BBIT/INTE 423

BPR

Lecture 9 Business Process Modelling

Prof S Karume
Why Model Processes?
• Understand and analyze current way of
working
• Redesign and improve
• Use model as a way to implement a
standard way of working
• Train new employees
• Communicate with other groups and
external entities
 Process Modeling Standards
Business Process Modeling Notation (BPMN) is a flow chart
method that models the steps of a planned business process from
end to end. A key to Business Process Management, it visually
depicts a detailed sequence of business activities and information
flows needed to complete a process.

Its purpose is to model ways to improve efficiency, account for new

circumstances or gain competitive advantage.
The method has been undergoing a standardization push in the
past few years and is now often called Business Process Model and
Notation, still using the BPMN acronym. It differs from Unified
Modeling Language (UML) used in software design.
 BPMN vs UML
• Business Process Modeling Notation (BPMN) is a business process
modelling standard developed by The Business Process Management
Initiative (BPMI)

• Unified Modeling Language is an object oriented software design standard

developed by the software engineers Grady Booch, Ivar Jacobson, and
James Rumbaugh

• The main difference between UML and BPMN is the difference in

perspective: UML is object oriented and BPMN is process oriented

• BPMN widely applicable to both IT and business, while UML is more suited to
developing IT systems and less suited to improving processes
 Very recent history
• Business Process Modeling Notation was developed by the
Business Process Management Initiative (BPMI) and has gone
through a series of revisions.
• In 2005, BPMI group merged with the Object Management
Group (OMG), which took over the initiative.
• In 2011, OMG released BPMN 2.0 and changed the method’s
name to Business Process Model and Notation.
• It created a more detailed standard for business process
modeling, using a richer set of symbols and notations for
Business Process Diagrams. Since 2014,
 Process Modeling Standards Goals

• The primary goal:

– provide a notation that is readily understandable by all
business users,
• from the business analysts that create the initial drafts of
the processes,
• to the technical developers responsible for implementing
the technology that will perform those processes, and
finally,
• to the business people who will manage and monitor those
processes.
 Process Modeling example

Payment process:
Basic Process Components
• For simplicity the BPMN standard create a process
hierarchy that allows compartmentalizing and focus on
specific process segments

• The process hierarchy will be the following:

• Cycle (mega process or process area)
• Process
• Sub process
• Activity
• Task
 BPMN 2.0 Diagram Elements and Symbols

BPMN depicts these four element types for business process

diagrams:

• Flow objects: events, activities, gateways

• Connecting objects: sequence flow, message flow,
association
• Swimlanes: pool or lane
• Artifacts: data object, group, annotation

These are the individual elements and how they are used to
define a business process:
Basic Process Components/Symbols
• A basic set of symbols have been provided to standardize
Business process modelling

• These symbols are compliant with the Business

Process Modeling Notation (BPMN 2.0) standard,
managed and supported by the Object Management
Group
• See them here:
• https://camunda.com/bpmn/reference/
• Also use these link to practice Business process
modelling
• https://camunda.com/try-modeler/
Basic Process Components and Symbols
Processes are:
A set of Activities and Tasks, which are performed by Participants in Roles,
organized in a particular Sequence, directed and measured by Time and Events
Triggers

Activities / Tasks
A single unit of work, can be performed by a person or system. It’s shown by a
rectangle with rounded corners. They can become more detailed with sub-
processes, loops, compensations and multiple instances.

Transaction
 Basic Process Components/Symbols

Occurrences that cause a process to start, direct a

Events / Triggers:
process sequence, or cause a process to end

Sequence flow
Shows the order of activities to be performed. It is shown as a straight line with an
arrow. It might show a conditional flow, or a default flow.
sequence flow
 Basic Process Components and Symbols

Gateway
Decision point that can adjust the path based on conditions or events. They are shown as
diamonds. They can be exclusive or inclusive, parallel, complex, or based on data or
events.

exclusive Event based Parallel inclusive Exclusive Complex Parallel

Event based Event based
 Basic Process Components/Symbols
Message flow
Depicts messages that flow across “pools,” or organization boundaries such
as departments. It shouldn’t connect events or activities within a pool. It is
represented by a dashed line with a circle at the start and an arrow at the
end.
message flow bpmn

Association
Shown with a dotted line, it associates an artifact or text to an event, activity or
gateway.
 Basic Process Components/Symbols

Pool and swimlane

A pool represents major participants in a process. A different pool may be in a different
company or department but still involved in the process. Swimlanes within a pool show
the activities and flow for a certain role or participant, defining who is accountable for
what parts of the process.
 Basic Process Components/Symbols

Artifact
Additional information that developers add to bring a necessary level of detail to the
diagram. There are three types of artifacts: data object, group or annotation. A data
object shows what data is necessary for an activity. A group shows a logical grouping of
activities but doesn’t change the diagram’s flow. An annotation provides further
explanation to a part of the diagram.
Summary of symbols
 Basic Process Components/Symbols

