Managing the Process Space: Overview
General settings, processes, roles, and reviews need to be managed in the Process Space.
General settings, processes, roles, and reviews need to be managed in the Process Space. BPM Managers and Process Owners manage the processes and roles. Review Owners are designated for reviews.
General settings for the Process Space
The BPM Manager makes fundamental decisions about the process hierarchy, the role assignment for Managers and Designers, the integrated Modeler, the appearance of Bpanda, and more on the Manage Process Space page, which they can access in the main menu under Settings. Analyses provide overview information there.
Managing the process hierarchy
Creating the process hierarchy
Processes have a specific position in your company’s process landscape.
To group processes from the general level of management, core, and support processes down to the specific procedures within subprocesses, their structure is represented as a process hierarchy on several levels.
The BPM Manager can assign sublevels or processes to each hierarchy element.
The resulting structure tree can be navigated.
Using process maps
To visualize the process hierarchy and to simplify navigation by means of graphical elements, process maps are usually used, each of which structures an element through linked area elements.
Process maps are SVG graphics and can either be imported from third-party tools or created in the Modeler.
Classifying processes
To be able to use processes in the Process Space, they must initially be imported from modeling tools or added from the integrated Modeler. A Process Designer can do this as well.
Assigning processes to the process hierarchy is the responsibility of the BPM Manager.
If process maps are used, the BPM Manager links the individual SVG elements of a process map to a process map on a lower level of the process hierarchy or to a process. This creates a navigable, clear representation of a process landscape.
The BPM Manager can define a Process Owner for each process. Both can designate additional Process Owners.
A new version of a process can be imported or uploaded by BPM Managers, Process Designers, or Process Owners.
Assigning users and roles
Using roles
Roles are assigned to a user directly or through membership in a group. The roles bundle specific functions and are usually assigned in relation to a process or its review. If several roles are assigned to a user for a process, they can use all the corresponding functions.
Roles defined in the account
Certain users are given a special license in the account administration that enables them to import processes and use the integrated Modeler. These users automatically have the Process Designer role in the Process Space. One of these users is initially defined as the BPM Manager of the Process Space. Additional BPM Managers can only be selected from among the Process Designers.
Making role assignments
To be able to assign users and roles in the Process Space, users must be invited to the Process Space by the BPM Manager.
Role assignment for processes can be carried out by BPM Managers or Process Owners and covers Process Owners, Process Contributors, and Process Participants. These role assignments mean that the processes are displayed to the users on the start page under My Processes and on the Relevant Processes page.
In addition, Process Owners can define Owners and Participants of a review in the course of an approval process. The Review Owner in turn can do this as well.
Carrying out the approval process
Every process version must undergo an approval process. The review is the core element of this process.
A Process Owner starts the review of a process. In addition to the metadata of the review, they also initially define the roles in the review.
The review aims at the assessment and approval of a process version. The Process Owner makes the final decision about the approval of the process version and its publication. Publication takes place for the users of the Process Space within a validity period.
Analyzing opportunities and risks
Bpanda supports you with risk management through a clear dashboard, assessments, comparisons, and templates.
As a Process Owner, Process Contributor, or BPM Manager, you can start an analysis for each process in which you record and assess the opportunities and risks for the process itself, but also for individual work steps (tasks) or areas (lanes).
The assessment is carried out using a matrix of probability of occurrence and extent of damage, from which the priority is determined. Control mechanisms encourage active engagement with the identified opportunities and risks.
The BPM Manager completes the analyses of the risks and opportunities so that this information now also becomes visible to everyone in the company who is allowed to see the respective process. Of course, they can also deliberately mark processes as not relevant for a risk analysis.