E-Learning for BPMS Process Owners and Process Responsibles

This course consist of two sections. The first section takes approximately 5 minutes to finish while the second takes about 2-3 minutes.

Your BPMS tasks

What are my BPMS tasks

Which tasks do I have to execute in the BPMS? 

  • Handle change requests (when a process is in Approved state)
  • Provide guidance and input on process changes (when a process is under development)
  • Approve BPMS content (when a process is under development)

How to see your tasks in the BPMS

There are different ways to look up your tasks:

  • By clicking «My governance tasks» on the Start page
  • Via left menu panel, under "Governance tasks"
  • By clicking the link in the automatically generated e-mail you will be sent directly to the reported Change request.

See the short movie below which explains how you can look up you tasks.

Change requests

All employees are able to submit change requests in the BPMS. 

It is important that all change requests are handled properly to ensure engagement and improvement. 

The Process Responsible is in charge of handling the change requests. The Process Owner is accountable and will when necessary be involved. 

To see the complete list of change requests see the menu point "Improvements" --> "change requests"

The Change Requests can have one of three different statuses:

  1. Registration: The Change Request is registered by an employee.

  2. Handling: The Change Request is under review/action is taken by responsible party.

  3. Closed: The Change Request has been handled and closed by responsible party.

The illustration below shows the three different states of a change request.

Handling a change request

A change request can have 3 states: Registered --> Handling -->  Closed

When you receive a new «change request", evaluate the request. In many cases, the change request have to be discussed with someone else (E.G: Discipline Responsible, Process Owner etc.), or maybe something have to be developed (a template for example). Therefore, the change request is set to state "Handling", when you evaluate the outcome of the change request. 

The change request can lead to a change in the process, thus one have to contact a facilitator/modelor who can implement the change in the BPMS.

Change state to "Handling"

Set the Change request in status "Handle" after you have read the Change Request. 

To change status click on "Governance Action" and then on "Handle".

Add description to the handling of the change request

In order to communicate the handling on the change request, click on "Update Change request". Add a description about the tasks you are going to do related to the handling of the change request (E.G: «there will be held a meeting Feb. 2., where this change request will be discussed, and a decision will be made»). 

Remember to update this text before closing the change request to communicate the outcome.

Closing a change request

To close the Change request you must first click on "Update Change Request" (see yellow square) to write a conclusion explaining the outcome of the Change request. The text you write as a conclusion will be visible for all employees in the row Handling (see image above) in the tab Change request for the respective diagram in the BPMS.

Once the text is written and submitted you must click on "Close" in the dropdown list from Governance Action (see red square). The Change request is closed and a notification email will be sent to submitter. 

Change request

I can view my Change requests via my Governing tasks. All change requests go through three different statuses, . The is in charge of handling the Change requests. The is involved when necessary and holds the overall accountability. After you have read the Change request you set the status to . You must remember to update the change request with a comment before you close it.  

Provide input during process development

When a process is being revised or developed you as process owner and responsible will be able to open and save a document report of the process to easily provide input and feedback on the content of the process.  

Simply open the link in the email received from the BPMS contact person and click on the Print-button located in the top left corner of you web browser window. (see red square in image below).

Please consider the environment and avoid printing when possible. Use electronic version instead (click "Save as"). 

The document report will include a table of content, an image of the diagram, and then list all activities with their respective description, RASCI, documents and the role of the responsible for each activity.

See illustration to the right of how each activity in a workflow is presented in the report.

Remember: this report is only available when the process is being development. 

Provide input during process development

  • We recommend that everyone print the workflows relevant to them for easy access.
  • When you click on the print button you have the option to save the word file
Click on the correct answers below

Final review of process before approval

Final review

All diagrams can be circulated to a chosen review group to get feedback before approval. 

Review is done when process is under development.

Both the Process Owner and Responsible are involved in the review, and normally they choose who should be part of the review group.

The BPMS process modeler issue the process for review on behalf of the Process Owner and Responsible.

The people in the review group will receive an email as shown to the left.

Click on the link in the email to get to the process for review.

If you have any comments during the review of the process you may provide these by clicking on the "Comment" button in the top right corner on the diagram. (see image)

Fill in your comments in the form and submit by clicking on "OK".

All comments submitted during the review are available under the tab «Comments» for the BPMS process modeler to include.

The comments will either be accepted or rejected. This progress can be tracked under the tab "Comments" on the process.

Final review of process before approval

  • Anyone who is nominated can participate in a process review
  • Process review is only for the Process Owner and Responsible
Click on the correct answer below

Approve processes in the BPMS

BPMS content via link in email

When a process in the BPMS is ready for approval you will receive an e-mail asking you to approve the process. 

You can easily access the process by following the link in the received e-mail. 

BPMS content via Governance Tasks

A second option of how to find the content ready for your approval is to look under "Governance Tasks" either on the front page of the BPMS or on the left menu panel in the BPMS. 

(remember to click on the button (marked in yellow) in order to get the left menu to appear.

BPMS content via "My Governance Tasks" 

A third option to access content ready for your approval, is under "My Governance tasks". Here you can find all the workflows or process diagrams that you are responsible for (note that also all the change request you are responsible for also will be listed here, they will be listed at «change request» under «Governance area»).

Explanation of the different states of the processdiagrams or workflow diagrams:

  •  «Development»: meaning that the process diagram or workflow is under drafting. You can click and see how the model looks like (this version will not be visible for the end user).
  • «Ready for approval»: after the draft is finalized, the modelor sets the model for «ready for approval», meaning that you as a Process Owner / Process Responsible have to go through the draft and either «approve» or set in «development» (inform why the model is set in development in a separate e-mail to the modelor)
  • "Approved": means that the diagram is approved and visible for the end-user. 

How to approve 

In order to approve - click on the button "Governance action" and then on "Approve"

The process will now be available for all end users through the BPMS. 

If you do not agree that the process should be approved, choose "Development". This will prevent the process from being visible to end users, and the review process will re-start.

How do you get access to the BPMS content that you are going to approve?

  • By asking your manager
  • By using the correct key
  • Following the link you get in the e-mail you receive about approving content
  • Under "Governance tasks" on the left menu panel
Click on the two correct answers below

Purpose and expectations

Why do we have a BPMS?

  • To simplify and streamline our way of working
  • To bring together our knowledge and experience and make it available for all
  • To reduce accountability
  • To increase level of bureaucracy
Click on the two correct answers

What is expected of me

Process governance

We expect commitment to and compliance with our management system from all employees. 

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

Every leader is responsible for ensuring that the employees know where to find the relevant governing documents, work in accordance with our management system and adhere to country-specific laws and regulatory requirements.

You will drive continuous improvement and make sure that all content reflects best practice.

The main differences between the Process Owners and Process Responsible are:

  • Process Owner has the overall accountability
  • Process Responsible has the day to day responsibility of process follow-up (handle change request etc)

What is expected of me?

I am for the BPMS. I make sure the content I am responsible for is and reflects . I driveand make sure all change requests are handled .

My Page

My Page

On My page you will find your personal details, the processes you are owner and/or responsible for, and the process roles you hold and in which process they belong. You will also see the change requests you are responsible for, as well as your subscriptions and governing tasks.

Click on the symbol marked in red to get to My Page.

My Page

  • Everyone with access to the BPMS has their own MyPage
  • MyPage is only for process owners or process responsible
  • I can only see my own MyPage
  • On my page I will find the processes I am responsible or owner for
Click on the two correct answers below