SIMPLE

MODELING WITH
BPMN 2.0
Overview of
the conventions

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 Agenda

01 Business process management

02 BPMN 2.0 modeling for beginners
03 Checklist

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 Intuitive BPM With BPMN 2.0
The Business Process Model and Notation (BPMN) is a specification
language for the graphical representation of business processes. It enables
both the purely technical modeling of workflows and the technically
oriented design of processes.
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and process modeling with
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 The Central Steps to Digital Business Processes
Steigern Sie die Wettbewerbsfähigkeit Ihres Unternehmens und stellen Sie sich den Herausforderungen der digitalen Welt! Mit
Hilfe innovativer Geschäftsprozesse wird die digitale Transformation mühelos in Ihrem Arbeitsalltag etabliert.

BPM IT process Operation of digital

strategy modeling processes
Design of the future Design and Monitoring,
Technical process implementation of Process optimization and
digital orientation of
modeling digital technologies implementation further
the organization (IT
neutral) Professional Introduction of development
conception of new digitized processes
digital offers

Increase the competitiveness of your company and face the challenges of the digital world!
With the help of innovative business processes, digital transformation is easily established in
your everyday work.
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 Business Process Management in All Its Facets

Technical BPM Digital BPM

Business BPM deals with the Digital BPM encompasses the interactions
economic design of business between people, resources, information
processes. and other services in an organization or
between organizations.

In digital BPM, processes are designed to

change throughout, making it easy to adapt
IT-based BPM all related activities and maximizing process
flexibility.
Technical BPM considers various
forms of IT support for business There is a close link between the technical
processes (e.g., automation). processes and the associated information
technology.

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 How we See Process Management
Process management means the identification, documentation, analysis, design, control and improvement of business
processes.

Characteristics: long-term Strategic Technical Characteristics: Establishment of quality

orientation, design and process management process management management systems, risk management
equipment of the BPM, increase systems, process monitoring, process-
in competitiveness, establishment Focuses on aspects required for long-term Concrete reference to application scenarios, oriented resource management.
of the process-oriented planning of BPM such as quality or risk management
orientation.
Derived from the strategic requirements

Operatives
Operative IT-based
Characteristics: Design and Characteristics: Definition of business
analysis of processes, increase of Prozessmanagement
process management process management requirements for IT processes, use of
effectiveness and efficiency in BPM as a basis for process automation
processes, use of process- Basic activities for the introduction and Design and implementation of business and digitization, introduction of ERP
oriented success potentials. operation of BPM in an organization processes with the help of information systems using business process
technology blueprinting, establishment of process-
oriented enterprise architecture
management.

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 Intuitive Processes Thanks to BPMN 2.0

In the context of business process management,

Level 1 the process landscape is structured over several
Level 2 Level 3
Process map Main processes Subprocesses levels. When modeling with BPMN 2.0, the time-
logical detailed processes of the lower level(s)
are represented with the help of the diagram
Level 4 Level 5 type collaboration diagram (BPMN).
Technical IT-based
process modeling process modeling

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 BPMN 2.0 – The Leading Notation in Process Management
The overview below summarizes the most important symbols for business modeling with BPMN 2.0.
Events Gateways Standard artifacts
Events are economically relevant conditions that Gateways describe decision points (division) or points at Data represent utilized or created
occurred. which different control flows converge (merge). documents.
Parallel
Events that initiate a process. Annotations are text fields for additional
All outgoing process paths must be followed;
Events that occur or are caused during a all incoming process paths must be met. comments.
process. Inclusive Or Extended artifacts
At least one outgoing process path must
Events that close a process. A role is an abstraction of organizational
be followed; at least one incoming process
path must be met. positions.
Activities
Exclusive Or Applications are IT-systems that support
Exactly one outgoing process path must be the process execution.
An activity represents a work step. followed; exactly one incoming process path
must be met. Risks are dangers for processes.
Subprocesses are used for the detailed
description of complex tasks. Pools and Lanes Controls are regulatory guidelines to
minimize risks.
Link types A pool can symbolize a role or an Norms are requirements for the process
application system and is superior to lanes. execution.
Sequence flows link events, activities and
gateways and therefore stress the Note:
chronological sequence of processes. A lane represents a pool of subordinate Roles, applications, risks, controls and norms are not part of
roles/ application systems and is standard BPMN modeling. They are an expansion by GBTEC
Message flows symbolize the exchange of responsible for the execution of activities. AG to simplify the modeling process as well as to present
information with external process participants. additional content.

