Conversion of Standard Process Flows to BPMN Diagrams
According to internationally recognized standards, the demand for process modeling in BPMN is majorly increasing, leading existing customers to start building flowcharts or cross-functional charts. Mavim offers customers the possibility to convert their process flows to BPMN format. In this part of the newsletter, we tell you how you can convert a chart yourself with minimal effort.
For customers who want to transform their existing processes, i.e., EPC charts, or standard Process flows or Cross Functional Flowcharts (CFFs), to BPMN Diagrams, Mavim offers an inbuilt conversion feature.
Let’s take a closer look at the conversion of an existing standard process flow.
By generating a BPMN Chart on the very same topic as used for the standard flowchart, the result will be immediately presented. Below the generation of a BPMN Orchestration on the topic is selected:
Here you see the actual BPMN Orchestration been generated, as an additional chart on the topic:
However, in the topic-tree above on the left, you will notice that the topic types are still the same as the ones used for the standard process flow. To have this process comply to the BPMN standard, the corresponding topic-types need to be converted to BPMN.
This can easily be done by clicking on the white spot of the Visio canvas, on the right side, where the BPMN Orchestration is shown. That action can be followed by pressing the right button on your mouse to activate the context menu of the chart, where you can select: “Convert to BPMN topic types.”
After activating this function and saving the chart, all topic-types will automatically be converted to the appropriate BPMN Topic types, like you can see below in the topic tree on the left:
This specific process including the topic-types now conforms to the BPMN standard. You now can enhance the BPMN shapes by double clicking them. After double clicking, you can define some specific BPMN attributes that you need, like specifying a ‘Gateway’ as an ‘Exclusive’ or ‘Parallel Gateway’ etc.
When the BPMN chart is finally approved, saved, and closed by you, it is strongly advised to remove the original standard process flow from the topic, since it has become outdated and could inflict unwanted changes to the BPMN chart and/or corresponding topic types when opened as a standard process flow and worked upon again.
Same as the described above, you can convert EPC charts, standard process flows, or Cross Functional Flowcharts/CFFs (also known as a Swimlanes), into BPMN Collaborations, like the CFF below:
Here you see a BPMN Collaboration has been generated and that the topic types are also converted to the appropriate BPMN topic types.
As you know, one BPMN Collaboration can hold and display the interaction between two or more processes that are individually enclosed in ‘Pools’. Because of this collaborative feature, an extra action needs to be completed by you to convert the topic types to BPMN topic types.
To do so, select the pool with the required process with the topic types you want to convert. Next, click on the left-hand border around the process (shown above in red), then press the right mouse key to show the context menu of the process, and select: “Convert to BPMN topic types." All topic types of the selected process (Pool) will be converted automatically to the appropriate BPMN topic types.
Sidenote: When the BPMN chart is finished, saved, and closed by you, it is strongly advised to remove the original standard process flow from the topic, since it has become obsolete and could inflict unwanted changes to the BPMN chart and/or corresponding topic types when opened as a standard process flow and worked upon again.
To see all this in action, please watch this 3-minute video: Convert Process flows or CFFs to BPMN Diagrams.
To receive more training and information on Mavim and the modeling of BPMN, please enroll in the Mavim Micro Learnings course on BPMN in your Mavim Academy.
Clear Notation, Clear Definitions and Unambiguous Communication
For architects who want to broaden their knowledge of ArchiMate® in Mavim or want to provide an introduction of ArchiMate® to other interested parties and stakeholders within the organization, here is a list of demo videos and training materials on the capabilities of ArchiMate® in Mavim.
Training ArchiMate® in Mavim Academy
This is an ArchiMate® training based on the latest version of ArchiMate® 3.1. We explain how to model ArchiMate® in Mavim with many useful tips and tricks to make process modeling easier.
Mavim YouTube - ArchiMate® Business Demo (BPM & IT Portfolio Management)
This is a recently completed demo video for architects to learn how they can properly connect their enterprise architecture to their business in Mavim with our BPM and ITPM solution. For the employees working with enterprise architects in their organization, this can be a helpful resource for you as well.
Mavim YouTube - ArchiMate® Technical Demo (for architects)
This demo video is primarily intended for architects as a first introduction to modeling with ArchiMate® in Mavim. It is a quick view of the training in the Mavim Academy.
Mavim YouTube - What is Enterprise Architecture?
This accessible short video is for non-architects to explain the importance of architecture in Mavim.
Mavim YouTube - Enterprise Architecture in a Broad Sense
This video dives into how enterprise architecture and business can work together.
Mavim Website - Enterprise Architecture
Landing page with general information about Mavim & Enterprise Architecture.
