!manage!the!implemenB Measure! the! results! of! new! procedures! to! see! whether! tation!process.!The!champion!does!not!necessarily!have! the!plan!requires!any!adjustments.!Identify!what!type(s)! to! come! from! management—! depending! on! the! situaB of! data! you! need! to! gauge! how! much! value! has! been! tion,! it! may! be! appropriate! to! appoint! someone! with! a! added.!Put!a!means!in!place!to!collect!that!data,!like!KPIs! technical!background!instead.! (Key! Performance! Indicators).! KPIs! can! be! tracked! in! business! dashboards,! charts,! and! so! on! that! display! The! role! of! the! champion! is! to! support! the! choice! of! aggregated! data! from! both! test! results! and! live! routines! to! include! BPM! and! overcome! resistance! to! processes,! which! you! can! provide! in! the! milestone! these! changes.! The! champion! helps! protect! the! BPM! deliverables.! implementation! and! staff! involved! in! the! process! from! interference.!The!project!manager!needs!to!be!a!chamB pion!too,!as!this!is!the!person!who!assumes!all!control!of! 10. Use professional services (and!responsibility!for)!the!project,!oversees!and!directs! the! implementation! process! and! should! have! the! pasB when necessary sion!needed!to!sell!it!internally.! Use! outside! experts! (such! as! BonitaSoft’s! consultants! and!partners)!when!you!need!better!results!faster!than!if! 6. Establish milestones you! handle! your! organization's! BPM! implementation! completely!internally.!The!main!benefit!of!using!external! Prepare! a! strong! business! case! for! both! nearBterm! and! consultants,!of!course,!is!the!experience!they!bring!! longerBterm! BPM! implementation! to! address! the! scope! This! is! especially! valuable! in! the! case! of! software! and!goals!of!using!BPM!in!your!organization!in!detail.!It! implementation,! where! a! significant! design! flaw! or! should! have! planned! milestones! and! a! reasonable! miscalculation!could!cause!major!problems!and!damage! deadline! for! each! phase.! This! also! minimizes! risk;! by! the! overall! investment.! Using! a! contractor! may! cost! simplifying! a! large! implementation! plan! into! a! series! of! more!up!front,!but!expertise!pays!off!in!the!long!run.! smaller,! measurable! steps,! you! are! allowing! for! easier! adoption.! BonitaSoft)is!the!leading!provider!of!open!source!business!process!management!(BPM)!software.! Created!in!2009!by!the!founders!of!the!original!Bonita!project,!BonitaSoft!is!democratizing!the!use!of! BPM!in!companies!of!all!sizes!with!an!intuitive!and!powerful!solution!at!an!optimum!cost.!Bonita!Open! Solution!has!been!downloaded!more!than!1!½!million!times!by!organizations!worldwide.! ) Sales!inquiries:)sales@bonitasoft.com)Partner!inquiries:)partners@bonitasoft.com! bonitasoft.com/blog!|!twitter.com/bonitasoft!|!youtube.com/bonitasoft!|!facebook.com/bonitasoftbpm!