Workflow Automation

For many years, the software industry has promoted the virtues of standards, approved common models by which all programs could co-exist and effectively communicate.  We’ve learned of great function, interoperability and even exchange of information across multiple programs developed by multiple vendors.  Too many times, these standards were expected to be the saviors, allowing organizations to operate efficiently, improve customer service, and provide a platform of shared information among all employees, divisions, and locations.  And for many large organizations, they’ve performed.  It may have taken many years, millions of dollars, and full implementation staffs to get there, but if the organization weren’t among the estimated 30% of large-scale software implementations that fail, they’re performing.  If you’re a smaller organization that doesn’t have these resources and are leery of the risk involved, choosing a standards-based system may not be right for you.

A closer look at standards
While standards do facilitate communication and cooperation across applications, in many cases, standards are simply marketing agreements – sometimes exclusive marketing agreements – between software manufacturers.  For example, if you are searching for a business solution that will work with “Product X,” you may find that “Product Y” is your only option.  Why?  Because the two have reached a marketing agreement for mutually exclusive cooperation.  There’s a price to pay for this exclusivity.  First, there exists a major limitation in your choice because you have only one.  Is “Product Y” the best for my company?  Maybe.  Maybe not.  Second, this exclusivity is, in more cases than not, accompanied by a very large price tag, making it cost prohibitive for everyone but those who have the deepest pockets.  Finally, there’s an internal price to be paid in the implementation of standards-based systems.  It can take months – even years – to get these types of systems implemented.

Again, to large organizations with the resources to tackle the price tag and the internal culture change that must accompany these implementations, standards-based systems can work well.  However, to the ever-growing number of small and medium sized businesses and organizations – who make up the majority – standards-based systems are likely not the ideal solution, especially when evaluating BPM options.

BPM and Standards
In the past, Business Process Management and Workflow Automation were seen as extremely complex, with consultants and large-scale process and software required.  If an organization’s process automation is enterprise-wide, this type of system may be appropriate.  Today, however, we’re seeing the dawn of a “new age” of BPM users whose needs are focused on solving specific problems in the organization.  As a small business, or a department within a large organization, how can you, for example, ensure that all steps in your interview and hiring process are followed?  How can you ensure that the solicitation, approval and acceptance of purchase orders are occurring efficiently and accurately?  These are just two examples of how a simple, non-standards-based BPM system could be an ideal solution.

In the world of BPM and Workflow Automation, the “standards” are BPMN and XPDL.  These standards allow the type of large-scale, enterprise-wide integration described above, and require a good deal of overhead in the installation and implementation of the system.  But what if your “pain” simply involves tracking purchase orders, or making sure invoices are handled properly, or ensuring compliance with hiring or information disclosure regulations?  You’re not managing a global supply chain.  You’re not migrating data around the world.  You just need to ensure that bills get paid, or paperwork is in order, or that Joe down the hall isn’t forgetting his task in a process.

Thus, it is dangerous to assume that systems which are standards-compliant offer the only valid solutions for your BPM needs.  Limiting your search to compliant vendors will give the false impression that BPM is too complicated and expensive, and could lead you to overlook the perfect solution.  A non-compliant system could prove to be affordable, quick to get up and running, and simple to operate – perhaps just what your organization needs.  In fact, many non-compliant systems are based on open source code which could communicate very nicely with other applications.  “Standards” only talk to other “standards” … kind of an uppity way to operate, don’t you think?

Determining if You Should Choose a Compliant or Non-Compliant Solution
Organizations can quickly determine whether they are candidates for compliant or non-compliant BPM solutions.  Primary qualifying considerations include:

• Budget: Typical compliant solutions can start at $50,000, and exceed the $100,000 mark.  In addition, the implementation and maintenance of these systems can greatly increase this cost.  Non-compliant systems can start at as little as $50 - $100 per month.

• Department or Organization Size: The majority of compliant BPM solutions are tailored to companies who do business directly with IBM, Microsoft, and BEA systems.  They are large systems that can work well for large organizations; however, the sheer size and complexity can make them technically prohibitive for smaller companies.

• Implementation Time: Large-scale, compliant BPM systems require lengthy implementation processes which can span 6 months or more before reaching a functional state.  More simple, non-compliant systems can, in many cases, be up and running same-day.

• IT Involvement: Compliant BPM systems require a good deal of IT involvement because of the integration of systems, customization for various programs, creating and deploying processes, training and maintenance.  Many non-compliant systems, however, include simple design tools that non-technical staff can easily grasp.  Key staff are able to create and deploy processes as needed, without taxing the IT department for assistance.

Ultimately, all IT expenditures must demonstrate good ROI with hard returns.  If BPM is the goal for your organization, carefully consider whether a standards-based, compliant system will truly bring your organization a substantial return on your investment.  In many cases, a simple, non-compliant solution can be an affordable alternative, offer quick implementation, and begin bringing that ROI in less time than it takes to schedule the implementation team for the compliant system.  Oftentimes a simple solution to solve your staff’s problems, these non-compliant solutions offer quick-return benefits and better ease-of-use – all of which make employee buy-in much more likely.