Manage the Administrative Tasks of Your Mavim Cloud Environment
In this newsletter, we would like to inform you of two key features in the Mavim Portal that have been released in 2022.
Current Release of the Portal
With the current version of the release, we have hit another milestone for Mavim.
The Portal has a few highlights which we would like to share:
- This current version of the Portal agnostic tasks allows user experience changes with the print dialogue which could impact performance bottlenecks.
- A new Toggle / Focus mode in the Portal
Details can be read here.
Here are some updates based on the previous newsletter where we have provided the Portal directions and themes.
We are looking for opportunities/feedback across the board and evolving this area of the platform every day. Here are some of the roadmap updates:
The portal team has completed the modifications for the system to make it accessible for a large volume of users. We have been in the final stages of tests on scalability with Kubernetes.
Numerous usability and maintenance improvements have been made by the team. Here are a few of them mentioned below:
- Version agnostic tasks
- Focus / toggle mode
- Usability setting for showing / hiding the subtopic icons
- Usability fixes on the exports
Consumption features from the Portal have now been implemented into iMprove.
A feature that will be available to the public in the coming months is:
- The capability to have read-only users for versions on iMprove, enabling them to navigate only the finalized package.
Many other collaboration capabilities are in great iterative development which would make the Portal to iMprove experience truly seamless.
Online Platform For Customers In The Cloud
The Mavim Connect Center is continuously innovating to bring industry-standard experience to our customers/ partners. A typical customer journey with the Mavim Connect Center is illustrated below:
What is to come?
The Mavim Connect Center is looking to bring the newest features to our customers/ partners. Here is a view on what to expect and anticipate:
- Audit log
While the feature is currently under development, the audit log feature is an Add-on feature. For those customers that have purchased the add-on, the audit log feature in the MCC will allow the Mavim Connect Center admins to enable/ disable the feature.
The benefits of the features allow our customers to promote Quality and Compliance standards. We will be bringing the feature to the market soon.
- Multiple partners to work in the Mavim database
Currently, the Mavim Connect Center offers the ability to add a single partner to contribute to building assets and content in Mavim. Soon, the Mavim Connect Center will offer the ability to collaborate with multiple implementation partners.
- iMprove User Management
From the Mavim Connect Center, an MCC administrator can onboard users, and manage database access. In the upcoming releases, we will bring the ability to delete users, and allow for multiple users to be able manage access, and onboard users.
- Parallel Publishing
In the near future, we will offer the ability to publish content to the Mavim Portal from the Mavim Connect Center. Multiple parallel versions can be published from the Mavim Connect Center. The benefit of this feature is to continue the usage of the Mavim Manager while publishing content to the Mavim Portal.
- User guiding
We are working towards bringing a context-based guided experience to the Mavim Connect Center. Based on the role and action of the user, the user will be guided in sequential steps to carry out that task. This will significantly boost the experience of our customers/ partners interacting with the Mavim Connect Center.
Out of the Box Transformation Packages
A large part of your process mining efforts resides in the event log creation phase. Various event log transformation and connector packages are now available that can be utilized as a quick start. This will help to generate insights faster and extend your query to enrich your process mining results. More transformation and connector packages are being developed into 2023. The following packages are currently available:
- Order to Cash (O2C) for D365 F&O
- Procure to Pay (P2P) for D365 F&O
- Order to Cash (O2C) for Dynamics GP
- Procure to Pay (P2P) for Dynamics GP
The following packages are to be expected:
- Lead to Opportunity for Salesforce
- Lead to Order for D365 CRM
- Project / product development cycles for Azure DevOps
- Connector to Azure Data Lake
- Connector to Apache Hadoop
Reach out to your Mavim contact person to request more information.
Process Analytics templates
Since we currently facilitate out-of- the-box transformation packages for your event log creation, we are currently working on out-of-the-box process analytics templates. With these templates, you can select prebuilt process analytics dashboards that facilitate the most common research insights and objective per process area.
Process Analytics templates:
- Order to Cash
- Procure to Pay
- Lead to Opportunity
- Shipment and delivery analysis
Online Mavim Training Platform
Updates on Micro Learnings
Along with the extensive training curriculum for new users of the Mavim Platform in all roles and in different levels, we have made the Mavim Academy more flexible and practical to help users get the best out of our platform.
These refresher courses contain all the learning included in the normal Academy curriculum, but in smaller chunks.
You can use these short videos to refresh your knowledge after you have followed a course.
Having these small videos is perfect for when you learn better while doing and wish to take a more hands on approach. By having these small videos, it allows you to onboard yourself with the few specific skills you need to learn to maintain your Mavim landscape. This gives you more time to experiment within the platform.
