How should a good business process management system (BPM) be? When searching for the BPM system, there is a tone option. Some are cloud-based, others are in place. Some are price per user, others are one-time fee. Some need a consultant, others do it yourself. How can you filter out all options referring to the best  BPM ?

How should a good business process management system (BPM) be?

The most important features of the business process management system

(If you want to learn more about BPM, we recommend this tutorial on Business process management)

What is a Business Process Management System?

A business process management system enables modeling, design, execution and maintenance of business activities and employees who manage them in different departments and physical locations.

What Does a BPM System Do?

A business process management system does the following.

  • Provides complex business processes involving different departments and locations
  • Monitor and maintain processes to ensure optimum productivity
  • Modify existing operations to ensure that changes are made in the process as the organization grows

Top Business Process Management System – Top 10 (+1) Features

1. Visual Process Diagram Tool

The most important thing to consider when thinking about business process management software is the process flow diagram. Business process management tools include four  process modeling :

  • No Modeling Tool  – These tools use encoding as a way to implement the process.
  • Data Collected with UI Forms  – Information about business process is captured through forms.
  • Event Based Visual Interface  – This option handles the entire process, including rejection and handling of exceptions at each stage.
  • Business Interactive Visual Interface  – This is similar to the third category, but does not bother the user with all the trivial corner state displays. Instead, it allows the user to focus on the primary path of the business process and the software automatically handles the exception paths during operation.

Unless you are a harsh programmer with unlimited control, the fourth option is usually best because it plays with the strength of the user and system. The user knows how the process will always work, and the system can present the best way to configure the path.

>> Visual modeling is great and business process modeling software makes it better.

2. Drag and Drop Form Designer

A process without data is like a train without passengers. Every business process requires a load of cargo throughout the process. Most BPM systems use a form as the way to capture and edit data throughout the process. Business process management tools should make choices for novice users or power users. Novice users need everything that is extremely simplified and clearly expressed. Power users want to be able to personalize a form and do exactly what they want.

If you choose a very simple form designer, you will probably get rid of it, but it will be difficult to get out of this system. If you choose a very complex one, your users will never be able to adopt and fulfill their purpose.

3.  Role-Based Access Control

If your data in your forms and fields are susceptible to sensitivity, you will need a bpm system that can protect your most important information. Access can involve making a field editable, read-only, or completely hidden.

Most BPM tools will offer some form of access control in the form, but consider the following:

  • You want to restrict access to a particular section of your form to only certain users.
  • You want to give access to a particular partition without entering an entire grub all names.
  • Require that certain fields be displayed only according to the data shown in other fields.
  • You want to reach the above by overcoming all the steps or steps in the business process.

The BPM Suite should handle all of these situations easily as you choose.

4. Mobile Support

If the bpm system you are evaluating does not have mobile support for at least Android and iOS, you should go now. Business processes will become increasingly mobile and your users will have a short tolerance for applications where they can only be seated at the desk.

Choose a cloud business process management solution that supports and delivers full functionality for mobile users.

5. Powerful Administrator Features

Even the best business process management software sometimes tends to get stuck sometimes due to some strange user actions. There must always be a way to manage and organize processes that do not require the search for an expensive consultant.

Your in-house administrator can reassign individual tasks, collectively reassign, delete items, and edit forms as needed during the business process. Without these capabilities, you are at the mercy of your BPM software and the behavior of your users.

6. Single Sign On (SSO)

For a new software based on your IT policies, a single sign-on from an enterprise-level company may be a mandatory feature. SSO allows a user to log on to a set of credentials over multiple independent software platforms. This helps IT teams gain access and follow-up activity.

Some bpm systems offer Single Sign On, but they can be quite limited in their options. Make sure you give what you need.

Integration with existing software systems

Few companies have any use for a BPM solution that can not communicate with other core software systems. Without the ability to integrate, you will have numerous manual data transfers that effectively kill the net gain of automation. Without strong integrations, business process management tools are a complete failure.

These integrations should include detailed API support, WebHooks, REST APIs, and more.

8. Reports and Analyzes

The reports should be a complete no-brainer for any bpm system. However, just do not keep their word. Most BPM tools do not provide ready-to-use transaction statistics or process metrics. Also, reporting of form data should be strong and customizable. You should be able to create reports that tell you:

  • Average time to complete individual step and all items
  • A snapshot of all open items
  • How often is an item rejected or redirected?

9. Performance for Large User Bases

We are an age where a small team of 3-4 engineers can bring together the product and call it “the best business process management software” on their website. Even if you have created all the other features we talked about, the software performs differently when you have 100 users versus 1 million.

Research to find out how many potential customers your potential BPM software provider has. On what system did the product install the product? Will they be able to scale the base as it grows?

10. Process Performance Metrics

All business processes have deadlines, but not all of them meet timely benchmark expectations. Such situations require business leaders to identify what is causing the delay and how to improve it.

Process Performance Metrics is a tool that helps businesses identify problems with a process and makes meaningful decisions to improve ineffective processes. In BPM, Process Performance Metrics automatically catches system data evaluated by the process manager to determine if a problem is a result:

  • Bad process modeling
  • Poor process execution


11. Enhance End User Information

As its name implies, business process management is more about business and less about technology. However, although it does describe business needs, it often does not have the support of technology to do so. These users are causing shadow IT projects to emerge. These shadow IT projects usually look good in the short run, but then negatively impact the work team and IT.

For this reason, when choosing a BPM platform, it is important to choose a platform that is business friendly, contains little coding, and allows users to create and manage their own processes with no IT support. IT must own the platform and maintain management and control access. Choosing this option is a win-win for both IT and business.

Learn about human-centric BPM tools for IT users who are not returning.

The business process management (BPM) domain is growing rapidly and new software solutions are spreading on an almost weekly basis. Before moving on to a new bpm system, make sure that you have all the right features for your organization.