Business process modeling – what is it?
Business process modeling involves describing how processes are carried out within an organization in the form of a structured model, most often a diagram. The model shows which steps make up the process, the order in which they are performed, who is responsible for them, and what decisions influence the process’s subsequent course. As a result, a process that previously existed mainly in employees’ minds and through informal habits becomes clear to all stakeholders.
The model is a simplified representation of reality. It omits details that are irrelevant to the purpose of the modeling and highlights those that enable the process to be understood, analyzed, or automated.
What does a process model depict?
Depending on the level of detail, a model typically contains several types of elements:
- events—what triggers or ends a process, such as the receipt of a request or the approval of an invoice,
- tasks — actions performed by people or by the system,
- decisions—points where the process branches based on conditions, such as the order amount,
- roles and responsibilities—who performs a given task, such as an employee, a supervisor, or the finance department,
- documents and data—information that is used or created in subsequent steps.
A simple model for approving a purchase request could therefore include the following steps: submission of the request, approval by a supervisor, a decision on the next steps based on the amount, possible approval by a director, and forwarding the order for processing.
Modeling the current and target state
In practice, two types of models are typically created. The current-state model (referred to as “as-is”) shows how the process works today, including workarounds, delays, and unnecessary steps. It is used to analyze and identify areas that need improvement. The target state model (to-be) depicts the process after changes have been made; simplified, streamlined, and often partially automated. It serves as the basis for implementing improvements, such as configuring the workflow in the system.
Notations and tools
o ensure that models are understandable to everyone, established notations—that is, sets of symbols and rules for combining them—are used. The most popular is BPMN (Business Process Model and Notation), an international standard that describes processes using events, activities, decision gates, and paths assigned to roles. Simpler block diagrams are also used, as well as other notations, such as EPC or UML activity diagrams.
Models can be drawn in graphical tools or in specialized modeling software. Some BPMS-class systems allow such a model to be executed directly: the designed diagram becomes a functioning process.
Modeling vs. Process Mapping and BPM
Process mapping is sometimes used as a synonym for modeling. When a distinction is made between the two concepts, mapping usually refers to a general overview of processes within an organization and their interrelationships, while modeling refers to a more detailed and formalized description of a single process. BPM is a broader approach to process management, in which modeling is one of the stages, alongside analysis, implementation, and monitoring.