Four Types of Business Process Software

There are many ways to apply business process models. Implementing a process in a computer software is just one possible application. Ultimately, a lot of work is done without using a computer, telling people what to do.

There are multiple types of final results when implementing a process model in a software. You may end up with one of the following.

  • Ad hoc solution: use office software
  • Full BPM: use of a robust business process management system (BPMS)
  • Custom solution

These approaches have a variety of benefits and costs. There is no one fits all solution, so it's worth considering.

Ad hoc solution

The most basic type of process software is an ad hoc solution that uses office tools, mainly spreadsheets and email. This is the most common approach.

For example, you can manage the details of the order in a spreadsheet with one row per sales order, first few columns. While processing orders, you can request several people to perform several tasks, such as checking inventory levels by email. Later, the additional columns in the spreadsheet will record the completed tasks, such as the date the order was shipped.

With this approach, you can start using the tools you already have. With enough cases and all the members of the same room, the same approach can be used with a general description of the board and verbal communication.

However, ad hoc business solutions are more cumbersome, more prone to errors and more expensive when more people handle more cases. Also, since there is no explicit workflow, quality will be degraded if people forget things. Spreadsheets are not an excellent tool for several people to share, but receiving too many emails requires more time to write by hand.

To improve access to shared information and automatic notifications, we must consider workflow tools.

Simplify the Workflow

The following types of business process software are lightweight workflow platforms that run a simple process model with standard user interface and basic integration features. The system can run in the cloud and provides a web interface.

Workflow tools provide a user interface to specify repeatable processes, such as the order fulfillment process and to specify "execution cases" to process customer orders. Instead of entering information using a spreadsheet, you define a form that populates the web interface with the details of the order. Instead of manually entering status information, when you complete the task, the status of the workflow is automatically updated and the date is recorded in the timeline.

Automatic notification informs the right people about the progress of each customer's order. Such program can send email notifications to participants when one of the participants creates an order, completes a task, adds comments or interacts in another way.

In the workflow, it is generally necessary to integrate with other systems, such as the inventory control is updated at the time of product shipment, generally for information as searching the product catalog or to send a notification to external system. It does so by writing JavaScript code that can use web services to interact with other systems.

The advantage of a simple workflow tool is that automation is improving. That is, when specifying the process, the information is structured and presented more clearly in the context of a particular case, such as a customer's order, including notifications, permits and integration.

Simple workflow tools are also limited. The simplification to make the software easier to use means, for example, that the process model diagram only supports the most commonly used functions of the model and standard business process notation (BPMN).

Complete Management of Business Processes

High strength business process management system (BPMS) is, to avoid the limitations of the simplest software. For example, it is compatible with all BPMN, it can provide more customization options and systems integration. BPMS is, in general, in order to support the "management" part of BPM, has more than the management and reporting capabilities. Similarly, the "smart" (BPMS) iBPMS adds data analysis support.

The advantage of the high strength BPMS is, this category of software, has been an object of the present invention to all the necessary support functions, is that the flexibility of the way to automate the process is greatly improved.

The obvious drawback of these additional features is a much higher cost in some areas.

  • Software license is often very expensive
  • Customized with a wide range of consulting services for integration
  • Maintenance and support
  • Infrastructure to run the internal program
  • Training so that people can really use the software.
  • BPMS automation is not the only approach to unrestricted execution. You can also create your own program

Custom Application Software

Finally, custom software development, as long as you have access to an excellent development team, to enable you build a business program from scratch, or modifiable in the logic of the application, or you can use the integrated process engine that is part of the developer center BPM platform.

Compared to the simplified workflow, custom software has the same advantages and disadvantages and BPMS. It is a great flexibility and high cost.

Why a custom BPM application?

Well, what about the reasons so far? However, beyond that, by introducing a customized business system to meet the needs of customers.

  • BPM system developed exclusively for you only with the functions necessary for your business
  • A fully integrated solution with all existing systems and channels
  • Current technology, not last year or the last decade
  • Valuable perceptions through boards where canned solutions are not available because they are made for you
  • Competitive advantage
  • A system designed to work well in your industry and niche and its parameters
  • Custom user interface
  • Possibility of climbing if necessary
  • Documents and reports created dynamically
  • It is not necessary to change policies or procedures to integrate them with canned software to complement existing policies and procedures
  • Cutting-edge tools that your business needs

How is the BPM Software Used?

Consider a BPM tool as a workflow monitoring system. Yes, there are workflow applications, but they are usually automated systems that send information between the parties throughout the project cycle. BPM is an integral workflow system that integrates diverse applications, technologies and human interactions in the central system and provides visibility and monitoring of the entire organization.

What Pptions are Available for Custom BPM Solutions?

There are many different components that can be incorporated into custom business process management applications. It really depends on the needs of your business.

Projects, Tasks and Subtasks

Superior BPM includes the ability to create and manage projects, tasks and subtasks. They often include the ability to assign timelines, milestones, equipment and individuals to these items.

Team Communication

There must be a place where the discussion must be done in writing so that all interested parties are the key to the communication. This includes not only the integration of email and chat, but also the ability to attach documents and files.


An approval system is included. This provides the ability to execute invoices or suggestions in the chain of commands until an official tagged in the system signs or rejects decisions.

Dynamic Form

Many of our customers require specific types of automation included in BPM. For example, dynamic forms that are generated according to the project schedule and provide the client with a status summary. These can take the form of letters and emails.

Mobile and Cloud-based Access

The software must be enabled in real time, mobile enabled, and all individual team members must share the document and make changes as they are updated by other team members. Therefore, to provide these functions, you must be ready for the cloud.

Activity Tracking and Mileage

You can incorporate this into the system if you want to track the time and progress of a particular activity, such as time spent on specific projects or free space available for cloud storage. Often, mileage tracking is added to software, since the integration of GPS technology and the API is readily available.


A personal control panel is created for each user, so that tasks, communication, etc. can be tracked. Dashboards for executives and administrators are often included in the administration to monitor projects, teams and individuals and incorporate large data for better analysis. This will improve decision making, responsibility and communication.

Calendar, Mail, API

Shared calendars are essential for business functions within the team environment and calendar functions are integrated into many BPM software systems. In many cases, these will be updated through the API with data imported from calendar systems such as Outlook and Google Calendar. The same is true for emails. The API is the key that connects these channels.

Invest in Your Future

Adding a BPM software application should be considered an investment in the business. You must measure the potential return on investment with the aim of improving employee efficiency, shortening deadlines, expanding access to mobile data and generally improving employee satisfaction. There are many applications for computer management system, but the BPM application must contain many important components listed above. These components are generally not included in such packages.

By adding custom business management software applications to the ordered IT package, you can create something specific to your business needs and requirements.

If you would like a free estimate of the project just contact us today.