Difference between BPM System and Workflow System

Both of "BPM System" and "Workflow System" are online tools for business efficiency, and they are work systems that can prevent data delivery errors in iterative processes according to "Workflow definition".

Fig. streamline workflow

 

Differences in nuance

The word of "Workflow System" may remind you some Workflow with fewer changes such as "Vacation Request" or "Expense Flow". In the other hand, "Business Process Management System (BPMS*)" reminds you business with complex flow chart such as "Order process" or "Production shipping process".

Basically, the difference is its scale of subject business.

But in many cases, "Workflow Systems" assumes that each task is handled only by "human", while "Business Process Management System" (BPMS) does by "business processing applications" as well as "human". The other hand, "Workflow Systems" has simple linear route, whereas "Business Process Management System" (BPMS) has complex conditional branches and loops, and calls between separate business processes.

You may say "BPM System" is possible to cover the complex business processes as core of enterprise.

* BPM : "Business Process Management System" or "Business Process Management Suite"

 

Differences in functionality

There are various descriptions by system vendors and IT researchers about the difference between "BPM System" and "Workflow Systems", the main differences (or similarities) are as follows.

Especially "Drawing Model function" which requires no programming knowledge is essential in promoting "BPM activities", continuous improvement.

The main difference in terms of functionality

  • Drawing Model function: Workflow Design Drawing available in Drag & Drop
  • Monitoring function: summary of the work and the current situation can be treated
  • Business Rules function: able to split into a variety of processing routes with conditions
  • External System Integration function: able to exchange data with other systems

Common function

  • Workflow Engine: recognizing the next task processor and passes data
  • Form Generation: generates input forms depending on tasks

Fig. drag and drop modeling

 

Companies focus on BPMS

Purpose of the company who applied BPMS are various

  • Want to make work procedure known only to specific employees as a common recognition
  • Want to catch progress in real-time and quickly find trouble occurrence
  • To summarize current bottlenecks and wastes, want to discover the streamline point of operational procedures
  • In the project team to consider the improvement of customer satisfaction, want to explore "How Quote flow should be"
  • Want to revise split condition of claims handling flow in accordance with the day's event such as recall occurs or shipping new product

But in general, BPMS that supports continuous improvement is much worth applying for companies that their business growth is affected by frequent workflow changes, such as "Claim Handling flow" or "Credit Approval flow".

Speaking at a different point of view, "the case for a specific business process outsourcing" or "case to promote the standardization of business processes," etc., is effective at cases which business flow changes are inevitable and necessary. In fact, in companies that contract business process BPO contract, example of proposal to customers that take advantage of BPMS can be seen.

Features may be associated for both

Whether "BPM System" or "Workflow System", Enterprise Contents Management (ECM*) and Enterprise Application Integration (EAI*), In-house SNS (Micro-blogging) has a very deep relationship.

  • Document management function: Searching for files related activities and secures the re-usability of the deliverable files
  • Data Link function: transmitting data to the banking system, a transmitting data to Time Management system
  • In-house SNS function: share information with other relevant departments, and real-time consultation and advice

There are some cases with features within the system, and also cases increase the affinity with outside system that capable.

(Other functions and features related)

  • Complete Web application (no installation required): Lecture to general employees, and PC maintenance
  • Single Sign On: Password Management and Security
  • Smart-phone usage: rapid business operations, rapid decision-making
  • Cloud based: Establishment of telecommuting system, and Business Continuity Planning (BCP)
  • API Feature: Retrieving the list of processing operations, updating user information
* ECM : Enterprise Contents Management
* EAI : Enterprise Application Integration