BPMS: Do You Really Need It? This Will Help You Decide!

Support by sharing this article on your social media networks

Business Process Management System (BPMS) supports your company by analyzing and automating its business processes.

BPMS should be able to model, develop, update, and operate all your organization’s business processes and gather data and analysis.

Before we venture into the concept of BPMS, it is essential to understand what BPM (business process management) is and why it’s such a vital aspect of providing real-time, actionable information.

Business processes are essential to the operations of almost every company. They are the blueprints for all kinds of business functions, enabling disparate parts of the organization to work together and to interact with suppliers and customers.

According to AIIM, 75% of businesses consider process automation to be “essential” or “extremely important” to their company. This high percentage is almost certainly the outcome of businesses attempting to cut expenses, increase production, and streamline procedures.

To remain competitive and increase overall performance, companies must digitally evolve. The first step in this transition is digitizing their content.

Changing from paper-based to electronic documents is the first and most important step in the digital transition process; without it, companies would be unable to automate business processes, resulting in a lack of efficiency and less reduction of manual activities.

faceless woman inserting credit card into subway ticket machine
Photo by Ono Kosuki on Pexels.com

What is BPM?

By definition, BPM or Business process management is the discipline in which people use various methods to discover, model, analyze, measure, improve, optimize and automate business processes. Any combination of methods used to manage a company’s business workflows is BPM.

In a nutshell, business process management is the process of identifying and managing an organization’s operations in order to match them with business priorities as the company grows.

BPM is often mixed up with BPMS software (BPMS).

BPM is a practice that is carried out by people, while BPMS is a set of technical resources that help practitioners achieve their goals. Remember technology is only one aspect of business process management.

To produce better performance, organizations can leverage BPM to streamline business processes and RPA to automate tasks by tracking a series of routine human-implemented actions.

I highly recommend to read this in-depth guide covering RPA (Robotic Process Automation).

Before we jump ahead and start automating processes, we must be sure that our data is digitized, organized, and secure. Check the below article for a complete knowledge covering Digitization & Digitalization.

Digitization vs Digitalization: What’s The Difference? (theecmconsultant.com)

What is BPMS (Business Process Management System)?

By definition, BPMS stands for business process management system, as per Wikipedia,

BPMS tool is a collection of tools that helps companies in the automatization of processes. A business process management system (BPMS) should allow to model, develop, edit, and run of the company’s business processes, as well as gather data and analytics.

It is a must for companies who wish to maximize efficiency by enhancing business process management and connects individuals, procedures, and information systems into easily controlled applications to enhance business operations.

The automatization process consists of several steps:

  • Process Documentation: The BPMS workflow should be well documented and thoroughly analyzed. The documentation requires communication with different stakeholders to identify bottlenecks and determine the most efficient bpm automation workflow.
  • Process Modeling or Diagramming: Using the designer allows to design an executable business process modeling using drag and drop components. The designer’s techniques are presented in the form of flowcharts and diagrams. It allows defining data management, set rules, and connect to external systems.
  • Automation: The primary aim is to assist businesses in automating and optimizing their operations. Often this step reduces the cycle time and improves productivity. Furthermore, the procedure can still be quickly updated to help meet the business objective.
  • Analysis: BPMS software may produce reports or interact with the more well-known reporting engines to assist in the analysis and improvement of procedure performance. This capability would inform you of the status of a workflow case, the output of relevant stakeholders, and the time taken to complete all tasks.

BPMS (Business Process Management System) Features

BPMS features

The BPM tools would allow businesses to increase transparency by helping in business process automation with clear electronic formats, resulting in better accountability.

Powerful BPM solutions can allow business managers to simplify their workflows without the need for coding. Experts from various departments should be able to push the bpm automation initiative without the need for an IT specialist.

The top features are

business process modeling

  1. Visual Process Designer (Process Diagramming)
    The tool should be incredibly user-friendly, allowing designers to drag and drop workflow elements, as well as integrate business rules as required. Furthermore, the tool should be able to
    1. Model BPMS workflow
    2. Route Activities
    3. Support Manual Tasks
    4. Support Parallel Activities
    5. Integrate with third-party applications
    6. Conditional flow
    7. Define sub-processes
    8. Set deadlines\due date to manual tasks
    9. Define task delegation and escalation
  2. Visual Form Designer:
    The tool makes it easier to create responsive forms by allowing you to drag and drop graphic components. Furthermore, it should allow for the definition of rules, the execution of REST API calls, and the support of the most recent client-side development technologies.
    1. Components (image, text, etc.)
    2. Components properties and styling
    3. Data Binding
    4. Data Source
    5. Validation Rules
    6. Dependency Rules
    7. Responsive design
  3. Role-Based Access: Since business information in forms and fields is always vulnerable, choose a BPMS approach that preserves information by selective access.
  4. Process Monitoring: A portal should provide the capabilities to monitor the process execution, status, and identify performance-related issues. Furthermore, it should allow to restart of a specific process, deploy modified or new processes, and eliminate bottlenecks.
  5. User Inbox: An inbox that allows you to access, operate on, and collaborate on delegated tasks.
  6. Powerful Administration Module: It should allow to handle users, build classes, reassign activities, restart a business workflow, and so on.
  7. Integrate with third-party applications: Automatization of processes usually requires automating manual tasks. The process may take longer to complete if you are unable to integrate with other business line processes in your company. At the top, you should make sure that it has integration with
    1. Active Directory for Single Sign-On
    2. Content Management or document management solutions to archive electronic files
    3. Office Integration: Manipulate word document from the process and generate PDF
    4. Databases: SQL, PostgreSQL, MySQL
    5. ERP
    6. Email or SMTP
    7. REST & SOAP services
  8. Mobile Support: You should be able to complete a job and fill out a form straight from your mobile device using the business process management system.
  9. Advanced Reporting & Analytics

BPMS Benefits

A company can only be as flexible, efficient, and agile as the interaction of its business processes allows.

In today’s world, rivalry is fierce in every industry. To remain competitive, companies must be able to work more quickly, adapt to developments more quickly, and enhance their customer service.

According to AIIM, companies that implemented business process management increase their ROI by as much as 41 percent within the first year!

BPMS tools are critical for any medium to large-sized enterprise. The automatization of processes may have a huge influence on a company’s performance.

Investing in BPM solutions will have a slew of benefits, including:

bpm business process modeling
  1. Boost performance by automatically implementing and orchestrating all procedure steps, including those that must be done by individuals or programs.
  2. Analyze & redesign critical processes.
  3. Enhance the overall performance and responsiveness of the process.
  4. Monitor business workflows
  5. Align business with IT
  6. Improved Business Collaboration
  7. Better Control of Operations

What is BPM?

BPM or Business process management is the discipline in which people use various methods to discover, model, analyze, measure, improve, optimize and automate business processes.

What is BPMS (Business Process Management System)?

BPMS tool is a collection of tools that helps companies in the automatization of processes. A business process management system (BPMS) should allow to model, develop, edit, and run of the company’s business processes, as well as gather data and analytics

BPMS (Business Process Management System) Features

  • Visual Process Designer
  • Visual Form Designer
  • Role-Based Access
  • Process Monitoring
  • Powerful Administration Module
  • Integrate with third-party applications
  • Mobile Support
  • Advanced Reporting & Analytics


  1. Worth reading several times.

    This is one of the few articles I have seen that describes both the “big picture” as well as must-have components for practical set up and use of a BPMS.

Leave a Reply