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Business Process Modeling (BPM) with Event Driven Process Chains

and bflow* Toolbox

www.bflow.org

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What is BPM?

• Business Process Management

• Management approach: aligning all aspects of an organization to meet the needs of customers.

• Business Process Modeling

• All relevant aspects of a business process in a defined format (e.g. Including text, tables, charts)

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Business Process Definition

short...• describes the steps that are necessary to achieve a

business objective

A little longer...• is triggered by an event• consists of a sequence of activities• activities are carried out manually or by machine• activities produce value (for the customers of the

process)

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Examples of Business Processes

• Processing an application for a business license

• Tendering for a construction project

• Processing of a claim (insurance)

• Opening an account (bank)

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Different business processes – instance of a business process

Order by Frieda Müller received

Order by Hugo Becker received

Order by Hugo Becker recorded

Order by Frieda Müller recorded

Capture order:

Name: Frieda Müller

Date: 16.4.2013

Article: Slippers

Amount: 2

Capture order:

Name: Hugo Becker

Date: 17.4.2013

Article: Cowboyhut

Amount: 1

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Business process modeling – What?

• If you cannot describe what you are doing as a process, then you do not know what you're doing

• W. Edwards Demming, a business consultant and professor at Columbia University (1900-1993)

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Business process modeling – What?

• Documentation of existing business processes(e.g. certifications or training)

• Analysis and optimization of business processes• Redesign of business processes• Simulation (egFor example, human resources planning)• Process costing• Communication between the department and software

developers• model-based development

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Models are used for communication

• The primary purpose of models: communication tool

• Helps that all parties have a common understanding of the modeled reality.

It follows:

► business process models should be easily understandable.

► For all involved, the models have the same meaning.

► standardized modeling languages

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Business process models are used as reference• GPM can be found in the agreements on how to

work.• GPM should be accessible to all interested

parties (e.g. on the intranet)

► necessary changes in updates

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Components of a business process

• Order of operations (control flow)• Production and exchange of data (data flow)• operational organization• used equipment

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Model• A model is an abstraction that serves to

understand a system before it is built.Because a model waives minor details, it can be manipulated more easily than the original.

James Rumbaugh, co-founder of UML modeling language

short: A model is a simplification of reality for a specific purpose

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Purpose of modeling

• It makes no sense to create a model without knowing what purpose you want to achieve

• You need to know: • Who should work with the model?• What will be achieved by working with the

model?

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Abstraction in model• The level of detail in the model is shown to be dependent

on the purpose of the model

The model can be shortened…e.g. Temperatures are not shownThe model can be extended…Latitute and longitude exists in the model.

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Modeling tasks

• Images of reality– Objective: Understanding the reality– The complexity is reduced (elimination of properties)

• Models for the to-be reality– Objective: Presentation of the designated state– Discussion of the allowed achievable– Planning is supported

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Modeling purpose determines the type of the model

Management: General Overview•Who is responsible for which processes?•How can the quality of implementation be measured?

Staff executing the recurring standard processes: modeling at a detailed level•What steps must be taken under what conditions and when?

•for implementation in a computer program:•How states are stored in variables?•Which requests (e.g. to services) exist?

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The field of activity of process analysts

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Activities of process analysts

• Collection of business processes

Objective: To understand how an organization works

Means: study of existing process documentation, and documentation of computer programs, interviews, workshops, analysis of existing software, work reports, observation of staff

• Analysis of business processes

Objective: to study how a process can be improved or can be optimally supported by ITMeans: workshops, compare metrics, simulation, checklists

• Make proposals for the implementation of the measures

Objective: To improve the process, IT support

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Necessary skills for process analysts

• Capacity for abstraction in the analysis of processes (understand and describe processes to separate the important from the less important)

• excellent communication skills (asking the right questions and how to listen)

• Methodological knowledge and imagination to reshape and improve processes

• Knowledge of methods for the measurement of key figures in processes

• Knowledge of the application domain• Accompanying the department in the implementation of

technical and organizational changes

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Quote about process analysts

• In our experience, about 70% of people who take this role is rather unsuitable.

• Mostly, because they lack the skills for adequate analytical assessment. The most important qualification of a process analyst is not sending but receiving."

Jakob Freund / Bernd Rücker: «BPMN 2.0 Practical Guide»Hanser-Verlag 2010

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Value chain diagrams and process chains

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Process Map: What are the fundamental processes?

How to break down into sub-processes?

Flow modeling of a sub-process

possibly more detailed modeling of individual activities

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Value Chain

• introduced in 1985 by Michael E. Porter• shows the activities that are performed to produce a

product / service in the company.

