When to Use a Business Process Management System (BPMS)
Today, we delve into a critical question: when should you deploy a Business Process Management System (BPMS)? Not all processes require such a system. Using a BPMS effectively is akin to using a hammer for nails—it’s essential to know when it’s appropriate.
Key Considerations for BPMS Adoption
Return on Investment (ROI)
Before implementing any IT system, including BPMS, evaluate the ROI. The benefits must outweigh the costs of development and maintenance. For example, a BPMS is more suitable for high-volume processes where the number of cases justifies the investment.
Task Sequencing
Analyze whether tasks within the process follow a predefined order. For instance, “boarding” must always follow “check-in.” If tasks are ordered ad hoc, a BPMS may not be the best fit; consider collaborative tools like document management systems or wikis instead.
Orchestration of Resources
When multiple roles or interactions between humans and machines are involved, orchestration becomes crucial. This is a strong indicator for adopting a BPMS. Conversely, if the job can be managed by a single individual, simpler desktop solutions might suffice.
Standard Software Availability
If standard software exists for your process, purchasing and customizing it can save time and resources compared to developing a solution from scratch.
Decision-Making Framework
To summarize, we recommend a structured decision tree:
- Evaluate ROI: If the ROI is negative, automation isn’t advisable.
- Determine Orchestration Needs: If unnecessary, use desktop tools.
- Assess Task Structure: Unstructured tasks point to collaborative software; structured tasks warrant further evaluation.
- Check for Standard Software: If available, customize and use it; otherwise, proceed with a BPMS for tailored processes.