Business process model and notation 2.0+ (BPMN)

UX DESIGN PROCESS: 6 OUT OF 21

BPMN is a system of symbols for modeling business processes, which allows you to illustrate the business for a team or client and validate your understanding of the business.

A process is a sequence of actions that must be performed in order to obtain a certain result.

A business process is a logical sequence of actions of a person or group of people in a company or commercial structure.

Business process model and notation (BPMN) is a process modeling standard that is based on a sequence of events and activities that have a beginning and an end.

In other words, BPMN is a diagram that consists of blocks and unifying elements of various purposes, showing all the actions taking place in the system.

There are 3 main approaches to business modeling:

• Functional modeling. Everything is considered only through the prism of functions. In this model, there is no temporal sequence, but only an entry point (example, user interface for a customer) and an exit point (example, the desired outcome, such as purchasing a product if it is an online store). In other words, in this model, we know the entry and exit points, but the sequence of actions is the object of development.

For a better understanding, please find examples of functional modeling in IDEF0 format.

• Process modeling. In terms of BPMN, this is a process that is based on a sequence of actions (the beginning and end of an event, for example, ordering McDonald’s products using a special mobile application).

This is the modeling that we will be looking at in this article.

• Mental modeling on the example of a mental map. In general, the cards are drawn in a free form, which will help to structure your knowledge in a format that is understandable to you.

For a better understanding, please find mental map examples.

Recommendation: You can view the full documentation on omg.org v.2.0.2.

The purpose of business process model and notation (BPMN)

Create a notation that will be understood by all team members from business analysts who create these diagrams in the discovery phase to developers who will work effectively on them, since there will be no more time to delve into the system and understand its processes. This is a standardized tool, the rules for describing circuits are the same for everyone.

Value for the team

Diagrams will help you see the full picture of business processes that will help the team communicate better not only among themselves but also with stakeholders. Also, well-designed BPMNs will greatly speed up product development.

Value for the business

BPMN will clearly show where the weak points of our business processes are. This refers to those places where potential customers can “leave” your business for your competitors. Also, well-designed schemes will help to transfer information to developers with the highest quality, which will significantly reduce the time to understand business processes, as well as reduce the number of possible errors, because everything is subject to clear, standardized rules.

Duration:

• Preparation: up to 8 hours
• Main activity: from 1 to 4 hours for 1 model

More about the method:

Base object #1: Events

This is the event that occurred in the described process. In other words, events symbolize what is happening in the business process. They come in 3 types, let’s look at a call to a service center, for example:

• Start event. This is the first step in the process. For example, an incoming call from a customer with a problem.
• Intermediate event. This is all that happens between the first and the last event. For example, a call from a service employee with clarifying questions.
• End event. It’s a final step, e.g. a call to a client with a final solution to his problem.

BPMN Event Symbols. Each of these characters can be customized according to the needs of a particular process, here is a list of the most common characters:

• Message symbol provokes, completes the process, or facilitates the intermediate process.
• Timer symbol. It is implied that the time or date provokes the beginning of the end of the process or intermediate operation.
• Escalation symbol. This means that a more qualified specialist in a higher position is involved in the process.
• Conditional symbol. This process begins and continues if a business condition or rule is followed.
• Link symbol. This is a subprocess that is a part of a larger process.
• Error symbol. This is an error that is detected at the beginning, middle, or end of the process. The main process is always interrupted by the subprocess which exists within it.
• Cancel symbol. In the end event, this symbol indicates a provoked process cancellation.
• Compensation symbol. This is a refund due to a partial non-execution of the transaction.
• Signal symbol. It is a signal that is transmitted through several processes and can both start and end a process or facilitate its execution.
• Multiple symbols. These symbols are triggers that push the process.
• Parallel multiple symbols. This is an instance of a process that would not begin, continue, or end until all possible events have occurred.
• Terminate symbol. This is the immediate completion of a step in the process. All related instances of the step will also be aborted at the same time.

Base object #2: Activity

This is a specific action or task that must be performed at a specific stage of the business process and is divided into:

1. BPMN tasks. Each task is a simple action that cannot be further detailed, which means it is the very base component, which is not divided into smaller components. For example, the “Create design concept” process may include the “Create adaptive design” task:

• Normal task. This is a one-time action that occurs in a business process, such as sending a design concept to a customer.
• Loop task. This is a task that is repeated the required number of times in a sequence, such as editing a design concept.
• Multiple instance task. This is a task that is done several times, and these cases can be parallel or sequential. For example, you’ve sent a design concept to a stakeholder and received a simultaneous response from two of them with adjustments.
• Compensation task. This is a special version of the task, which arises only in cases where there was another specific task set previously. Usually, it is used to show the timelines of payment for work already done in the process. For example, before sending the final version of the design concept, the customer sends to the contractor the payment for the work done.
• Compensation loop task. It makes compensation a recurring event. For example, stakeholders pay for an additional design page each time you create one.

2. BPMN Sub-processes (subtypes of BPMN tasks). This is the same action (big one) that requires further detailing during modeling and is divided into:

• Loop. This subprocess is repeated sequentially.
• Multi-instance. This subprocess can be performed simultaneously with other similar subprocesses.
• Compensation. This subprocess of compensation is for a group of tasks that describes some methods of compensation, such as debt.
• Ad hoc. This is a set of tasks that exists exclusively for one purpose - to work on a particular case and complete part of the process.

3. Event sub-process. Used to describe events that occur within a subprocess and are not part of the normal flow, as they are self-contained and occur within the subprocess context. In other words, it is a group of tasks that are very closely related. They are displayed in two ways:

• In a minimized form with a ‘+’ sign, which allows you to expand the full list.
• In an expanded form, which contains all the tasks in full, describing this subprocess.

