BPM Systems for Digital Transformation

We explain what BPM systems are and how they help automate and control a company's business processes. We clarify how they differ from CRM and ERP, and where they bring the most value. We show how BPM accelerates digital transformation and improves team work. Reading time: 5 min. Any company's work consists of dozens of routine processes. BPM systems can organize and manage them. We explain what a BPM system is, how it works and why it is useful across different fields.

BPM system — what it is, explained simply

A BPM system, or BPMS (Business Process Management System), is software for controlling and optimizing business processes.
It helps automate and manage the work of all departments.
Examples of processes that can be automated: arranging leave; finding and hiring employees; approving contracts and invoices; monitoring the supply and shipment of goods; tracking the status of deals with clients.
The system divides a process into stages. For example, at each stage of contract approval the participants in the chain receive a notification: the lawyer, the manager, the accountant.
If it is a deal, the system manages the stages of the manager's work with the client.
You can see the status of a process and which stage it is currently at.
This makes the company's work more efficient and helps catch errors in time.
After all, the system will not move on to the next task in the process if a given stage is not yet complete.

Why a business needs a BPM system

Let's look at the value BPM platforms bring to a business.

Automates day-to-day operations

. For example, a BPM system can take over document workflow. Employees are freed from unnecessary routine and can focus on their core tasks.

Structures the work

. Every process in the system is broken into stages, so the structure becomes clear and work runs smoothly. Everyone understands their tasks, sees deadlines and knows what is still ahead.

Optimizes team time and workflow

. A BPM system lets you quickly coordinate team work and shortens task completion time. A single workspace links different teams. If a process stalls at some point, the team can see at which stage, and colleagues can pick up the task.

Helps with management

. BPM tools keep the manager informed about everything, provide analytics and help spot a problem in time — for example, a delayed delivery or too little of a certain product in the warehouse.

Integrates into any industry

. A BPM system can be deployed in any field of activity and will benefit the business everywhere. It also integrates with CRM and other applications, such as 1C or SBIS.

Which industries a BPM system suits

Vendors build solutions for almost any business sector. Let's look at the industries where BPM is in greatest demand.

IT and Digital

. In these fields, BPM helps teams run projects: tracking tasks and deadlines, allocating project resources, approving product releases and monitoring team progress.

E-commerce

. With a BPMS, online stores can track stock availability, accept and process orders, and monitor shipment status and supplier deliveries.

Retail

. A BPMS performs similar functions in retail. It also helps oversee stores, track sales plans and optimize purchasing.

Manufacturing

. A BPM system tracks every stage of production and controls release deadlines, shipments to suppliers, material procurement and logistics.

Banking

. A BPM system manages the sale of financial services, automates customer support and helps design the best solutions for different client requests.

Healthcare

. For medical clinics, a BPMS standardizes work with documents and patient records, improves communication with patients, manages staff schedules and controls the use and availability of medicines and equipment.

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Differences from other systems

There are other IT solutions and platforms that simplify many work tasks.
Let's look at the differences. BPM and CRM. CRM systems focus on customer interaction and controlling the company's sales.
Whereas a BPMS solves a wider range of issues.
They manage all internal business processes, and a CRM can be integrated into a BPMS. BPM and ERP. ERP systems also help automate and control tasks.
But overall it is fairly complex software that is hard to change once deployed. BPM systems are adaptive programs that can be continuously improved, with new processes created for emerging tasks.

How a BPMS works

The system consists of three elements: an admin panel — where processes are configured; the system engine — which executes them; and the user interface — through which employees use the software. Here are the software modules.

Process modeling

. This is the process-building tool. Here you can create a chain of events defining what happens after a given action, and assign the people responsible at each stage. Such editors often include ready-made templates for typical tasks.

Management and execution

. The system itself notifies the people responsible at each stage and assigns tasks suited to that stage. Some tasks require an employee to fill out a report, while others run automatically without the team — for example, sending messages.

Monitoring and analytics

. Once a process is running, the manager sees how tasks are performed and their statuses. As stages progress, you can track work efficiency and notice when a process fails — perhaps an employee is struggling at a certain stage.

Integration capabilities

. BPM systems integrate with other systems, such as telephony, messengers, document management and accounting systems.

What to consider before implementing a BPM system

A range of features — they should match your company's needs;
A clear interface — working with the software should be intuitive and convenient for all employees;
Adaptability and integration — a BPMS can be configured to fit your processes with no hassle and easily integrated with existing systems, if you already have them;
Cost — it is important to budget not only for the license purchase, but also for the subsequent software implementation, training and onboarding of employees.

Five CIS systems

Here are several CIS BPM systems: Elma 365 — an ecosystem for managing document flow, customer base, projects and corporate services; Directim — software that includes project management, integration with corporate services, electronic document management and AI technologies; Docvision — adaptive document management software for large enterprises; BPMSoft — a product with solutions for many industries; Pyrus — a platform with CRM, EDM and HRM (recruiting service).

BPM is an IT solution that coordinates and automates a company's business processes.

It can be trusted with routine operations, which boosts the team's efficiency.

When modeling a process, you can create a chain of tasks with a person responsible for each one.

Once the process is launched, the system itself notifies all participants and assigns tasks.

The manager will be able to see all stages of work and the process status. A BPMS can be adapted to any field and integrates easily with other business solutions.

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BPM systems: business process automation for digital transformation and improved company efficiency