• In the manufacture of a product, for example, all the steps that the product passes through from raw material to delivered end product (from supplier to customer) are shown

• Modeling in value chain diagram (VCD)

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Processes in the value chain

• primary processes

• control processes•  • supporting processes

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Primary Processes, Core Processes

• Primary processes (also: core processes)• make a direct contribution to the creation or

distribution of a product.• focused on external customers

• Examples:– Order Processing– production– Purchase of raw material– Customer service– Marketing and Sales

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Control processes

• Control processes (also: management processes, governance processes)

• Processes to operational planning, command and control

• Examples:– Strategy Development– Creating goals

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Support Processes

• supporting processes (also: support processes)• make no direct contribution to value creation• focused on internal customers, support the

primary processes

• Examples:– Financial accounting– Cost accounting– Human resources

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Value chain diagram (VCD) in a production facilityM

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Value chain diagram (VCD) in a hospital

Source: Vollert / Hamm: Prozessorientierte und standardisierte Umsetzung von DGK-Leitlinien, Kardiologe 3 / 2009

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«Predecessor of» relationship

• From the examples we see that the relationship "is chronological predecessor" is represented differently by different authors.

• In many sources, the notation indicates that a previous relationship exists.

• In other sources, however, this is not the case, the previous relation is then represented by:

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Event-driven process chains (EPCs)

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Ereignisgesteuerte Prozesskette (EPK)[Event-Driven Process Chain, EPC]

• Developed in 1992 at the University of Saarland• in Germany (along with BPMN) the most common

notation for business process modeling• e.g. Used in SAP R/3• Graphical, semi-formal notation

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Basic Components of EPCs: Functions and Events

Functions

an activity that has a beginning and an end

e.g. «Check Application"

Events

State at a certain time

May be the cause or result of a function

e.g. «Request arrives",

«Application is approved"

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Succession of events and functions

Arrows indicate the time-logical order between events and functions.

"Request arrives" is the trigger for the "check request"

"Approved application" is the result of the function "Check Request"

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Events and functions alternate within EPC

shows: "Events control the process"

EPCs always begin with a start event (or more start events) shows: "What triggers the process?"

EPCs are terminated by an end event (or more end events)shows: "What is the completion criteria of the process"

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Trivial Events

To make the model more compact, "trivial events" are often omitted.

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Possible Naming Conventions

Event as a trigger[Object] is [Verb in infinitive form]

Event as a result

[Object] is/was [Verb imn present perfect]

Function[Object] [Verb in imperative]

Infinitiv

Important: Always name objects uniformly

e.g. Always customer (rather than buyer etc.)

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Modeling of Alternative Paths

XOR-Connector

Modeling one alternatife flow:

Exactly one of several possible paths is taken

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XOR-Connector in the example:

either the item is in stock

► left path is traversed

or it is not available

► right path traversed

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Modeling of Parallel Executions

AND-Connector

More than one function can be performed simultaneously

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AND-Connector

The two paths are traversed in parallel:

"Announce schedule on internet" can be executed at the same time with "send invitations"

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Modeling of «One or More»

OR-Konnektor

Modeling one or more alternatife flow:

Logic:

More than one of the options can be processed in parallel - but at least one must be taken.

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OR-Connector3 ways to choose

Case 1: left path

Case 2: right path

Case 3: both

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How many possible sequences are there after OR?

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Multiple Start Events

Connectors can also be used to model more complex conditions for the start of a process

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Multiple End Events: Example 1

three possible outcomes,

Exactly one of them occurs.

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Multiple End Events: Example 2

At the end of the process, both events have occurred.

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Only functions make decisions!

Rule: there shall not be an XOR or connector after events!

In the model, the function for the decision is missing.

Such a decision is an activity, so it must be modeled in a function!

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Error is noticed by the semantic verification of bflow * Toolbox!

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Corrected model: decision is taken by function

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Prozesswegweiser und Funktionsverfeinerung

Process Interface:

Model A ends with Event 3then it continues with Model B, which starts with Event 3

Sub-diagram:

Function 2 from model A is shown in more detail in model C.

Model A

Model B

Model C

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Process interface and function refinement

Model A

Model B

Model C

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Modularization allows reuse - and avoids duplicate modeling

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Summarized Syntax Rules

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Syntax Rules - Events

• EPCs begin and end with events (or process interface that follow an event).

• Events have: – Exactly one incoming and exactly one

outgoing arc, or

– No incoming arc and exactly one outgoing arc (start event), or

– Exactly one incoming arc and no outgoing arc (end event).

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Syntax Rules - Functions

• Functions have exactly one incoming and exactly one outgoing arc.

wrong!

wrong!

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Syntax Rules - Connectors

Connectors have…

either exactly one incoming arc and 2 outgoing arc (Split)

Or 2 incoming arc and exactly one outgoing arc (Join)

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Alternating Functions and Events

• Events and functions alternate. Intermediate connectors do not change this rule.

• If several functions executed in succession, "trivial events" between them can be omitted.

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Events «decide things»

• Before XOR and OR split, there must be a function, not event.

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Modeling Typical Situations

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Loop

if an activity needs to be repeated

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Limiting number of repetitions

If the number of repetitions will be limited

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One inquiry

only used if the correction is guaranteed and no new test is necessary!

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Optional design

If an activity must be carried out only under certain circumstances

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Run any number of paths after OR

After OR, any number of paths are possible

If «nothing to do» is also possible, an «empty path» can be modeled

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Reach a point in time

The process is continued until a certain time is reached.

