Modernizing Business Process Management with Activiti BPM
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BPM systems have often been rigid, complex tools with dozens of steps and have forced users to change the way they work to complete tasks. They have generally required significant IT ownership to make even simple changes and haven’t provided the data required to deliver business results. This is no longer the reality with Activiti BPM, a flexible, task-based workflow system that is designed to work the way you do. What if your business processes could be automated, integrated, and secure? Join us to learn about business solutions that leverage Alfresco Activiti to deliver workflows that are simple, yet powerful. Solutions that have the flexibility to work across your business, delivering the tools you need for collaboration inside and outside the organization. And solutions that provide actionable analytics which drive significant business process improvements, as well as supporting compliance requirements. Activiti is a highly scalable, Java-based, BPMN2.0 workflow and BPM application targeted at business users, developers, and administrators. In the webinar we will cover: * Customer examples of business solutions leveraging Activiti BPM * Simple integration of Activiti with Outlook and other user tools * Features such as the choice of editor to meet different user requirements * Details on Activiti Enterprise support, scalability, and benchmarking
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Modernizing Business Process Management with Activiti BPM
- 1. Modernizing Your BPM with Activiti
- 2. ©2016 Zia Consulting, Inc Why Modernize BPM? The Way We Work is Changing Structured to Dynamic Individual Tasks to Collaborative Work IT Ownership to Business Ownership Process Only to Process + Content + People
- 3. ©2016 Zia Consulting, Inc Where Modernize BPM? Loan Processing Claims Processing Invoice Automation Procurement/Contracts Onboarding
- 4. ©2016 Zia Consulting, Inc Your Legacy BPM What You Spent What You Got
- 5. ©2016 Zia Consulting, Inc Costly Error- ProneSlowComple x Your Document Workflows
- 6. ©2016 Zia Consulting, Inc BPM Requirements Users: Consumer-like experience, self-sufficiency IT: Minimal involvement, simple deployment & integration Companies: Compliance, agility & flexibility
- 7. ©2016 Zia Consulting, Inc What If BPM was User Friendly? Current Users Future Users ©2015 Zia Consulting, Inc. All Rights Reserved.
- 8. ©2016 Zia Consulting, Inc And Processes Could be Simplified? Your Process Our Process ©2015 Zia Consulting, Inc. All Rights Reserved.
- 9. ©2016 Zia Consulting, Inc And Systems Could be Modernized? How You Work Today How You Can Work Tomorrow
- 10. ©2016 Zia Consulting, Inc Prove It! Embedded Activiti SaaS Software for Energy Industry Legacy BPM – Intalio Move to Activiti Deployed Within 90 days Integrated Web BPM Designer Simple Configuration for Email/Messages
- 11. ©2016 Zia Consulting, Inc Introducing Activiti High-performance process engine http://www.jorambarrez.be/blog/2015/07/20/the- activiti-performance-showdown-2015/ Business-friendly tools and analytics Integration with wide range of applications Alfresco ECM + BPM platform
- 12. ©2016 Zia Consulting, Inc Choice of Process Modeler Step Editor BPMN Editor
- 13. ©2016 Zia Consulting, Inc Forms Editor & Library Forms Library Forms Editor
- 14. ©2016 Zia Consulting, Inc Decision Tables Decision Rule Editor
- 15. ©2016 Zia Consulting, Inc Process Analytics Process Heat Map Process Reports
- 16. Alfresco ECM + BPM Business Process Management Forms Library Forms Editor Task Manager Step Editor BPM Editor Analytics Alfresco Activiti Enterprise Content Management Security Content Store Records Mgt Meta Data Search Alfresco One Workflow (Activiti)
- 18. Who is Zia? EST. 2003 Boulder, CO Critic al Not Casual Controlling Chaos + Delivering Rapid ROI Process & Integratio n Open Platforms Content People
- 19. ©2016 Zia Consulting, Inc Next Steps Activiti.org http://activiti.org/ Documentum Migration Recording ziaconsulting.com/resources/recorded-webinars/ Modernization Webinar Series Easy Records Management ziaconsulting.com/events-calendar/
- 20. Questions? Phil Robinson SVP Business Development Zia Consulting phil@ziaconsulting.com
Editor's Notes
- Welcome – thank you 30 min webinars – specific topic – fit or not Today – look at second part of modernizing your business processes– with Activiti BPM Quick introduction – those who are new to Activiti - started in 2010, but history back further with jBPM, team I’ve personally known for a long time – used by some of the largest organizations in the world already – we’ll talk about google benchmaking today but also some of largest and most innovative financial services firms Our role as Zia – trusted partner with you – our understanding how to apply modern, really next-generation technologies to your business process – about delivering true business solutions – Talk about a few of our case studies, show a demo So let’s get started
- Slide purpose: Before getting into the technology, set the stage with an overview of how BPM is changing. Share some information from Activiti team – talking with Gartner, business process management is in a state of disruption. Companies are undergoing major transformations. They are becoming more customer-centric, more digital, and more social and collaborative. As a result, companies need to reimagine and modernize their core business processes. And they need a new generation of BPM solutions to help them do that. The modernization of BPM includes four trends: Moving from Structured processes to processes that are Dynamic and Intelligent, that allow process participants to break out of a rigid workflow (to better resolve a non-routine customer issue, for example). Moving from Individual tasks to processes that involve Collaborative work, including new process participants such as partners and customers. Moving from IT Ownership of process creation to Business Ownership of process creation. Last point critical from Alfresco / Activiti intersection - Moving from systems that deal only with Process to systems that bring together Process and Content and People.
