Business Process Model and Notation (BPMN)

Background

Business process model and notation (BPMN) is a visual method of describing the processes and steps of a business’s activities. It uses standardized pictures and formatting in flowchart form, which makes it easier to understand the order in which the steps of a process are completed. The diagrams and consistent language reduce miscommunication between various groups involved in the business, from upper management to employees to outside clients. It also helps to identify workflow problems and eliminate mistakes.

BPMN was created in 2004 by the Business Process Management Initiative (BPMI), which was undertaken by about eighty businesses to establish good business process management (BPM) practices. BPM is the study and analysis of the processes used by businesses to develop and implement new and better ways of operating.

BPMI released the first version of the business process model and notation method in May 2004. At the time, it was called business process modeling notation. In 2005, BPMI merged with the Object Management Group (OMG), which took on the responsibility of refining the model and notation process. The group released an updated version of BPMN in 2011 and changed the name to emphasize that it is both a model and a notation system. This new release included more thorough standards for the system and enhanced symbols to use in the models.

BPMN works better for processes already in place than for situations requiring decision-making. To fix this, OMG released an additional tool to complement BPMN in 2014. Called the decision model and notation standard, this new tool helps businesses create flowcharts for the process of making decisions that are as easy to share and understand as the business process notation charts.

Overview

A BPMN chart uses standardized symbols to represent aspects of a business process. These symbols are consistent so anyone familiar with BPMN can identify the steps on a BPMN chart. There are four types of elements used to create these diagrams: flow objects, connecting objects, swimlanes, and artifacts. Each element has a specific purpose that can be reflected using a combination of symbols.

Flow objects are the main building blocks of BPMN. They are the key steps of the project being charted. Circles are used to represent flow objects on a BPMN chart. The three types of flow objects are events, activities, and gateways:

• An event is something that starts, changes, or finishes a project. Different types of events, such as errors and escalation, can be represented on a chart. For example, in a process for call center representatives, a customer asking for a supervisor is an escalation event that changes the direction of the process. Events are depicted as a circle with another symbol inside representing the type of event.
• An activity is a specific task or action performed by a business system or an employee. Activities are represented by rectangles with rounded corners. A store employee ringing up a sale is an example of an activity that could be on a BPMN chart.
• A gateway is a point at which a decision adjusts how the process continues. An example is a process allowing a cashier to complete some returns but requiring a manager for others. Gateways are represented by diamonds with additional symbols to give more information about the type of gateway.

Between the main flow objects on the chart are connecting objects. They help the user see the direction or flow of the overall process. The three types of flow objects are sequence flow, message flow, and association:

• Sequence flow is represented by a straight line ending in an arrow pointing to the next step in the process.
• Message flow is represented by a dashed line that starts in a circle and ends in an arrow. This shows activities such as messages going between departments in the business.
• An association shows something that is related to a flow object, such as text explaining it. Associations are represented by dotted lines.

Swimlanes are the people who are involved in the business process. Customers, employees, vendors, and potential customers are all swimlanes. They are represented by rectangular boxes. Pools are groups of participants in a process. Multiple pools and swimlanes may be involved in a process chart.

Artifacts refer to additional information added by those making the chart to help others better understand it. They can choose from three types of artifacts: data object, group, or annotation:

• Data objects indicate what information is needed for an activity. Its symbol is a vertical rectangle with the upper right corner turned down.
• A group depicts activities that go together in a logical manner. This is additional information that is not meant to change how the process flows. It is represented by a rectangle made of dots and dashes.
• An annotation is any other additional information to explain part of the process. It is reflected by a bracket.

Purposes and Advantages

A criticism of BPMN is that it is not equally applicable to all industries. One example is healthcare. While BPMN is effective at managing processes in industries, like the mass production or distribution of finished products, healthcare is altogether different. Healthcare involves unique processes of care for every individual. In addition, multiple participants (i.e. doctors, nurses, psychologists) each have a role in the patient's outcome. Because of the inherent differences in individual patient care, many of these processes cannot be flow charted as standard paths and decision points applicable to all that require medical care. Some aspects of medical care can be improved by BMPN, but these are more administrative in nature such as scheduling of patients and medical personnel.

Nonetheless, BPMN charts are helpful to people at all levels of a business in the appropriate setting. They provide a clear, uniform explanation that people can understand, regardless of their role in a company. Management can use them to determine how an overall process should flow, analyze how a process is working, and identify places in need of improvement or changes. Employees can use BPMN charts to understand how to do their job and how their actions affect the company’s overall process. The charts also help vendors, consultants, and others who work with the company to understand the business’s processes more clearly. This all allows the company to function more effectively and efficiently.

Bibliography

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