Roles: A layer of abstraction that creates the link between

participants and activities / tasks

Time: Average or desired durations for work items

 Types of Process Charts
• Workflow flowchart: a visual layout of a process, project or job in
the form of a flow chart.
 The objective of a workflow diagram is to help team members understand
their tasks, objectives, and roles and responsibilities in an organization

• Swimlane diagram: a type of flowchart / workflow that delineates

who does what in a process. It allows you to visually distinguish
duties and responsibilities, as well as sub-processes within these
business processes
 It shows a process from start to finish and shows who is responsible for each
step in the process. Much like a swimming pool with established lanes for
each swimmer, a swim lane diagram has horizontal or vertical lanes
belonging to each person involved in the process.
 Types of Process Charts
• .Data Flow Diagram (DFD) : A data flow diagram (DFD) maps out
the flow of information for any process or system. It uses defined
symbols like rectangles, circles and arrows, plus short text labels, to
show data inputs, outputs, storage points and the routes between each
destination (read more here: https://rb.gy/84usyx )

• Process Flow Diagram (PFD): A Process Flow Diagram (PFD) is a

type of flowchart that illustrates the relationships between major
components a process map typically outlines steps in detail while a
workflow diagram gives a visual representation of them (read
further here: https://rb.gy/otwg2j )
 Swimlanes Example: Read more here:
https://tallyfy.com/swim-lane-diagram/
• Swimlanes provide a means to show who is responsible for
specific work. Events and controls may appear in any swimlane
Cycle - Process
Function /
Role

Start
Function /
Role

Condition Join
Function /
Role

End
Visio Template Overview
Example Quoting Process
 Activity vs Swimlane Diagram

Activity Diagram
It is the essential diagram in Unified Modeling Language (UML) and is also known as object-
oriented flowchart. It simply describes the positive and productive features or parts of a
system. It is basically used for representing the flow of interaction from one activity to
another in the form of graphical representation. It is described as an operation of the system
and also used to capture the dynamic behavior of the system. Here, activity is referred to as
the operation of the system.

It allows us to create and make an event as an activity that usually contains numerous
collections of nodes joint by edges. These diagrams are generally used to model Use cases,
Classes, Interfaces, Components, Collaborations, etc. For understanding the diagram, we
need to read it from top to bottom. Using an activity diagram, we can visually represent the
workflows.
Activity vs Swimlane Diagram
Structure of the Activity Diagram :
Activity vs Swimlane Diagram
For example, below is an Activity Diagram for Reserving a Ticket.:
 Activity vs Swimlane Diagram

The difference

The activity diagram only represents the activities being performed, but Swimlane
describes who does what in a process or activity performed.

In the Swimlane diagram, the activity diagram is divided according to the class
responsible for working or performing out these activities. It simply shows the
connection and strong communication between these lanes and is used to highlight
waste, redundancy, and inefficiency in a process of an activity or program.
Swimlane diagram for reserving a ticket.
 Activity vs Swimlane Diagram
Essential key-points of all the above diagrams :
•Fork –
It is used to represent the multiple parallel flows.

•Branches –
It allow the parallel flow within activities.

•Merge –
It brings together or combines together multiple branches.

•Join –
It is used to control and synchronize various parallel flows.
Workflow diagram example essentials

Workflow vs DFDs VS Flowchart

A flowchart leads you through a series of actions, things, or choices

involved in making a complex decision. The idea is to guide you to the
correct conclusive answer by breaking the big problem down into smaller,
manageable chunks.

A data flow diagram (or DFD for short) shows you how processes flow
through a system, taking into account where things come from, which
route they go through, where they end up, and the process itself.

And a workflow diagram is a type of flowchart that depicts the movement

of tasks or actions from one person or group to another.
Workflow diagram example essentials
Workflow application examples:

E-commerce — A workflow diagram could show the steps a customer

takes as they progress through the purchasing journey, including pre- and
post-sale decisions, order submissions, shipping, and delivery.
Education — A workflow diagram could show the stages a student goes
through while choosing a university, from open days to online registering
and beyond.
Medical — A workflow diagram could show the stages a patient goes
through during an examination, from booking to arriving at the hospital to
receiving their results.
App developer — A workflow diagram could show the stages of app
development, from brainstorming and planning to wireframing, design,
programming, launch, and bug reporting.
Workflow diagram example essentials
Workflow diagram symbols and meaning?

Oval: this signifies the beginning and endpoints of a process. You’ll find
ovals at the edges of your diagram.
Rectangle: this is where you put instructions or actions.
Diamonds: these signify decisions. Just like in a flow chart, diamonds
contain a question, which leads to a ‘yes or no’ decision you must answer
to progress.
Arrows: these connect the shapes. Follow arrows onto the next step.
Circle: circles act as connectors; they’re used when the reader has to
make a leap from one section to another, bypassing other stages. Circles
connect via arrows.
Workflow diagram example essentials
Essential components of a workflow diagram
Each shape and arrow represents a stage. And each of these stages can be assigned
one of these three statuses.