Also, they are divided into 2 main types of subprocesses:

• Interrupting. It interrupts the regular business flow.
• Non-interrupting. It differs in that it does not interrupt the regular business flow.

For example, if the design concept is almost ready, but the stakeholders terminate the contract with you, then, further cooperation is interrupted, however, if the stakeholders add new requirements to cover more problems users are stuck with, the process does not interrupt but continues.

4. Transactions. This is a specific sub-process that represents payment processes, that is where payment is involved. Transactions must confirm that all participants have completed their transactions before the payment can be completed.

5. Call activity. It is a global process that is used every time a certain process needs to be implemented.

6. BPMN task types. I will not dwell on them in detail, as they are rarely used, but you can get acquainted with them using additional materials.

Base object #3: Gateway

These are decision points that can regulate the path of the whole flow depending on some necessary conditions and are divided into:

• Exclusive gateway. It allows you to display alternative paths in the business process. For example, if you send a design concept to stakeholders, they may either approve it, make some changes, or terminate your collaboration.
• Event-based gateway. This is a branching depending on the event and is similar to the Exclusive gateway as two of them lead to the choice of a particular direction in the flow, but the direction is dictated by the event being occurred, not the condition met. For example, before sending a ready design concept to stakeholders, you decide to get final approval from the Lead Designer, and in case he is absent or unavailable at that moment, you won’t be able to send an email.
• Parallel gateway. It does not depend on conditions and other events but is designed to display parallel tasks in the business process. For example, the design department both works on the tasks assigned to them simultaneously and looks for new designers to join the team.
• Inclusive gateway. This gateway is created to display alternative, but at the same time parallel paths in the process, in other words, it divides the flow of the process into one or more directions. For example, you have made three examples of the design concept, and if the stakeholders choose the 1st one - it will provoke one process, if the 2nd - another process will take effect, and if they choose the 3rd one and are not satisfied with the work done, then, they will terminate your contract.
• Exclusive event-based gateway. It is created to reflect a decision made by a person who is not involved in the process. For example, there is a request for approval of the design concept, and a certain stakeholder decides either to approve and make a payment or not to approve and request changes.
• Complex gateway. It is created to display some of the most complex flows in the business process. For instance, a student needs to pass an exam to get a driver’s license. In case a student scores 90-100 points, he will successfully pass the exam and get the license, if 80-90 points, the student will get one more opportunity to pass in a week, if he gets 0-80, he will not pass the exam, and will be allowed to try again only after 6 months.
• Parallel event-based gateway. It allows you to run multiple processes at once, but the processes must depend on certain events. For example, in the process of buying new hardware for an employee, everyone who is responsible for it must confirm the purchase.

Base object #4: BPMN Connectors

These are lines leading from one object of BPMN-flow to another and are divided into 3 types:

• Sequence flow, which shows the order of actions to be performed. That is, it combines flow objects in strictly sequential order.
• Message flow, which displays messages from one participant in the process to another. For example, through departments, between 2 participants.
• Association. It demonstrates the relationship between artifacts and the flows of objects. For example, a markup with explanations.

Base object #5: Pool and swimlane

In addition to helping to organize various aspects within the BPMN process, pools and swimlane group actions into categories, which in turn can identify delays and areas of low efficiency, as well as clearly show who is responsible for each stage of the process. Paths can be placed both horizontally and vertically.

Base object #6: Artifact

During business processes modeling, artifacts allow you to visually represent some objects that exist outside the real process, and can also represent data or notes that will describe the process. There are three main types of artifacts:

1. Data objects. This is information that is placed in the process. This data can be obtained as a result of the process itself, or as data that needs to be collected and stored. These objects are divided into 4 groups:

• Data input. It is the need for some specific information, which directly affects the task in the business process.
• Data output. This is information that was collected as a result of the business process.
• Data collection. This is information that was collected during the business process.
• Data storage. It is the ability to store information or access the data that is related to the business process.

2. Annotations. It allows you to describe the business process and additional sections of the model flow in more detail. In short, the moderator adds an annotation to make BPMN more readable and to improve the understanding of the process as a whole.

3. Groups. They help to combine tasks or processes that are important in the overall context of the process.

Recommendation: BPMN can be created in Lucidchart, Bpmn.io, Diagrams.net, or Cawemo.

Example: Business process model and notation 2.0+ (BPMN)

OTAKOYI UX design program:

Stage 1. Business research:

• Step 1. Preparatory & Secondary research (Desk research)
• Step 2. Kick-off meeting & Stakeholder interviews
• Step 3. Business model canvas (BMC)
• Step 4. Competitive analysis
• Step 5. SWOT analysis
• Step 6. Business process model and notation 2.0+ (BPMN)

Stage 2. User research:

• Step 7. User interviews (based on proto-persona) & Hypothesis
• Step 8. Focus groups
• Step 9. Surveys
• Step 10. Empathy mapping (uncovering insights & identifying needs)
• Step 11. User personas
• Step 12. Point of view (POV) — Problem statement & How might we (HMW) questions

Stage 3. Strategy phase:

• Step 13. Business & User Goals
• Step 14. Value proposition canvas (VPC) — additional POVs and value descriptions
• Step 15. Customer journey map (CJM)
• Step 16. Service blueprint

Stage 4. Ideation phase:

• Step 17. Ideation (Six thinking hats, Brainstorming & The Walt Disney creativity strategy)

Stage 5. Design:

• Step 18. Prioritization
• Step 19. User flows & Task flow
• Step 20. Information architecture
• Step 21. Wireframing

Stage 6. Test:

• Step 22. UX testing methods