BPMN Methodology – Part 5
Introduction
When designing BPMN models, it’s essential to follow practical rules and recommendations that ensure clarity, consistency, and modeling efficiency. These rules help create diagrams that are easy to understand for all stakeholders while accurately reflecting real-world process flows. The following guidelines will help you model BPMN diagrams effectively.
Use a Clear and Logical Structure
Consistent use of swimlanes: Each actor (citizen, institution, system) should be clearly represented in a dedicated swimlane. This visually separates responsibilities and makes the model easier to follow. Swimlanes should be used consistently across all diagrams to enhance readability and understanding.
Simplify your models: Avoid unnecessary complexity. Complex processes should be split into smaller subprocesses or separate diagrams. This makes each part of the process easier to understand and maintain.
Use BPMN Symbols Correctly
Proper use of BPMN elements: Every BPMN element (event, task, gateway, flow) has a specific purpose. Use standard notation to ensure start and end events, gateways, and activities are correctly placed and interpreted.
Consistent naming of elements: Activities, events, and gateways should have clear and consistent names. Activity labels should be concise and descriptive (e.g., “Check document” instead of vague terms like “Assessment”).
Create Simple and Readable Diagrams
Maximize readability: BPMN diagrams should be easy to read. Avoid including too many elements that might confuse the viewer. Ideally, a single diagram should contain no more than 10 activities and fit on one screen or page.
Avoid overlapping flows: When drawing sequence flows and message flows, avoid overlapping lines. Use appropriate spacing and layout to maintain clarity.
Use Gateways Effectively
Clearly defined decision points: Decision points in BPMN (such as exclusive or parallel gateways) must be unambiguous. Always label the outcomes clearly to show which path is taken under which condition.
Use gateways where appropriate: Place gateways only where actual decisions or branching occurs. Avoid unnecessary gateways to keep your model lean and readable.
Apply Parallelism Appropriately
Proper use of parallel processes: If steps in a process can be executed concurrently, use parallel gateways to model them. However, avoid excessive parallelism that adds unnecessary complexity.
Synchronize parallel flows: After parallel activities, ensure they are properly joined back before the process continues. The process should not move forward until all parallel tasks are completed.
Define Message and Data Flows Clearly
Clear message and data flows: Messages between actors or systems should be well defined. Data objects entering or exiting activities must be labeled to clarify what goes into and comes out of each task.
External communication: When modeling interactions between public administration and external parties (e.g., citizens, third parties), use message flows to show how information is exchanged.
Emphasize Validation and Verification
Model simulation: Simulating BPMN diagrams before deployment helps test their behavior in different scenarios. This helps identify bottlenecks and ambiguities that could cause issues in real-world use.
Include all scenarios: Every BPMN model should account for all relevant paths, including exceptions and error cases, to ensure it is complete and practical.
Conclusion
Following these rules and recommendations when creating BPMN models ensures that diagrams are clear, understandable, and efficient. Applying these best practices will enhance the quality of process modeling in public administration, making processes easier to understand, manage, and improve.