Input
An input status refers to something that influences the following step. It could
refer to an action, equipment, decision, information, or capital.
For example, if you worked in a marketing agency, one input may be ‘create a
logo design.’ If you’re using shapes, you’d put this inside a rectangle. If the
next stage is ‘add the words to the logo,’ then the next input would be ‘copy
team create tagline.’ An arrow would connect these tasks.
Workflow diagram example essentials
Essential components of a workflow diagram
Each shape and arrow represents a stage. And each of these stages can be assigned
one of these three statuses.

Transformation
Transformations refer to the changes that inputs go through to reach the output.
This could refer to a change in physical characteristics (i.e., the design is
converted to a digital app), a change in location (i.e., the customer moves
from the street into the shop), or a change in ownership or purpose.
Workflow diagram example essentials
Essential components of a workflow diagram
Each shape and arrow represents a stage. And each of these stages can be assigned
one of these three statuses.

Transformation
Transformations refer to the changes that inputs go through to reach the output.
This could refer to a change in physical characteristics (i.e., the design is
converted to a digital app), a change in location (i.e., the customer moves
from the street into the shop), or a change in ownership or purpose.

Output
Output is the finished product; it’s what happens after the transformation.
Workflow diagram example essentials
Steps of creating a workflow diagram
1. Select your process
First, you’ll need to work out what process you intend to track and, most
importantly, why. What do you hope to discover? This will inform your choice of
diagram. It’s also important to remember who will see and use this diagram. If
non-technical people are going to see it, then you may want to create a BPMN
chart, so everyone understands what the symbols mean.

It’s also important to distinguish between whether your workflow depicts a

process as it currently stands (for BPM) or a future one you hope to
implement.(for BPR)

2. Define the start and endpoints

Whatever happens in between is up to you, but make sure you have a clear kick-
off point and end goal.
Workflow diagram example essentials
Steps of creating a workflow diagram
3. Gather together your information
Speak to different people and departments and gather information to ensure your
workflow is as accurate as possible. Outline which activities are involved in each
step, and label who is in charge of these decisions or tasks.
You should also note process timelines, deviations, potential bottlenecks, and
potential improvements.
4. Eliminate inefficiencies.
Next, take a look at your tasks and categorize them into ‘must-have,’ ‘useful,’
‘nice to have,’ and ‘not necessary.’ This will help you streamline your process and
assign jobs to the appropriate people.
To categorize tasks, refer back to your overall goal and the company’s overall
goal. Is a specific task contributing to this goal? If it’s not, consider putting it on
the ‘not necessary’ pile.
Workflow diagram example essentials
Steps of creating a workflow diagram
5. Design the workflow
Now, it’s time to turn all that data into lovely visuals. Whether you use a
pen and paper or a diagramming tool is up to you. But whichever method
you choose, make sure it’s easily shareable, editable, and simple to use.

6. Analyze your results

Are there any bottlenecks? Are certain processes taking too long, or are
some stages more expensive than they should be? Can you improve
efficiency through automation? These are all valid questions to consider.
.
Workflow Metrics
Workflow Metrics gives insight into the time spent to complete certain
workflow events. To use it, set up deadlines on a workflow process's events.
These deadline configurations are referred to as SLAs (Service Level
Agreements). Once defined, Workflow Reports measure compliance with the
SLAs.

• Workflow metrics are important as they help to determine if

workflow time improved after BPR

• A KPI or key performance indicator is a measurable factor that

provides insight into how well an organization is achieving its business
goals

• A metric is the target value for a KPI. Process initiatives often define
metrics by stating the current value and a target value along with a target
date for achieving them
Some Workflow Metrics
Capacity:
The capacity can be calculated for every station in a business process. It is always
m / processing time with m being the number of resources (e.g. workers) being
devoted to the station. If, for example, one worker needs 40 seconds to put
together a sandwich, the capacity of this station is 1/40 per second or 1,5
sandwiches per minute. If there are two workers on the same station, the capacity
increases to 2/40 per second or 3 sandwiches per minute.

Bottleneck:
The bottleneck is defined as the process step (station) in the flow diagram with the
lowest capacity (the “weakest link”). Although the bottleneck is often the process
step with the longest processing time, it is important to always look at the
capacities for making a judgment.
Some Workflow Metrics
Process capacity:
The process capacity is always equivalent to the capacity of the bottleneck. It is
useful, to calculate a comprehensible number, such as customers per hour or parts
per day (instead of a hard to comprehend number such as 1/40 customer per
second or 1/345 part per second).

Flow rate
the flow rate is the minimum of demand and process capacity. While the flow rate
logically can never be higher than the capacity of the bottleneck, it can very well
be lower, if the demand is insufficient.

Utilization:
The utilization tells us, how well a resource is being used. It is calculated as flow
rate divided by capacity (e.g. 1/40 / 1/25). The utilization always lies between 0%
and 100%.
Example of a Requisition workflow
 Customer Order Processing workflow

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