Process Modeling Using BPMN: Introduction
Objective
In my analytical practice, I have encountered many process models and diagrams created by analysts with varying levels of knowledge and experience. These analysts were often influenced by the context in which they gained their knowledge, as well as by the diverse standards of the organizations they worked for. Their models were often overly complex, unclear, and far from recommended standard practices. In many cases, they contained mistakes or even critical shortcomings.
That is why I decided to write and publish a series of articles providing a comprehensive procedure (let's call it a methodology) for modeling organizational processes using BPMN (Business Process Model and Notation). This approach can simplify and, most importantly, standardize the way internal organizational processes, as well as citizen life event processes, are described and modeled. This will allow:
Standardization of Process Modeling
The methodology defines unified rules for process modeling, ensuring consistency across different organizational units as well as among multiple institutions. This eliminates inconsistencies and inefficiencies in the analysis and optimization of processes.
Modeling Life Events of Citizens
The BPMN models in this methodology are designed not only for internal organizational processes but also for key life events of citizens, such as the birth of a child, job loss, or relocation. The goal is to identify and uniformly visualize process activities related to these life events, thereby simplifying service delivery to citizens.
Better Understanding of Processes for a Wide Range of Users
The methodology also serves as a guide for reading and interpreting BPMN diagrams. This ensures that not only analysts and technical experts, but also other members of project teams (such as project managers, product managers, data analysts, or legal professionals) can read and correctly interpret the diagrams. This enhances transparency and communication efficiency within interdisciplinary teams.
Process Optimization and Improvement
The aim of the methodology is to support systematic analysis, optimization, and continuous improvement of public administration processes. Standardized BPMN models facilitate the identification of inefficient steps, duplicated tasks, or suboptimal paths and provide guidance for resolving them.
Support for Process Automation and Digitalization
BPMN models created according to this methodology can serve as a basis for implementing automated solutions that streamline the digital processing of public administration procedures. The methodology provides guidance on modeling processes with a view to their potential integration with public administration IT systems and platforms.
Compliance with Legislative Requirements
The methodology also takes into account relevant legal regulations and standards that influence the modeling and implementation of processes in public administration. Models created according to this methodology will comply with current legislation and reflect the latest requirements for delivering services to citizens.
Ultimately, the methodology contributes to better governance and more efficient management of public administration processes, while creating a common language for communication among various stakeholders within public institutions.
Target Audience
This methodology is intended for a wide range of professionals involved in the design, implementation, management, and operation of information systems and public administration processes in the Slovak Republic, with a focus on digitalization and the provision of electronic services.
Business Analysts
Their main task is to analyze current public administration processes and identify opportunities for their optimization and digitalization. The methodology provides analysts with a clear framework for process modeling and defining requirements for electronic services, using BPMN to visualize and understand complex process flows.
IT Analysts and Architects
For IT analysts, the methodology is essential when transforming business requirements into technical solutions. IT architects design the IT infrastructure and system integrations needed to support new processes, relying on BPMN models to understand the relationships between systems and services.
Data Analysts
The methodology provides a framework for effective work with data generated within public administration processes. Data analysts can use BPMN models to understand and design communication between systems, enabling them to effectively analyze, interpret, and optimize data usage within processes.
Project and Product Managers
For project managers overseeing the implementation of digitalization projects, the methodology serves as a guide for proper planning and execution. Product managers responsible for electronic services can use the methodology, in collaboration with business analysts, to design and improve services aimed at meeting the needs of citizens and organizations.
Legal Professionals
When modeling public administration processes, it is crucial that all procedures comply with legislation. Legal professionals verify the legal aspects of processes and services, as well as legislative change requirements, and the methodology helps them understand changes in digital processes and their impact on legislative and legal requirements.
Ministry Employees Responsible for Digitalization
These experts use the methodology when designing and implementing digitalization strategies. BPMN models help them understand, analyze, and improve processes within various departments of the ministry and public administration organizations.
Employees of Public Authorities (PA)
These employees directly implement and operate electronic services, requiring clear process models to understand the steps needed to deliver high-quality and efficient services to citizens and organizations.
Suppliers and Operators of IT Solutions and Systems
For external suppliers developing and implementing software solutions for public administration, the methodology serves as a technical manual that helps them better understand and meet the requirements of public organizations when delivering IT services.
Public Administration Executives
This group is involved in strategic decision-making and the management of public administration organizations. The methodology gives them a clear overview of process optimization and its impact on organizational efficiency.
The methodology is designed for use by various target groups with diverse professional backgrounds and ensures that BPMN models are understandable even to those without a technical education.