Here are a few versions of the Refresher Courses:
These courses cover a wide range of topics that may serve as inspiration for experienced users by teaching new skills that are not part of the regular course portfolio.
To take self-guided learning a step further, we offer workshops in the Mavim Academy. The workshops are designed to take you through the process of a big task and teach you while doing it. They contain videos teaching you relevant skills, context, guidance, and hands on exercises with the outcome being that you have completed the big task quicker.
Integrate your business applications with your Mavim solutions using the Microsoft Power Platform.
Until recently, creating content in Mavim was only possible by manual interference. Process designers, IT specialists, and enterprise architects had to go into Mavim and create content structures. Either by creating it manually or by clicking the import button to import a Visio file, Word document or Excel sheet. Once you’ve created a content structure in Mavim, you publish that to the Mavim Portal so that the whole organization can use and consume that information.
Mavim has now launched its API. This API makes it possible to not only let people create and consume content in Mavim, but the content can now also be created and used by every business application in your organization. That opens an enormous number of possibilities. On top of the API, Mavim also added a Microsoft Power Platform connector, making the API available in the low code/no code platform of Microsoft. Now, business users that have a little bit of an IT mindset can create applications and workflows that either use content coming from Mavim or they can write, import, and sync content coming from their other business applications. The beauty of the Power Platform Connector is that it builds a flow that connects to different applications, which brings everything into synchronicity.
Most customers see Mavim as the ‘Single Source of Truth’ for their business processes for related themes such as Strategy, Goals & KPI’s or Governance, Risk & Compliance or for visualizing your entire IT landscape. With these updates, think of the possibilities that arise when this ‘Single Source of Truth’ can be accessed by easy to build (Power) apps and by your existing business applications.
We defined 4 categories of possible use cases for the API.
Extend and Execute
Since content in Mavim is seen as the ‘Single Source of Truth’, it is important that you validate, assess, and approve the content within the platform consistently. This means that someone must check the information in Mavim to validate what has been inputted. Mavim provides some basic functionalities to notify you when to check inputs in the Mavim Portal, and with the use of the Power Platform you can extend these notifications to your programs that suit your way of working. For example, you can send by sending out notifications in Teams, by creating dedicated scorecards and questionnaires, or by creating an assessment app that guides a user in the different steps to validate a process, risk, application, or any other type of information that you manage in Mavim.
Business Process Automation
In digital transformation journeys, we strive to automate as much as possible. With Mavim API, business applications can now be ‘told’ to lookup in Mavim how a certain business process is designed. For example, take a typical Power App like an expense declaration app. It easy to use on your mobile to automatically take a picture of a receipt. The process for claiming expenses is defined in Mavim. The process in Mavim says, for instance, that if your expense is higher than € 50, - you need approval by your line manager. By using the Mavim API, this expense declaration app can now check in real-time in Mavim what that limit is while you take the photo. This way, you define your business logic inside your processes and your business applications can utilize that logic.
Importing and exporting data into and out of Mavim always meant that you needed an intermediate file format. This could be from Excel, Word, Visio, XML, etc. Now with the Mavim API and the Microsoft Power Platform Connector, you can synchronize data between systems of all formats. If you manage your applications in your CMDB (like ServiceNow or TOPdesk) and you also want to have your applications in Mavim, so you can relate them to the processes in which they are used, create a Power Automate flow that syncs your application between your CMDB and Mavim. Along with being able to use all formats, you can utilize a Power Automate Flow for the roles and functions in your organization. You can sync everything pertaining to roles and responsibilities between your HR or identity management system and Mavim. Lastly, when you manage your project portfolio in Mavim, you can now relate projects to your company goals and objectives with API. You can use Azure DevOps for the execution of your projects and sync your list of projects from Mavim to Azure DevOps.
Governance & Compliance
The trend to automate as much as possible comes with a pitfall that you as an employee lose insight of all the applications that are being built and used in different parts of your organization. With our new updates in Mavim, you can keep your entire application landscape up to date while still maintaining insight into new application changes or constructs through automation. In Mavim, originally, you only use the platform to describe and manage every business application within your operational structure. An overview is then produced and links to how your applications are being used inside your business processes. Now, your process management overview in Mavim can recognize when new Power Platform applications and flows are being created. When this is being constructed and is linked with Mavim, this flow automatically creates an entry in the application landscape you have built in Mavim. Along with the automated entry, Mavim sends a notification to the owner of the application construction or flow to fill in some usage information. With this new update, you can keep your total application landscape up to date and be informed about it.