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 The Form of The Collaboration Diagram
Models of the type "Collaboration Diagram (BPMN)" illustrate the • Work steps are performed by process
temporal-logical course of work processes. participants, which are represented as pools
or lanes
• The pool (here "Sales") contains the
complete process
• Workflows are represented as a sequence
flow
• The flow of processes (sequence) essentially
consists of events, activities and gateways
• Other artifacts (data, roles, applications,
standards, risks, controls and KPIs) enable
the presentation of additional content

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 Symbols of BPMN 2.0: Pools & Lanes
The various steps of a process are performed by process participants - these are represented in BPMN 2.0 as pools or
lanes.
Pools Lanes

Pools represent a process participant that is superior to the Pools are usually further subdivided via lanes. Lanes represent
lanes and "coordinates" the process flow within the pool. process participants and can, for example, be organizational
They cover the entire process and assign the tasks contained units (sales, personnel, etc.) or roles (department managers,
to the responsible lanes. clerks, etc.). Unlike pools, they can be arranged hierarchically.

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 Modeling Rules For Pools & Lanes
When modeling pools & lanes, the following modeling rules apply:

Pools Lanes

1. Exactly one complete process is modeled in each pool. 1. Lanes are displayed above each other across the entire
2. Overlapping pools should be represented across the width of the pool.
entire model width (not necessarily in BPMN 2.0). 2. The height of the lane depends on its content.
3. The height of the pool depends on its content. 3. Lanes can be placed inside each other to show
4. Message flows are only allowed between pools. hierarchical relationships.
Sequence flows are only allowed within pools.
5. If several pools are located in one diagram, they are
connected by message flows.

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 Symbols of BPMN 2.0: Events & Activities
The flow of processes (also called sequence) is essentially formed by events and activities.

Events Activities

Events are occurred, business-relevant states and can start a An activity represents a work step.
process (start event), occur or be triggered during the process
(intermediate events) or complete it (end event).

A sub-process is a flow diagram that details a description of

complex activities at the next level (in another diagram).

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 Modeling Rules For Events & Activities
When modeling events and activities, the following modeling rules apply:

Naming conventions Link types

Activities are actively Events occur and are Activities and events are connected via sequence flows that
performed and formulated. passively formulated. enter on the left of the object and exit on the right.

Modeling in pools & lanes Start & end

Activities/ events are always modeled in pools/ lanes. A process usually starts with a start event and ends with one
or more end events.

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 Symbols of BPMN 2.0: Gateways
Processes are not always linear, but have splits and merges. These are represented by gateways in the sequence flow
and specified in more detail.
Gateways

Exclusive gateways are used when exactly one condition may occur
("either/or"). When merging, exactly one incoming process path must be
fulfilled.

For parallel gateways, all outgoing process paths must be followed

("and"). Only when all incoming paths are fulfilled during merging may
the process flow be continued.

Inclusive gateways are used when one or more process paths can be
followed ("and/or"; path combinations).

In addition to the three most used gateways, which are explained in more detail here, there are other, less common ones. A
more detailed explanation of those gateways, including modeling conventions, can be found in the conventions manual.

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 Naming Conventions For Gateways
Processes are not always linear, but have splits and merges. These are represented by gateways in the sequence flow and
specified in more detail.
Exclusive gateway Parallel gateway Inclusive gateway

Labeling is usually done in the form of a Parallel gateways should not be labeled. Labeling is usually done in the form of a
question at the splitting gateway or in the question on the splitting gateway or in
form of conditions at the edges ("goods the form of conditions on the edges
are ok" or "goods are not ok"). Merging ("Customer wants product info",
gateways are not labeled. "Customer wants personal advice",
"Customer wants quote").
Merging gateways are not labeled.

