E-learning  for EMIA/SAIBU Business Process Management System (BPMS)

This e-learning will show you how to use the Business Process Management System (BPMS) and what it contains. There are three sections containing small tests along the way to ensure you understand the purpose and general use.  Each section takes approximately 5 minutes to complete.

Good luck !

Introduction to the Business Process Management System (BPMS)

Dear Colleague

Welcome to this e-learning program to our Business Process Management System. 

We hope to encourage you to start using the system, and that you will experience the benefit of it in your daily work.

This e-learning will help you get started.

Each of the three sections take approximately 5 minutes.

What is a Business Process Management System?

The purpose of having a Business Process Management System

The BPMS provides an overview of the company's work processes, requirements and best practice documentation.

The management system ensures:

  • a common understanding
  • clearly-defined responsibilities
  • access to our internal requirements and methods
  • process standardization and continous improvement
  • experience transfer
  • compliance with legislative acts, statuory regulations and client requirements


The management system explains:

  • what we do
  • how we do it
  • who is responsible
  • when work must be completed
  • how we can ensure continous improvement

The management system contains:

  • how you should carry out the activites that make up a process
  • links to governing documents (GOPS, procedures, templates and check lists)
  • our organization charts
  • roles and responsiblities
  • legislative acts and statutory regulations

  • a system for ensuring compliance with legislative acts, statuory regulations and client requirements
  • a system used for registrating manhours
  • a system that shows how we work, and who is responsible for doing what
Please choose the two correct statements below that answers the question.

The start page of the Business Process Management System

What does the small number on each tile tell you?

  • Number of new/updated content on each tile
  • How many items that are below each tile
  • How many people that are logged on right now

Navigating in the Business Process Management System (BPMS)

Presentation of levels

The BPMS has different levels of detail. All processes will be detailed as workflows showing roles and responsibility.

The number of levels depends on the business area in question. The diagram above shows how the levels are structured.

You can navigate through the menu items or by the process hierarchy.

Navigating through the menu items

Click on the hotspots below, for more information about the different menu items

Introduction to the Menu Icons

Click on the hotspots below, for more information about the different menu icons

Which of the following diagrams are called workflow ?

(click on the magnifying glass to see the whole picture)

Which of these icons will take you to "My Page"

Click on the menu icon in the image below

What are the names of the different levels in the Business Process Management System (BPMS)?

  • Opening page, Organization level, Production level, Optimal level, Activity level
  • Start page, Business area level, Business function level, Business Process level, Workflow level

Reading a workflow diagram

How to read a workflow diagram

A workflow diagram consists of activities allocated to the responsible roles. From the start event, follow the arrow through the various activities until the work process is complete. On the tabs of each workflow diagram there is additional information related to the activities on the workflow diagram.

Role - describes who is responsible for carrying out the activities in a work process. A person may have several roles in one or more work- flows, based on his or her qualifications.

Start and end event

All workflow diagrams have a start and end event. The start or end event describes the event, condition or status that trigger or end a process. The icon that somethimes occur next to the event symbols indicate that this event links to a related workflow diagram.

Activity - describes which assignments an individual role shall carry out.

Collaboration - is used to emphasize the collaboration between different roles. The activity where the activity path goes through, is the one role that is responsible for the collaboration.   

Why do we use activity flow (arrows) in the workflow diagram?

.

  • To make it look nice
  • To visualize the flow between the different activities
  • To highlight the least important activities

How can you get an overview of all workflows where you have a responsibility?

  • by looking for processes under the menu item called "Documents"
  • by asking your manager
  • by looking for your position in the "Roles and responsibilities" table under the menu item "Organization"

Symbols and icons used in the Business Process Management System (BPMS)

Here is a presentation of the different symbols used in the BPMS

Symbols and icons and their meaning

Match the description with the correct term
  • Business area
    Used on the highest level to structure the processes between "Leadership processes", "Core processes" and "Enabling  processes"
  • Activity
    Used on workflow level to indicate the different tasks, operations or activity performed in the workflow
  • Role
    Used to indicate who performs the different tasks in the workflow

Governance and continuous improvement

Continuous Improvement and change request

Our Business Process Management System is a dynamic system which must be improved continuously.

You are an important contributor to improve our system, and have therefore the opportunity to submit a change request on all levels in the Business Process Management System.

Submit a change request if you have a suggestion for a better way of working or other matters related to the content.

 

How to submit a change request

Submit a change request by clicking on the button "Create change request"  

Fill out the web form with the necessary details and a description of your requested change, and finish by clicking ok.

Change request

  • Change requests can only be registered on workflow level
  • All users of the system can register change requests
  • I can track the progress of my registered change requests
  • Once a change request is submitted it is no longer visible for any employees

Process Ownership

Click on the button marked above, to show or hide the process ownership information on each process level or workflow.

You can  see the Process Owner and Process Responsible for each process level or workflow under the "Information"-tab.

