Author: João Pedro Bervalt

How to implement a Process Automation tool?

We live in a world where we can no longer abstain from technology in our homes, cars and especially in companies. To have cost reduction, less rework and better control of processes, the ideal is to implement a solution for automation and management of electronic processes, that is, Business Process Management (BPM).

However, before implementing a BPM we need to know:

• Where does it need to be applied? Is it a place where we need to save money?
• Who is going to use it? Only managers to carry out an action plan? Employees to point out items registered in the inventory? Clock punch control?
• For what purpose? To speed up the process? To reduce the use of paper?

After having these answers, another question comes up: how do I implement a process automation system in my company?

To answer it, we need to follow some steps and some good practices. Check it out!

The holistic view and identification of processes

The first step in implementing a process automation tool is to verify what can be classified as a process within the company. Goods entrance and exit, issuance of invoices and agreements preparation are good examples and widely used.

It may sound cliché, but in order to map and identify quality processes you need to have a holistic view of your business and know where a process begins and ends (this comes from Ludwig Von Bertalanffy’s general systems theory).

Here is an essential tip: besides identifying and mapping existing processes, the activities that most need attention are those that don’t have processes attached to them yet.

Nevertheless, it is necessary to verify which processes are more costly within the production cycle and to identify where human error can be reduced or eliminated.

After checking these points, one must understand that a castle is not built overnight. We need to go calmly and put stone on stone so that the construction is as solid as possible.

So are the system implementation projects, for example: after the analysis and gathering of ideas, we need to structure, put an organizational chart, identify the roles currently present in the organizational structure of the company, and add or remove other roles, according to the need of our process.

Testing the tool

After carrying out the planning procedure, we go to the testing phase of the implemented tool. In this stage, the existing processes will be validated, thus the need to find negative and positive points and possible improvements, or simply approve the process so that it starts being used massively.

In the testing phase it is necessary to take into account several factors, such as execution time, tool limitations, among other points arising from the company IT infrastructure, where we will go into technical details.

Tip

For the system to be deployed successfully and with the best possible performance, it is important to have a dedicated server to support the application. Moreover, it is always good that the company IT team be aligned with the requirements of the system and with the present infrastructure that it comprises.

In the testing part, always try to see the process as the end user, that is, as the person who will fill out the forms and send the procedures. Remember to explore the possibilities and check each activity, so that it can be released without any business condition problems.

Fusion Platform has several warnings when releasing your process modeling in BPM, which allows the user to be warned where the process is inconsistent.

In the end, when you are actually going to implement the process, remember to follow the step by step of our cake recipe so that the result is the best possible.

In conclusion

You already know how it works to implement a tool for process automation. Now all you have to do is carry out your projects by planning and, most importantly, putting them into practice. Remember, if there are any problems, our help center is available 24/7 with practical tutorials, and if you still have any questions, the support team can help you!

Try it for 15 days free right now! Or, if you prefer, request a demonstration from our consultants. Count on us to answer all your doubts and help your company!