- Where seeing this modernization of bpm more prevelent – well it’s the reason we’re so engaged, it’s where we work – document centric processing tasks from mortgages to claims to applications & onboarding to invoices/contracts These document-centric business processes – where measure in cost per loan, loss ratios or combined ratios So it’s Banking, Insurance, Finance/Procurement/Contracts And it’s about the Automation of document processing
- Like to have a bit of fun with this one – Pega, Intalio, or other legacy system Example at large NYC bank (BNY Mellon) – legacy Pega system, could take up to 18 months to update a process vs. 1-3 months with Activiti – ironically kept Pega (for now) – just Activiti alongside Example at Synopsys – leading independent chip manufacturer Synopsys Publishing Workflow – product information, support docs, product documentation Collaboration + Publish Flexible, Simple, but still Powerful Go from any step to another step – Very hard to do in old model, big leap now you can adjust / adapt to specific requirements w/o breaking paradigm – not supported (hack) Previously complex process, very manual tracking – all knowledge with one person (key individuals) – not auditable, not visible, don’t know who’s out / sick,
- So looking at BPM technologies today and the specific document processing tasks we’ve been discussing – they are Costly – Do you know how much money is spent in your organization managing the paper & processes around loans, claims, invoices, etc… Complex – What to do with both internal / external collaboration – and dealing w/ paper, faxes, email Slow – Modern consumer – want instant access, instant answers – where’s my contract / invoice / claim Manually entering data – perhaps from one screen to the next Error Prone What happens w/ manual entry – errors
- How do you fix? Lets look at modern BPM requirements and why you need for a next-generation BPM solution. What are the requirements for a modern BPM solution? Business Users Want the convenience and ease of use Want to be self sufficient; analysts are seeing a rise in citizen developers (Gartner) and low code (Forrester) IT Wants to avoid becoming a bottleneck; they want to empower business users and take IT out of the critical path Wants easy deployment and critically INTEGRATION into existing IT environment and business applications Business Wants to increase process coverage and compliance to improve efficiency and business outcomes Wants the agility and flexibility to better support customers, respond to changing market conditions, and innovate
- So looking at those requirements – a few leading questions for you – what if… Our approach – user friendly BPM tool combined with tools users already using Leverage power, flexibility of modern technology
- You want to simplify you business process – workflow tool that was flexible to match your business processes Take very manual, complex paper-based approval and signature process and rationalize/automate Task-based, role-based approvals of contracts or campaigns or invoices
- As we’ve said - move manual processes to automated for active content and archiving – But also modernize infrastructure - Leverage opportunities to utilize cloud / aws And mobile
- So bunch of claims there – often next question is “prove it” Talk about another example of Zia’s work with Activiti – in this case somewhat unique because it’s a company that is embedding into a SaaS application This company (Nexant) provides software for energy industry using Intalio – too complex, difficult to integrate w/ client systems – spending all time & money fixing bottlenecks and customizing code needed flexible workflow engine to embed w/in SaaS offering integrated web BPM designer UI to allow clients to easily access and deploy own workflow directly from w/in the application delivered within 90 days – rapid ROI on deployment easy to configure automated processes such as email notifications and customized validation messages
- Slide purpose: Introduce the Alfresco Activiti BPM platform (what it is). Alfresco Activiti is a lightweight enterprise BPM solution that’s built for both developers and business people. It’s a modern alternative to complex, IT-dependent legacy BPM systems. At the core of Alfresco Activiti is a high performance process engine that you can use to automate and modernize a wide range of critical business processes. To that point – as promised earlier that we’d talk about work that Google is doing – blog about The Activiti Benchmark Project Activiti team worked together with our friends at Google on the project – and even specific features like Bulk Insert – and can see the results there Alfresco Activiti also features a suite of easy-to-use tools and analytics that make it simple to design, run, and optimize your processes. The open platform integrates seamlessly with a wide range of third-party and custom-built applications. Alfresco Activiti works hand in hand with Alfresco One, our ECM solution, so you can manage content, process, and people with one powerful, seamlessly integrated platform. Alfresco Activiti is a proven solution. It powers thousands of business processes for hundreds of customers worldwide. As discussed on the last slide - Alfresco Activiti can be installed on premises or in a private cloud. We also offer a SaaS version—Alfresco Activiti in the Cloud—for customers that want the convenience of a hosted solution.