Process Owner

Must ensure the following: 

  • Continous improvement of the processes
  • Evaluate process area improvement suggestions
  • Select process improvement opportunities
  • Approve all changes to processes
  • Communicate new/updated processes

Process Responsible

Must ensure the following: 

  • Measure process performance
  • Identify process improvement opportunities
  • Design new/updated processes
  • Handle change request
  • Documentation and implementation of new processes in business

Process Governance in the Business Process Management System (BPMS)

Successful process governance is achieved through the following:

Everybody working for TECHNIP EMIA & SAIBU are to follow the established processes. Employees wants use the  to ensure that the work is done the right way.

We expect to and compliance with our BPMS.

We expect leaders to be role models for how to use and comply with the BPMS.

Every leader is responsible for that their people know where to find the relevant governing documents, work accordance with our BPMS and adhere to country specific laws and regulatory requirements.

 

Subscribe, rate and search for information in the Business Process Management System (BPMS)

Subscribe to content for easy access

Use the Subscribe functionality

The Business Process Management System (BPMS) includes a lot of information. The Subscribe functionality allows you to get easy access to information most relevant for your daily work. Click on the Subscribe symbol when you want to subscribe to specific content in the BPMS. Whatever you subcribe to will appear on My page. Please see illustrations above.

Where do you click to subsribe to a given diagram? And where can you get your list of subscriptions?

Click on the image where to:

  1. The button you click in order to subscribe to a diagram

  2. where to find you subscribed diagrams 

meaning that you need to click 2 places in the image

Rate content

Rate content

For each diagram you have the opportunity to give an anonymous 1-5 star rating and comment.

The rating will give the process owners an overview of the quality of the Business Process Management System, information of where to prioritize process improvement, and trends over time.

Click on the rating symbol marked in the image above to rate a diagram.


When you click on the rating symbol the following pop-up will appear. Click on the desired star, and give an additional comment (optional), then click on Submit to finalize.

You are only allowed to rate once per revision of a specific diagram.

What is true or false when it comes to rating content

  • You can rate the same diagram as many times as you want regardless of diagram revision number.
  • When you give your rating you can also give a comment.
  • Your rating will be visible for everyone.
  • The rating indicate the quality of the diagram.

Search for information from Start Page

There are different types of search in the Business Process Management System (BPMS): 

  • Quick search from Start Page
  • Search from inside the BPMS (see next chapter)
  • Table search (see next chapter)

Quick search from the Start Page

On the Start Page you will find the Quick Search (see orange tile in the image to the right, be aware that the color will vary for each time you enter the Start Page). This search is pre-filtered by Processes, Documents and Roles and responsibilities. 

Write the information you are looking for in the respective search field, and a help text with suggestions will occur to help find the information you are looking for. Click on one of the options in the help text to be led to the search result.

Example: Roles and responsibilities

You can easy search for your role by using the search field Roles and responsibilities.  

Lets say you work as a Construction engineer and want to see in which workflow you have a responsibility. When you start typing the help text will occur with suggestions. Once you choose Construction Engineer the pop-up to the left will occur with information of which diagram you have a responsibility in, and what positions in Technip that can hold that role. 

Also notice, that you can find the entire Role and responsibility overview in the top menu item under Organisation.

Search from inside the Business Process Management System

Search from inside the Business Process Management System

It is also possible to search for content by clicking on the symbol marked by the red square on the image to the left. 

Once you do that a search pop-up will occur (see below).

Search pop-up

This search allows you to look for any content in the Business Process Management System.

Type in the name of what you are looking for or some key words in the description field.

You can also narrow your search by check of some of the filters in the Filter drop-down list (ex. Workflow, Role, Activity etc.) Meaning if you filter by Activity you will only get activities in your search result.

Once you click Enter or on the Search button you will be led to a table that list up the search result (see below).

Search result

The search result is divided in different colums providing you different information and the opportunity to filter and sort the search result. 

In the example above the search filter has not been used. So to filter the information you can use the text fields above each column to type in what you want to filter by or you can click on the column name to sort the information listed in the column. See chapter Table search and functionality for more information.

How to find information in the Business Process Management System

  • Click down in the process hiearchy to find the information you are looking for
  • Search using the "Quick Search" or the "Search" button
  • Call IT-helpdesk

Table search and functionality

Tables

Most of the information in the top meny is presented by tables (see yellow marking). It is therefore important to know how to use and read the information in the tables in the most effective way. 

The example above shows the table presented when you choose Documents and Technip France. Below you will be presented how to filter and find information using the tables.

Find information using tables

Each table in the Business Process Management System includes various columns with information. The information varies for each table, but the functionality for each table are the same. 

The first column from the left shows you the object symbol which is different for each object type. 

The rest of the columns includes a title that explains the content of the column.   

Search in columns

Type in the information you are looking for in the text field above the relevant column to search for information within the specific column. Once you have typed in the text and clicked Enter the column will be filtered accordingly. 

Sort content in coloumns

You can sort each column by a click on the column name.

In the example to the right the second column is sorted and thereby presents the Document numbers ascending. If you click twice it will present the number descending. 

Notice, it is only possible to sort one column at the time. 

Multiple search and sort for information

It is possible to write search text in multiple columns in addition to sorting one of the columns. 

This will narrow your search result and help you find what you are looking for.

Important notice, when you do another search you must remove the text in the text field for each column (one by one) and click Enter to update the table without any text search. 

Where to filter per Business Unit