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 Modeling Rules For Gateways
When modeling gateways, the following modeling rules apply:

Usage Pairing

Gateways should be used both when splitting into multiple Opening and closing gateway should usually be the same
process paths and when merging multiple process paths. ("pairing"). Explanations of exceptions can be found in the
(Even though BPMN 2.0 does not make this rule mandatory, it manual.
makes it easier to read).

Splitting Loops and jump backs

It may be split into any number of process paths. Gateways must be used for loops and jumps back (usually the
exclusive gateway).

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 Symbols of BPMN 2.0: Annotation & Group
The elements “annotation" and “group" can be useful for modeling to provide further information or to present content
in a more understandable way.
Annotation Gruppe

Annotations are textual input fields for important comments The group is a visual element that groups objects related in
that should be shown directly in the process. content. It is used only for a better understanding of the
model; it has no effect on the flow logic.

Modeling conventions: Modeling conventions:

Annotations are connected to the object to be explained via Groups can be used completely freely, i.e. even across pool
associations. boundaries.

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 Symbols of BPMN 2.0: Data Object
Many processes include process steps that involve the use or creation of documents or data. These documents or data
can be represented by means of data objects.
Data object

Data objects represent information that is generated or used Modeling conventions:

by activities. This can be paper documents as well as Data objects can be embedded - depending on the case -
electronic data. according to the following figures.

Provides information Create

Refresh Send / receive

Name convention:
Data objects should be named with the description of the
document (e.g. Marketing - Checklist).

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 The Most Important Model Attributes at a Glance
To generate meaningful process documentation, you should maintain the following model attributes.

• Name: Process name

• Description: Information that relates
to the entire process
• Governance attributes: In order to use the multi-
level approval workflow, please store the author,
reviewer and responsible person of the process
here. These must be created as persons in the
catalog beforehand so that they appear in the
proposal list.
• Author: Creator of the model
• Examiner (optional maintenance): Control
entity that checks the model for correctness
• Responsible: person who decides on the
release of the model

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 The Most Important Object Attributes at a Glance
To generate meaningful process documentation, you should maintain the following object attributes.

• Name: Object name

• Description: Information related to
the object
• Variants: Here you can create a deposit to
another diagram. This allows you to navigate
through the process landscape.
• Attachment: Here you can refer to Internet
pages. (Note: After entering the Internet
address, please confirm with the "Enter"
key).

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 Tips And Tricks For Creating BPMN 2.0 Processes
The following checklist is intended to support you in modeling your processes. You can use the checklist to check
whether your models comply with the modeling conventions.

General Check
Embedding: Is the model correctly embedded in the landscape?

Content: Has only content relevant to the project's objective been modeled?

Names: Is the spelling correct? Have "glossary terms" been chosen?

Layout: Were the layout conventions followed?

Attributs

Are the general must attributes maintained for models and objects?

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 Tips And Tricks For Creating BPMN 2.0 Processes
The following checklist is intended to support you in modeling your processes. You can use the checklist to check
whether your models comply with the modeling conventions.

General Check
Pools/ lanes: Were pools/lanes used according to the conventions? Does each pool contain
a complete process?

Sequence flow: Does the process have at least one start and one end event? Were
gateways used properly?
Special symbols: Were the special symbols used in activities, events as well as pinned
events?
Other artifacts: Have the object types been used correctly?
Are all object types (except for data objects) modeled within pools/lanes?
Have data objects been embedded in the processes according to the applicable case?

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 GBTEC Customer Training For Successful Process Management
You want to learn more about the notation BPMN 2.0 and process Questions about our trainigs?
modeling with BIC Platform? In our extensive trainings you will get to
know all tips and tricks. We would be pleased to provide you with
further information on our process
Understanding and applying the method(s) used management training courses.

Contact
Mastering the relevant instruments

Applying best practices

Creating analyses and reports

Our high-quality seminars are conducted by qualified, experienced

trainers.

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Training Coordinator
training@gbtec.de

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