IYOPRO Improve your Processes

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Improve your Processes

Highlights

 Business Process Management Suite

involving the following components

 Process modeling &

documentation

 Process execution &

workflow

 Process analysis &

simulation

 Available as SaaS-application

(Soft-ware as a Service) or as in-house-application (on premise)

 Based on the BPMN 2.0 standard

 Process maps and organization

charts

 Modeling with drag & drop

 Model validation und -animation

 variant and version management

 Decentralized working

 Easy way to create digital forms

with drag & drop

 Customer specific settings and

at-tribute extensions

 New analysis- and optimizing

op-portunities by the combination of modeling and simulation functions

 Stochastic and discrete event

simu-lation of business processes

 Process documentation via process

portal

 individual templates and notation

validation for In-house-solutions

Companies across all industries are oriented increasingly stronger to

customer demands and technologic and market specific existing

reali-ties to stay competitive and gain competitive advantages under

steadi-ly growing market requirements. In this context business process

man-agement supports companies to operate flexible on the market. By

identification, modeling, analyzing and management of business

pro-cesses workflows are examined and if necessary optimized to create

more effective, efficient, transparent and flexible business processes.

IYOPRO supports your business process management comprehensively within the stages of the process lifecycle and can be used by companies or organiza-tions across all industries size-independent for all business and work areas.

As a Cloud-Service with service oriented architecture IYOPRO offers independ-ence of location and the flexibility of global collaboration and data security at the same time. The web based character allows employees the simultaneous access to the process models from all places over the world via internet brows-er. All information is secured against unauthorized access. While data transfer uses SSL encryption the server is secured via electronic safes. Furthermore all E-Mails send by the application are certificated.

IYOPO features intuitive usability and user guidance. You create models through the comfortable drag & drop function and you can check your created models for correctness by means of the integrated notification validation. Using the workflow component you can transform your created processes into executa-ble workflows. By the adequate information provision for your employees, clearly defined responsibilities, a transparent overview of the processing status, automatic notifications and information flows you save time and increase the quality of your processes.

Moreover the process simulation supports you in process analysis and alloca-tion of resources. You identify cost factors, processing times and resource con-sumption of your processes and reveal optimization potentials.

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Business process

modeling and documentation

The BPM-Suite supports six different languages. The user inter-face is available in different designs and is clear and intuitive to use due to the ribbon menu which you already know from the common Microsoft Office products.

You control the access authorization rights of your models and projects through the organization of teams. People who are not included in the team cannot access the project data. By creating groups within the teams it is also possible to set working re-strictions.

Read, write, execute, delete, rename, export or set security set-tings – you decide who is authorized to do which tasks.

process modeling

To specify your processes IYOPRO provides the three different diagram types:

 Collaboration diagrams specify the process flow and show the message flows in processes and process chains

 Choreography diagrams represent the order of the mes-sage interchange between the communication partners participating in the process

 Conversation diagrams demonstrate the relation be-tween the different process instances

V a r i a n t s a n d v e r s i o n s

Various employees have different information needs concerning the process models. Thus, it is possible to configure different views for a created process. Therefore you can decide the de-mand-conscious level of detail of the process for various viewers. Processes are often exposed to frequent changes. To keep track of the topicality of your created processes IYOPRO provides the management of versions. This function allows saving and main-taining the created processes with different updates.

C u s t o m e r s p e c i f i c s e t t i n g s

IYOPRO is based on the BPMN 2.0 standard. By mean of the cus-tomer specific settings you can match the color of notation ele-ments or remove some.

It’s your decision about the level of detail or the complexity of your process models. Plus, you can align your process documen-tations to your Corporate Designs while structuring the headlines and footers and the content for your reports by yourself. For customer specifications it is also possible to individualize properties of the notation elements via attribute extensions. Thereby you can define specific guidelines such as data protec-tion obligaprotec-tions within the process activities.

Example of a Conversationdiagram

Example of a Collaboration diagram

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meet the BPMN 2.0 standard. Various notifications such as gen-eral errors, warnings or additional information are immediately attached to the causative elements.

Another model validation tool is the process animation. Step by step this function passes through the process visually and color-codes the elements so that you can comprehend the process flow.

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Process management needs structure

For the big amount of business processes that you most likely want to create, structuring of the processes is necessary to keep the trace. IYOPRO provides process maps to create hierarchies and structure processes based on as many levels as you wish.

You can also optimize structure by creating organization charts that depicture the organizational structure or its departments. By the use of the zoom function you get additional information such as contact details and the position in the company.

even in case of spatial separation. Beside shared access to the process models it is also possible to directly communicate via webcam. Supported by voice and text messages cooperative work and modeling together becomes easy.

C u s t o m - m a d e d o c u m e n t a t i o n !

If you merely model processes without integrating them into the organization, you produce documents that are only used once and are forgotten afterwards. Thus, IYOPRO provides additional types of documentation beyond process modeling. Each notation element can be described individually. That way you can create full process and detailed activity descriptions that offer your employees informal added value.

To use your models outside of IYPRO, you can export them. This function allows to export the processes as a

 File in IYP, BPMN and XML format,

 Image file

 Word and HTML Report

 RACI diagram and

 IT system diagram

Process publishing via process portal !

By means of the process visualization in the process portal you allow all authorized participants access to the relevant processes. Instead of a static presentation all processes are placed in con-text. Both classification in the process map and upstream and downstream processes are visible and can be commented. Via history you are able to follow the development over time includ-ing the current validity.

