BPM Document Centric, when to use?

In the search for productivity and competitiveness, companies increasingly use BPM (Business Process Management) to organize and manage their production chain and deliver the greatest possible value to their customers, at the lowest cost and with the highest quality. In this context, there are different approaches that employ BPM software and can promote your business in terms of the processes it uses, they are: Human Centri c , Integration Centric and Document Centric , each nominated for an organization profile.

In this post we will present the main characteristics of each one, but focusing on the Document Centric approach, so that you can know which factors to take into account when choosing a BPM Software and check if it is really the most suitable for the management model. your organization’s business processes.

Process management approaches: Human Centric, Integrational Centric and Document Centric

Human Centric

In this type of Human Centric process, judgment and decision making are crucial, so, in addition to focusing on the human being, the use of collaborative tools can be of great help. It is divided into 2 types:

  • People Intensive: includes a high level of relationships between people, with decision making and exception handling.
  • Decision intensive: in this case, the human role also includes adequate and careful collection of information and decision making is critical for the business.

Integration Centric

There is very little and sometimes no human interference in the Integration Centric processes , which usually include a high amount of repetitive transitions (with practically no exceptions to be dealt with) in a long chain of sequentially integrated processes.

Document Centric

As is clear from the nomenclature itself, Document Centric processes are those in which documents play a very important role in generating value for the organization.

Companies that manage contracts, bidding processes, law and even engineering offices, as well as exam clinics and medical reports, can be good examples of Document Centric processes.

By employing Document Centric Process Management, the optimization of work processes is optimized and achieved by understanding the flow of documents that employees use in their tasks.

The objective is to allow the visualization of the process as a whole and in this way to solve any obstacles that happen during the flow of activities.

In this approach, documents are considered a fundamental element of any process in the production chain, as it is necessary that practically all exits or activities are formalized in some type of own and standardized document, without which the next step cannot be taken within the which was determined to be the correct procedure.

Some of the most common activities in a Docment Centric process are as follows:

  • Transcription of document information to systems
  • Image scanning
  • Filling in electronic forms (or transcribing paper forms into the system)
  • Document review
  • Approval of documents
  • Image collection using specialized capture devices
  • Collection of signatures (physical and / or digital) and their conference
  • Descriptions and reports
  • Decision making based on all these documents

As you can see, some different characteristics are part of this type of process, making special care necessary when designing and modeling.

It is important to keep in mind that despite this BPM approach to focus more on document management than on people or the development of processes, BPM Document Centric technologies and their methods should not be used solely for the routing of “papers”.

On the contrary, it is very important that they allow collaboration between individuals and working groups so that documents flow smoothly, are shared and the decisions made from them are as correct and assertive as possible.

When choosing a BPM Document Centric:

As was clear from what has been exposed, every organization where documents have a determining role and that decision-making depends on these artifacts (their reliability and their integrity) requires the Document Centric approach to process management.

To achieve this, a BPM tool that in addition to designing and modeling processes is agile and intuitive, also allowing to create automatic alerts and sending scheduled messages, as well as providing real-time monitoring through easy-to-interpret dashboards , can be big help.

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