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Readable Models

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Structured Modeling• Some modeling guidelines require that connectors

may be used so that split and join occur in pairs

(For each split has exactly one join same type)

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(Un) structured modeling

• Whenever possible, you should use only the 'structured' constructs (as shown in the last slide)

• In some cases (like the one shown below), an "unstructured" model is easier to read, in some cases it is the only way to represent the facts correctly

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Good layout is essential for good readability of models!

• Main reading order from top to bottom• Use symmetry• Lines with minimal bend points• minimize cross lines• No parallel lines close to each other

Both models are identical!

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Main reading direction Often useful• Position "Default

case" [Happy Case] such that it can be immediately read from top to bottom

• Place exceptions on the side

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Extended EPCs (eEPCs)

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Erweiterte EPK: zusätzliche Notationselemente

Sequence of activities (control flow)

Creation and exchange of data (data flow)

Organizational Elements

Resources used

EPC eEPC

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Creation and exchange of data

• Input: What are the data required to perform a function?

• Output: What data generated as a result of the execution of the function?

• Data (information objects) are present as:

Paper document File

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Input Output

Control flow arrow Data flow arrow

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• What computer systems are used by a function?

Applications

Connection(no arrow!)

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Organizational Elements

• Who is responsible for the execution of a function?

Organizational unit              (Department, unit, etc.)  

• Location

(e.g. Staff member)

• Person(e.g. «Mrs Horn»)

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Connection (no arrow!)

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EPC-Modeling with bflow* Toolbox

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bflow* Toolbox

• Free EPC modeling tool – available free of charge, source code available

• based on the open Eclipse programming tool

• extensible through add-ons without the knowledge of Eclipse Programming

• www.bflow.org

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Workspace

defines the location at which bflow* stores the data

Workspace

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When you first start…• Identify the location of the workspace (by default, it suggests a directory named «workspace» under the folder you placed your exe file)

• If you have a default place, check the checkbox and it will no longer ask at each run

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Project• The project in which related model files will be collected

Project 1 Project 2

Workspace

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Creating a Project

" File -> New -> Project "

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Folder• Can be used for further structuring within the project• Good practice: Place subdiagram inside folders and create a folder and diagram hierarchy

(with multiple levels of folders)

Project 1 Project 2

Folder A

Folder B

OrFolder C

Workspace

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Create New Folder

• File -> New -> Other • General (double click to open) - Folder - Next

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Models• Can reside in the folders

(Or directly in the project folder)

Project 1 Project 2

Folder A

Folder B

Folder C

Arbeitsbereich

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Package Explorer

Working area

Project

FolderSubfolder in another

folder

File (Model)

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Views

Packageexplorer

Quick navigation

Palette

More views

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Navigation in large models

Outline view

Model Navigator:

shows predecessors and successors of the selected model element

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Background Validation

Finds typical modeling errors

highly recommended especially for beginners

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Notes appear in the "Problems" view

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Advanced model checking

• much more comprehensive examination highly recommended for beginners and advanced

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Model Checking

Rules can be connected and disconnected:

Window - Preferences - EMTB - Validation

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Tips for modeling with bflow* Toolbox

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Model Wizard

• rapid creation of model parts no need use the mouse

• Right-click on the model

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Model Wizard

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Printing Models in Black and White

• Right-click on the model

Style: select Black-White

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Add Comments

• Right-click on the model

Add - Note

Note

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Change fonts

• (1) Window - Show View - Properties

• (2) Mark the fonts to change

• (3) Make changes

(choosing a font different than the default is not recommended.))

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• Mark model element pull the "touch points"

• Tip:You can also select multiple items (CTRL + click) and then resize it uniformly.

Change size of model elements

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Make model elements the same size

• Mark model elements using CTRL + click.• The elements should get the size of the element

marked last.• Select Diagram – Make Same Size

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Assign self defined attributes

• Open "Attribute View"if the view is not open: Window-Show-View-Other-Modeling Toolbox-Attribute View

• Mark model element• Enter the name and value for the attribute• Press the enter key

New attribute (name and value)

Already existing attributes

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Important Keyboard Shortcuts in bflow* Toolbox

• F5 in the package view:Update view(necessary if models are copied manually into the workspace)

• CTRL-M in the model view:Zoom in/out

• CTRL-Z in the model view:undo last action

• F2 Rename the selected item• CTRL-Enter when labeling a model element, line

break

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Copyright

• The presentation was created by Prof. Dr. Ralf Laue, University of Zwickau

Information about the authors of images used can be found on:

http://commons.wikimedia.org/wiki/File:Blender3D_EarthQuarterCut.jpg

http://commons.wikimedia.org/wiki/File:GEO_Globe.jpg

http://commons.wikimedia.org/wiki/File:Earth_Western_Hemisphere.jpg

http://commons.wikimedia.org/wiki/File:Dipole_field.PNG

http://commons.wikimedia.org/wiki/File:Blender3D_EarthQuarterCut.jpg

http://commons.wikimedia.org/wiki/File:Map-World-Timeszones.png

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Copyright

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