- Spend the next few slides just looking at a few of the key features – Here Highlight Activiti’s two process modelers. Alfresco Activiti provides two integrated process modelling applications to meet different end users requirements. The Step Editor guides the business user, step by step, through the process of designing new models. You can use the Step Editor to design both simple and quite complex process models, without knowledge of BPMN 2.0. The graphical BPMN editor is designed to support the needs of the more dedicated BPM analyst. You build your process by dragging and dropping from a palette of grouped components. You can use the BPMN editor to create fully-compliant BPMN 2.0 process models that can be managed, versioned, and shared.
- Since Forms are often part of a business process for the enterprise - Highlight Activiti’s Forms Editor and Forms Library. The Forms Editor provides a powerful drag-and-drop interface that lets you design forms from a rich set of controls. Recent enhancements to forms include (with Activiti 1.3, July 2015): Tabbed forms Variable numbers of columns on different parts of the same form Saving of forms for coming back to later or passing to someone else to complete Visibility control over whole groups of controls Form Stencils that allow you to define your own custom form controls through the UI The Forms Library lets you share and reuse forms across users and processes.
- Next look at Decision Tables. Provide simple, but powerful way to deal with elaborate business rule sets Configure business rules in a familiar spreadsheet-like format – great for business users to self serve Decision table is basically a set of decision rules that consist of 1) a set of conditions (the columns with blue headers) and 2) set of actions that are performed when the conditions are met (green headers)– (if-then rules) Here we’re looking at table with several rules (10)… each row is rule You define rules using the Decision Rule Editor Rules are automatically interpreted at runtime Typical uses for decision tables are: calculating discounts, credit ratings, who to assign tasks to, what service level (SLA) to use, and so on
- Finally – look at Activiti’s process reporting and analytics. Online analytics provide insight into business processes. Using Activiti’s process reporting and analytics, you can: Look for bottlenecks and identify process inefficiencies in order to optimize critical business processes. Review active and completed processes, including drill-downs to the task level. Gain insight into tasks, service level agreements, and process instance details. Customize new reports and save them for future access.
- Just before we get into the demo – want to Introduce the tight integration between Alfresco One and Alfresco Activiti (as we discussed - process + content + people). As a company, Alfresco operates at the intersection of content, process, and people. This is where we make a difference: content-driven business processes. In addition to Alfresco Activiti, we offer Alfresco One, a modern hybrid cloud ECM solution. Alfresco One and Alfresco Activiti are both powerful products on their own, but together they deliver even more impact. Alfresco One and Activiti work hand in hand so that you can manage content, process, and people using one simple, smart, secure platform. You can optimize information flow throughout your organization and achieve new levels of business efficiency and agility. [For Alfresco One users]: Alfresco One’s workflow engine is based on Activiti technologies. In Alfresco One, you can create simple workflows, such as document review and approval. By adding Alfresco Activiti to Alfresco One, you can take advantage of full-blown BPM capabilities to define content-rich processes and take your application to a whole new level.
- Demo – Accounts Payable Activiti Demo Invoice Automation – haven’t discussed – but one integration point with Advanced Capture OCR technology – in this case Ephesoft for Classification & Extraction As see in the demo New invoice received, review / approve & and automatically store into Alfresco – oh and records management
- Our History / Our Focus We do content – not just any content, but critical. With a focus on process-intensive content Take our skills and build repeatable solutions on open platforms To again help you control your chaos and automate your manual/paper-centric processes And as said at the outset – really about addressing what happens in your business every day