For Business Process Management
Welcome to Next4biz! We can begin adapting next4biz for your business and integrating it with other applications. Here you will find the steps to be followed on this journey and the important points that will need your attention on the way.
Follow these 8 steps to successfully implement Next4biz BPM in your organization
Assign project team to lead implementation
Intensive training for key users
Analyze processes and design solutions
Create and validate prototypes
Develop processes and integrate systems
Test and pilot the solution
Train end users on the system
Go live and start using the system
Assign project team to lead implementation
The project team consists of Process Owners and Process Design Key Users who will work together with Next4biz BPM product consultants. They are the highest level representatives of Next4biz BPM within your organization. They are the authorities who will adapt Next4biz to your organization, coordinate with Next4biz BPM product consultants, and manage Next4biz.
The process analyst should have business knowledge to determine which steps your corporate processes should consist of, which user groups should be the implementers at each step, and what types of business rules the transitions between steps should be designed based on. Additionally, having an advanced user with high planning, analysis, and strategic thinking skills is among the important success factors of the adaptation process. For more detailed information about the characteristics and responsibilities that the process analyst should have, you can read our blog here.
At least 2 key users should be assigned from each organization. Having one of them be a business unit representative who is well-versed in the organization's corporate process strategies and practices, and the other be a technical expert with process designer qualifications will facilitate the adaptation process.
Key Points
After key users participate in Design and Customization Training and receive certification, they will coordinate with your organization throughout the entire adaptation project, and afterwards they will become the configuration authorities for Next4biz. The strict adherence of this team to the entire program and their active participation in the adaptation process is one of the most important factors for the success of the adaptation project. After the adaptation process, these responsibilities should remain with the relevant key users, and if there are role changes among key users, the new key users must participate in the necessary Design and Customization Training.
Intensive training for key users
This is a KEY USER training. That is, the 2 authorities you determined in the first step who will become the configuration authorities of Next4biz BPM in your organization will participate in this training and receive certification based on their success in the training. Therefore, this training is not an end-user training. The training, which lasts a total of 40 hours, is conducted ONLINE and is completed in 2 weeks. You can access the training content and calendar through the link here. With the competencies that this training will provide to your key users, the entire adaptation process can be completed in a very short time, and afterwards, the configuration of Next4biz BPM will be with these authorities.
Key Points
Analyze processes and design solutions
The Next4biz project management team sends the Next4biz BPM Requirement Analysis Question Set document to key users who have participated in the training. The questions in this document are answered in writing by key users and sent to the Next4biz project management team.
The Next4biz project management team, together with the coordination of key users in the organization, holds a kickoff meeting with all relevant parties who will take part in the adaptation process. In this meeting, the answers to the Next4biz BPM Requirement Analysis questions are reviewed and the draft adaptation project plan is shared.
The answers given by key users to the requirement analysis question set and the information obtained during the project kickoff meeting are compiled and transferred to the Project Analysis Document. Based on the information in this document, the scope of detailed business analysis, customer information analysis, integration analysis, and reporting analysis to be performed is determined.
Based on your process management strategies, it is decided in Data Analysis which basic and variable information will be stored in the system in the forms to be used in workflows and flows related to customers. Based on the results of this analysis, necessary Notification and Customer Custom Field definitions are made in Next4biz BPM, and if needed, integration tools for these data fields are determined. It is determined which of the data sets to be used in flows will come from external systems.
This is the analysis regarding which software used in your organization Next4biz BPM will be integrated with. Within the scope of this analysis, all external systems such as communication channels and business applications are evaluated. The integration method and plan are prepared.
Together with this report to be prepared by the Next4biz project team, the adaptation details of Next4biz BPM to your organization are prepared. Within the scope of the report, a process design roadmap is prepared and planned based on current state analyses.
In this analysis, the scope of reports specifically requested by your organization, other than Next4biz BPM's standard process analysis and performance reports, is determined. The necessary filter fields and reporting fields for these reports are identified.
In this step, the Next4biz project team presents the report it has prepared to your organization's authorities and receives their approval. With this meeting and presentation, the scope of the Next4biz BPM adaptation project has now taken its final form.
Key Points
Create and validate prototypes
Just before the design and adaptation step, a prototype is prepared where process owners will observe the business workflows together with the user interfaces to be used in the flow. Thanks to this prototype prepared excluding integration, authorizations, and business rules, the process owner evaluates the design process by seeing an example of the process to be developed and provides feedback. With this work, the main skeleton of the process emerges.
Feedback provided by business units and process owners is evaluated, and process design improvements are made. The changes made are reflected in the Solution Design Report.
The prototype process matured with feedback is presented to business units and their approval is obtained. After this stage, the process development steps continue with detailed authorizations of pages and data fields, business rules, warnings and notifications, work lists, and report and dashboard designs.
Key Points
Prototyping: This is the first stage where requirements expressed verbally during the evaluation of needs and design stages are concretized together with interfaces. At this stage, a presentation and evaluation study is carried out with the active participation of relevant business units and process owners regarding the prototype process. Feedback given in the early period will ensure that the processes to be developed produce results compatible with needs.
Develop processes and integrate systems
After all analyses are completed, while adhering to the prepared SDR, on one hand the Next4biz project team and key users together perform the adaptations, on the other hand, your organization's IT team together with the Next4biz integration team performs the integration work for integration. During the adaptation process, configuration definitions are made sequentially according to the Road Map To Success steps, which is Next4biz BPM's adaptation method.
Key Points
Adhering to the plan and schedule determined in the SDR is of critical importance at this stage. Therefore, your organization's business unit managers should follow this schedule, and especially the IT unit that will take part in the integration process should assign the necessary resources and adhere to the determined schedule.
Test and pilot the solution
After the adaptations (and/or integrations) determined in the SDR are completed, key users prepare test scenarios and create records in Next4biz BPM and operate them. Depending on the success of these test scenarios, pilot studies may also be conducted.
Key Points
Key users should have prepared test scenarios beforehand as a prerequisite for this work. In these scenarios, all processes are operated end-to-end by demo users and results are observed. Risks that may occur in live application should be identified at this stage and necessary revisions should be made.
Train end users on the system
After the adaptation and integration step, key users prepare a training program specific to their organization for all users on the use of Next4biz BPM and personally train them. For this purpose, they prepare training content and transfer Next4biz usage knowledge to users. If deemed necessary, a user manual can also be prepared for this purpose.
Key Points
The higher the Next4biz user competency in an organization, the fewer usage knowledge questions will come to key users when going live, and user satisfaction based on user experience will be that much higher. Therefore, effective user training is the most important key to a strong start.
Go live and start using the system
Congratulations! You are now an active organization of Next4biz BPM. During this transition period, for 2 weeks, Next4biz product consultants will continue to provide direct support to you to improve the user experience. When you go live smoothly, you can forward all your questions and requests to the Next4biz Technical Support Team through Next4biz using the HELP menu and track them from the same platform.
Key Points
At this stage, key users can closely monitor the user experience of Next4biz BPM and make the changes they desire in the configuration of Next4biz BPM themselves with the knowledge, experience, and competence they have gained so far.