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Executive summary
Business Process Management (BPM) solutions have delivered significant benefits to
organizations demanding agility and efficiency in their business operations, but some
programs have fallen short. What factors determine success or failure in BPM
deployments? How can companies of all sizes enable themselves with the right BPM
investments to deliver rapid value at minimized cost?
One characteristic shared by successful BPM strategies across the globe has been a
clear-eyed analysis of those factors that drive the Total Cost of Ownership (TCO) of such
programs.
By making a detailed analysis of both quantifiable costs - shown on the diagram below plus other factors discussed later in this paper, your company can ensure it makes an
informed decision about the best BPM Suite (BPMS) purchase for your needs today, and
in the years ahead.
In this paper, well explore 9 key factors from deployments across the world that have
been used to deliver positive and compelling return-on-investment (ROI) as well as equip
you with probing questions to ask of potential vendors.
Figure 1. The seeds of success - or project failure - are sown early so a thorough Total
Cost of Ownership (TCO) analysis is a useful exercise to understand the impact of your
purchasing decision. At Bizagi, we recommend that you evaluate the critical current and
future cost factors as summarized in the illustration below.
9 COST FACTORS TO OPTIMIZE THE BPMS BUSINESS CASE
Purchase
Speed
of delivery
Functionality
ere
nce
ards
Stand
ility
lab
Sca
Implementation
Infrastructure
Maintenance
Ref
Te
TCO
ROI
Training
Upgrades
Servers
ch
e
us
no
Re
log
Licence costs
Figure 1
Lack of visibility
Some vendors cant, or wont, reveal vital facts that impact ownership costs
in areas such as functionality, upgrades and customization.
Functionality
Your business is changing daily, so ask yourself:
does the software you are purchasing
meet your needs not only today, but in the
future? Will it grow with your business or will
you have to pay extra for new features?
E.g. For some, analytics on the tablet might be
a nice to have now but how will you support
your mobile workforce in the future? What
about secure mobile or offline access? You
need to be confident that your vendor will
support your future business goals as part of
the deal. Your company is investing in a
system that will become a core component of
Ask the
vendor
Ease of use
Managing change
Owning a BPMS is not only about helping the
business optimize their profits: it can help you
de-risk your processes. Lets say youve spent
Ask the
vendor
How does your system support business/IT collaboration? For example, can
business users easily take part in requirements capture and process modeling?
Can business users initiate process change without heavy IT involvement?
How easily is it to make changes on the fly?
How will you ensure process model changes are seamlessly propagated through
the whole system (across your omni-channel applications)?
How quickly will the change become operational?
Do you encourage your customers to make regular process releases? How often?
Scalability
If you are making an enterprise BPMS
purchase, how well is the product suited for
scalability and enterprise-wide deployments?
You may decide to implement BPM on a
smaller scale right now, but surely you are
hoping for success and rapid rollout across
other parts of the business?
This is the nature of BPM. Unless the BPMS is
built for reuse allowing similar processes to
be quickly customized and rewrapped for
other parts of the business your plans for
enterprise-wide transformation will be brought
swiftly to a stop.
Reality
Time
Figure 2
Sub-processes, business rules, forms and many more
Bizagi enables you to reuse any of these process elements,
making it quick, easy and cost effective to automate many
processes over time.
Ask the
vendor
Can you potentially reuse various business objects such as: forms, processes,
data, user interface components, and rules?
What % of the system you are building is reusable?
How much will it cost to deploy an enterprise-wide solution?
How long will you take to deliver the above?
Can you provide customer reference sites where you have automated
hundreds of core and supporting processes?
Ask the
vendor
Does the system support fast and clean connectivity with any data of my choice?
How do you integrate with data sources? Do you replicate or virtualize the data?
How long will it take to deliver the first business process?
For example:
Cost-effective collaboration
By separating the process layer from the underlying data, business users are shielded
from technicalities and can work far more effectively with IT.
Greater adaptability
All process elements can now be shared and reused among several processes.
Without the need to start from scratch, adapting to business change becomes far
easier and more cost-effective.
Widget
Rule
Process Layer
Led by
Business
Reusable
Business Objects
Entity Virtualization
or Replication
Component
Library
Enterprise
Mapping Layer
Databases
Figure 2
Bizagis unique flexible architecture ensures cost-effective
reuse of process elements, essential for scalability in
enterprise-wide deployments.
Legacy
Owned
by IT
Data Layer
Software acquisition
Discovery
Infrastructure
Licences
Market
Maintenance
Bizagi
Software implementation
Bizagis QuickStart program allows the first
process to be delivered in less than 7 weeks
and in some deployments it required just
two people: a Business Analyst and a
Technical Analyst.
Deployment
Market
Learning
Bizagi
Future proofing
Bizagi delivers all the functionality you need to cater for your future growth,
from mobile reporting & analytics to a flexible and reusable data model.
Standards-based
We invest >25% of our revenues into Research and Development. Our products
are customer-focused (90% of Bizagi v10.6 was based on user feedback).
Fastest delivery
Utilizing our proven Spark delivery framework, we will guide you towards a
process automation project that will deliver your first enterprise process in less
than 7 weeks.
Scalability
The Bizagi platform easily powers some of the largest BPM programs in the
world including one for the global leader for sustainable technology, Abengoa,
with 15,000 users and 400 processes.
Ease of reuse
Our community
Active references
We have customer sites across all corners of the globe reaching the mature
stages of process excellence and with the delivered ROI to prove it like
Colpensiones in South America enabling 41,000 cases through their BPM
system daily.
10
No metric, no project thats our mantra. Our consultants work with our
customers to derive the data points for success and review them regularly.
Discover ROI with Bizagi.
Join Bizagi and reach out to 500,000+ like-minded BPM experts through our
community forums and social media groups.
In conclusion
When considering the purchase of a BPM
system, it is critical to take into account
not just the most obvious costs but those
that will impact ownership over the long
term. The core pillars of low TCO functionality, ease of use, scalability and
speed lead us towards an efficient
system that has all the power & features
Learn more
LEARN HOW BIZAGIS FLEXIBLE ARCHITECTURE LOWERS TCO
UNTANGLING SPAGHETTI BPM WHITEPAPER
COLPENSIONES CASE STUDY
ABENGOA CASE STUDY
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About Bizagi
Bizagi offers a risk-free BPM platform that powers $10bn
transactions for 500+ enterprise customers worldwide including
GE Capital, adidas, and Old Mutual. With Bizagi, you can try, test
and automate complete processes without financial
commitment and only pay once youre ready to deploy. Thats
why we have zero project failures and can deliver quantifiable
ROIs fast.
Bizagi is headquartered in the UK with offices in Europe, Latin
America and the US, supported by a worldwide partner network.
For more information, please visit the Bizagi
corporate website at www.bizagi.com
Follow Bizagi on Twitter: @bizagi
Bizagi London Office
T: +44 (0) 1753 379270
E: marketing@bizagi.com
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