Process automation: How to find the ideal system

System context

Are one or more systems involved in the processes and do they offer integrated options for process automation?

If only one system is involved in the process, it is advisable to establish the workflow directly in this system, provided the system supports the creation and automation of processes. However, if the system does not allow the automation of processes or several systems are involved, it is advisable to look for a separate solution.

Does data need to be exchanged between different systems?

If so, check whether the systems have interfaces or whether RPA (Robotic Process Automation) can be used.

Should users maintain the data manually in the systems or should this be automated?

If you decide to enter the data manually, a support tool that can display tasks in various statuses will suffice. If the data is to be transferred automatically from one system to another, you need a workflow engine such as Camunda, which can connect systems via an interface.

Flexibility

Which process type is preferred? Is the process rigidly defined or are deviations possible or even desirable?

With a creative process, it can make sense not to always follow the rigid specifications and to try out something new. Kanban systems, in which tasks can be moved from one status to the next without rigid rules, are particularly suitable for this.

Do regulatory specifications or quality requirements have to be met?

If it is important to guarantee consistent quality or if regulatory requirements demand that certain processes are adhered to, flexibility is undesirable. In such cases, it is advisable to establish a rigid workflow that leaves no room for deviation.

Complexity

How many tasks should be mapped?

If the process to be automated is simple – i.e. comprises only a few tasks, decisions and rules – it can be recorded and implemented quickly and easily. If the process steps are predominantly user-controlled, this can be easily mapped using simple Kanban tools.

Are there complex decisions or business rules that need to be automated?

If automatic decisions or business rules play an important role in a business process, it is necessary to use a workflow engine that can implement processes with a BPMN model (Business Process Model and Notation). As the complexity and clutter of decisions increases, the use of a DMN (Decision Model and Notation) engine, which makes it possible to clearly display complex business rules in a table, can be useful.