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Business process

execution & workflow

Often a large number of employees of different compartments or even organizations are involved in business processes. Moreover they possibly work separated by place or time. Different working methods and media breaks during the workflow cause additional expenditures while processing status and responsibilities are unclear. For some employees information in forms that pass the workflow is incomplete and for some it is too extensive. The consequences are further inquiry and need for correction. As a result of high e-mail traffic and a large number of excel lists it is not transparent what the current state of the documents is.

What benefit is a workflow providing for me?

Comfortably, with IYOPRO and your modeled processes you can generate executable workflows to provide an information flow. You define and standardize processes, make responsibilities clear and automate the information delivery. Here are just a few re-sulting benefits:

 By means of the appropriate information provision you re-duce your employee’s costly research studies. Plus you pre-vent additional work such as redundant data entry in differ-ent systems.

 You increase the process efficiency by the standardization of processes and decrease the processing times.

 You create transparency of your procedures and increase the controllability of the processes

Create forms via drag & drop!

You can choose from a series of elements to create your forms. Each of the element like date field, text field, drop-down menu, data upload or button can be inserted to your form via drag & drop with no programming skills. The position of the elements is freely selectable. On top, you can set visibility and descriptive-ness of the elements.

Responsibilities and notifications

You can choose the responsible persons and notifications corre-sponding to tasks in four different ways:

 Role-based by the allocation of tasks to a pool of

em-ployees

 By selecting specific employees

 Via E-Mail

 Variable according to the form entries

Besides, the selected user can be informed via E-Mail about out-standing tasks. In this context you decide about expression and form. Form contents can also be added to the text as well as attachments. By the use of hyperlinks the employe will be directly navigated to his task.

Store your information permanently!

Information extracted from forms and other customized variables such as time stamps and quality indicators can be saved across the process run time and be used to control the process. There-fore collaboration diagrams are integrated in data stores. The stored data can then be exported as CSV file.

User guidance is indispensable!

IYOPRO assists your employees to perform their tasks. Due to the different views of the forms the further inquiry decreases while the quality of the process increases.

 The workflow view allows your employees an overview of the whole process. In so doing completed and current are colour-coded.  The task description which is defined in the

process model can even be called by the em-ployee within the form. It allows the integra-tion of work instrucintegra-tions, contact person, etc. and is customizable to your company’s stand-ards.

 The form documentation serves as a descrip-tion and assistance to fill out the document. As with the task description it can be laid out indi-vidually.

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simulation und analysis

W h a t i s t h e p o i n t o f s i m u l a t i o n ?

In IYOPRO with the simulation of processes you can check your processes regarding utilization, processing times and costs and discover potentials to increase the efficiency. Moreover it is pos-sible to

 Compare strategies and process alternatives  Perform Bottleneck and storage analysis

 Test behavior of processes and resources under differ-ent job load

 Activity based costing  Optimize key figures

P r o c e s s c o s t a n a l y s i s

The activity based costing extends the process simulation with the monetary performance measurement. With IYOPRO you are able to distribute your overhead costs across all process cycles. On top of that, the costs are measureable regarding time con-sumption. Your simulation results are therefore more accurate and improve their significance.

W h a t c o s t s c a n b e i d e n t i f i e d ?

IYOPRO distinguishes between driver dependant and driver neu-tral cost types. In opposite to the driver neuneu-tral costs that are automatically calculated through simulation the driver dependant costs can be specified. For that you can use beyond monetary units a measurement unit of any kind. For this reason it is possi-ble for example to generate a life cycle assessment of the simu-lated processes. You only need to add the cost factors to your organizational chart and assign them to the matching activities.

E f f e c t i v e a l l o c a t i o n o f r e s o u r c e s

Staffs as the holder of know-how and more resources are essen-tial for the processes. IYOPRO provides comprehensive settings to integrate employees and resources into the simulation. This allows setting of

 Individual duty rosters with the possibility to integrate breaks

 Individual salaries  Assigning of resources

 Preparation and follow-up times

The result is a realistic distribution of the resource based costs to the processes. IYOPRO prepares the resource utilization in dia-grams.

R e s u l t s c l o s e t o r e a l i t y

The large number of various discrete and continuous distributions in IYOPRO allows creating your simulation experiment as realistic as possible.

IYOPRO generates simulation scenarios using stochastic seeds that can be generated automatically or set manually. This makes experimentation regarding different characteristics possible.

IYOPRO-Produktdatenblatt Stand März 2014

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Who we are

Intellivate‘s specialization is to make processes of all types leaner, more ro-bust and therefore more efficient by know-how and software tools. We sup-port you to understand your data and process management as the “asset in-formation” and to lift this to a new working level and finally to improve the cooperation, the information interchange and therefore the productivity of your employees and investments.

In short: We create software that allows you to manage and structure value enhancing the creation, edition, and distribution of information along your value chains adaptive as well as in ways specified by you to provide complete and consistent information for your staff and systems at the right time. Did we spark your interest? Please feel free to contact us!

intellivate GmbH

Süderstrasse 282

D-20537 Hamburg

Tel: +49 (0)40 320869-90

Fax: +49 (0)40 320869-92

Am Schmachtenberg 8b

D-58636 Iserlohn

Tel: +49 (0)2371 7858-0

Fax: +49 (0)2371 7858-68

Email: [email protected]

http://www.intellivate.com