Using BPM Methodology to Reduce Waste and Improve Efficiency in the Public Sector

One critical success factor for the adoption of Process Management in the public sector is in the choice of methodology to be used. The methodology should incorporate and respect political and cultural issues.

Before we continue, let me ask: have you read our MANAGEMENT TIPS on process management? If not, it is worth taking a look.

A good methodology will be clear and standardized, allowing an institution to establish control points, predictability, and the organized processes of mapping, improvement, publication, implementation, and management.

Business Process Management, or BPM, is the most established methodology in the world for mapping and redesigning processes. It is a flexible management approach, developed for systematizing and simplifying organizational processes in diverse, complex situations. It integrates technology, structures, resources, and people effectively.

For more than 15 years I have been teaching BPM with great success in trainings and utilizing it in consulting projects in the most diverse organizations – direct and indirect administration, autarkies, federal agencies, state-owned companies, public-private foundations, and corporations. In addition to being easy to understand, BPM is easy to use and with the Bizagi tool, which we will talk about later, it has become even more accessible.

The purpose of BPM is to identify bottlenecks in work processes by identifying component activities and mapping their execution. The goals are the development of improvements and better management of the processes, which promotes better decision-making and a holistic view of activities.

The great advantage for the public sector of process orientation with the use of BPM is the continuous improvement of organizational processes, allowing institutions to be more efficient, more assertive, and more capable of change than those with a functional focus, the traditional management approach. The BPM methodology allows for the reduction of costs, due to the reduction of duplication and waste. At a time when governments seek to reduce costs to balance budgets, it represents a major contribution.

An important aspect of the BPM methodology, as mentioned above, is that it promotes integration of work processes with technology, resulting in innovation, flexibility, and technological integration.

BPM is, therefore, focused on achieving large and small organizations’ efficiency objectives, through improvements, management and control of methods, and techniques and tools to analyze, model, publish, optimize and control processes, involving human resources, applications, documents, and other sources of information.

Among the main benefits of BPM, we can mention:

  • Employees perform their activities safely;
  • Internal and external clients’ visions and perspectives are introduced into the process;
  • It provides a systemic view of work processes;
  • It promotes higher quality and agility of information for decision-making;
  • It enables the automation of tasks;
  • It simplifies management processes;
  • It identifies bottlenecks (or ruptures) and implements improvements (and not just incremental ones);
  • It assists in the identification of inconsistencies, duplications and omissions;
  • The organization’s operation is returned to its “natural,” and therefore more effective, form;
  • It aligns processes with vision, mission and strategy;
  • It fosters consistency of and facilitates communication within the organizational architecture;
  • It enables organizational change opportunities;
  • It enables visualizations of interactions with external actors and stakeholders.

As the tool for drawing the cross-functional diagrams and process flowcharts, I recommend Bizagi.

Those who are accustomed to managing processes and want to learn to create models should use the BPM-N notation (Business Process Modeling Notation) available in Bizagi. For developing these models, the Bizagi Process Modeler is recommended for its simple, fast modeling ability. It supports BPM-N at its most basic level. It has the main structures, such as flow objects, connectors, artifacts and swimlanes. In addition, the application allows you to export graphics to many file formats, including image, PDF, Microsoft Visio, Word, XPDF and XML.

Before beginning process mapping in organizations, I usually elaborate the Context Map to get an overview of the functions that are executed.

That’s a subject for another article.

Are you ready to use BPM?

Until the next MANAGEMENT TIPS!

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