BPM stands for business process management, and it is a system or approach for optimizing and improving business processes. BPM is an indispensable IT tool in a world requiring improvements to be made quickly in business, in response to market changes, laws and regulations.
OpenText AppWorks is a powerful business process management system (BPMS) with BPM and low-code development technology. Through the implementation of OpenText AppWorks, we can help customers analyze current operations, propose improvements, implement the system, and continuously improve business.
Advantages of Implementing BPM
01
Increased productivity
When deploying BPM, we analyze the current business process. If there are bottlenecks in the business process, we examine how to resolve them. We will review part or all of the current business process with the aim of automating all tasks where possible, and only those parts that require human judgment or operation will be carried out manually. It also allows the time spent on each user task to be measured. In this way, bottlenecks can be quantified so that further improvements can be considered after the start of actual operation.
02
Elimination of dependence on individuals
Reliance on specific individuals to understand the workflow and rules leads to dependence on them. But tasks can be simplified/eliminated by delegating the workflow to processes and incorporating the rules into the system.
03
Agile response to environmental changes
Repeated operational improvements made without implementing BPM make it difficult to deal with operations, and can cause confusion among operators. When implementing BPM, operations are divided into tasks, which are then connected and implemented as a process. In most cases, system modifications to change the details of one part of tasks, or the way tasks are connected, are not large-scale. Incorporating business rules into the system reduces work errors, so confusion is unlikely to occur.
Why OpenText AppWorks?
Supporting a wide range of routine and ad hoc non-routine tasks
AppWorks has engines for both BPMS (routine operations) and case management (ad hoc, non-routine operations). It can handle both routine tasks such as reviews, approvals, and administrative procedures, as well as non-routine tasks such as contact and call center tasks that need to be adapted to the customer’s needs according to situations, and can be called upon to interact with each other.
Application development combining existing systems using SOA architecture
AppWorks enables the development of applications that combine with other systems through coordination with APIs, file linking, etc. It can integrate systems within the business process, allowing for conditional branching based on the acquired data, and enabling the transfer of approved data from the workflow to other systems. It is also possible to develop user interfaces for other systems on AppWorks through API integration, database connections, etc.
Powerful low-code application development platform
AppWorks is a powerful low-code development platform that allows development of full-fledged applications on a browser. These include not only simple applications such as for master management, but also complex applications that combine multiple data, manage the lifecycle of records from generation to completion, automatically send e-mails before the due date, and integrate with BPM, all developed on a browser.
Minimum steps for low-code application development
Note:
A single workspace can contain multiple projects.
Creation of forms/layouts and listings can be done almost entirely by operating a mouse. Creation can be done in any order.
Visualization/analysis for operational improvement
Data accumulated in AppWorks can be outputted and imported into analysis tools for visualization/analysis to improve operations. It is possible to grasp trends based on changes in the volume of business data, and identify bottlenecks by measuring/tallying the time spent on tasks.
Systematization Concept
Case Studies
Electronic payslip distribution
In order to make the distribution of highly confidential payslips paperless, a system for registering payslip information, creating payslips, preparing distribution data, and ensuring secure distribution was realized using BPM, digital signatures, and encryption technology.
Purpose of deployment and technical points:
Reducing the burden and distribution cost of payslips in the General Affairs Division, and improving the efficiency of internal operations.
Improving the convenience of employee payslip references
Realizing secure delivery services through the use of electronic certificates, and visualizing business operations through the use of BPM
Reasons for using electronic certificates for payslip distribution:
Payslip notification is a very important task, so naturally it requires approval. However, many of our employees work outside the company or are dispatched overseas, and leaving a seal or signature as proof of approval was time-consuming and labor-intensive, making it inefficient. However, using e-mail is problematic in terms of reliability and trail management, so we made it possible to deliver highly confidential documents through workflow management using a business process management system and encrypting statements through electronic certificates.
Examples of application to various internal approval and application processes
Issue:
Dependence on e-mail and phone calls prevented reliable conveying of instructions and communications to those in charge of the next process.
There were different processes for each purchase and purchaser, making it difficult for the complex procedures to become firmly established.
There were a few cases where there was not enough time to complete payments or purchase goods by the deadline, and written or e-mailed requests for approval could not be met in time.
Since approval and settlement records were manually recorded in writing, there was a risk of omissions, which was a compliance problem.
Improvement Results:
Elimination of rework due to procedural errors, shortening the number of days from application to completion of payment.
The flow of work has ensured reliable communication.
Progress checks are now possible and delay countermeasures can be implemented.
Work can now be shared, and omissions have been eliminated.
Example of application to the advertising agency business billing process
The following problems were occurring because the person in charge of the work on the client’s side was working at multiple locations in Tokyo, Osaka, Himeji, and China (Chengdu), and the processing details differed at each location.
There are many omissions in the process.
There are a large number of transactions which must be processed in a way that does not cause delays.
Lack of transparency on who is doing what, making it difficult to share information.
There are many work processes making it time-consuming to confirm the basis for billing.
Improvement Results:
Progress checks are now possible, making it easier to plan operations.
It is now easier to see at a glance who has the ball and respond to emergencies.
Completed tasks and tasks in progress are visible at a glance, eliminating omissions and oversights.
It can now be used as an operations manual, enabling faster onboarding of new employees and facilitating knowledge transfer.
Reviewing the judgment process and simplifying the handling process has reduced work time.
It has eliminated the need to create control ledgers.
Simplified Workflow Tool, “Business Navi”
Business Navi is a simple workflow tool developed by our company using OpenText AppWorks technology. It is a simple tool for small and medium-sized companies that supports the handling of cross-departmental requests, instructions, progress management, and task management. Below are the features of Business Navi.
Business Navi can define and quickly implemented operational processes and procedures without programming , achieving results in a short period of time.
The system can define various operational processes as a flow, display explanations of what each person in charge should do in the operational process, manage tasks for each person, process approvals and resubmissions, and enter requests for the person in charge of the next process, offering navigation in all operational processes that can be digitized.
In addition to application/approval process management, progress management of the person in charge of each process and the displaying of work manuals are also effective in visualizing work progress, ensuring compliance with work rules, and preventing omissions.
Effects of Deploying “Business Navi”
01
Visualization of business processes
Visualizing business processes, individual tasks, and overall progress, shortens work time and improves work efficiency.
02
Standardization
Standardization of processes through the updating of manuals, encapsulation of work, optimization of work timing, and standardization of workflow ensures thorough adherence to work rules, improves work quality, and reduces work delays.
03
Analysis and review
Operational processes can be quickly improved or changed by analyzing the identification of bottlenecks that consumes a great deal of time, tasks that are prone to operational errors, and operational changes due to organizational changes.
BPM Implementation Support Service (PoC)
We will support small-scale PoC free of charge, including the provision of an environment. Feel free to contact the department in charge for more details.
