IYOPRO Improve your Processes

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1 IYOPRO Improve your Processes Highlights Business Process Management Suite involving the following components Process modeling & documentation Process execution & workflow Companies across all industries are oriented increasingly stronger to customer demands and technologic and market specific existing realities to stay competitive and gain competitive advantages under steadily growing market requirements. In this context business process management supports companies to operate flexible on the market. By identification, modeling, analyzing and management of business processes workflows are examined and if necessary optimized to create more effective, efficient, transparent and flexible business processes. Process analysis & simulation Available as SaaS-application (Software as a Service) or as in-houseapplication (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 attribute extensions New analysis- and optimizing opportunities by the combination of modeling and simulation functions Stochastic and discrete event simulation of business processes Process documentation via process portal individual templates and notation validation for In-house-solutions IYOPRO supports your business process management comprehensively within the stages of the process lifecycle and can be used by companies or organizations across all industries size-independent for all business and work areas. As a Cloud-Service with service oriented architecture IYOPRO offers independence 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 browser. 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 executable 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 allocation of resources. You identify cost factors, processing times and resource consumption of your processes and reveal optimization potentials.

2 Business process modeling and documentation I n d i v i d u a l a n d i n t u i t i ve u s a b i l i t y The BPM-Suite supports six different languages. The user interface 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 restrictions. Read, write, execute, delete, rename, export or set security settings 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 message interchange between the communication partners participating in the process Conversation diagrams demonstrate the relation between the different process instances V a r ia n t s a nd ve rs i o ns 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 demand-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 maintaining the created processes with different updates. C u s t o me r s pe c i f ic s e t t i n g s IYOPRO is based on the BPMN 2.0 standard. By mean of the customer specific settings you can match the color of notation elements 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 documentations 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 protection obligations within the process activities. Example of a Conversation diagram Example of a Collaboration diagram Example of a Choreography diagram

3 S u p p o r t v i a p r o c e s s v a l i d a t i o n Your process models are validated automatically. While modeling IYOPRO already indicates warnings in case your model doesn t meet the BPMN 2.0 standard. Various notifications such as general errors, warnings or additional information are immediately attached to the causative elements. T e a m w o r k n o p r o b l e m! The collaboration function in IYOPRO allows working in teams 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. Another model validation tool is the process animation. Step by step this function passes through the process visually and colorcodes the elements so that you can comprehend the process flow.. 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. 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 context. 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 including the current validity. 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.

4 Business process execution & workflow D o e s t h is s o u n d f a m i l i ar t o y o u? 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 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 resulting benefits: By means of the appropriate information provision you reduce your employee s costly research studies. Plus you prevent additional work such as redundant data entry in different 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 Responsibilities and notifications You can choose the responsible persons and notifications corresponding to tasks in four different ways: Role-based by the allocation of tasks to a pool of employees By selecting specific employees Via Variable according to the form entries Besides, the selected user can be informed via about outstanding 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. Therefore 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. 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 descriptiveness of the elements. 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 employee within the form. It allows the integration of work instructions, contact person, etc. and is customizable to your company s standards. The form documentation serves as a description and assistance to fill out the document. As with the task description it can be laid out individually.

5 Business process simulation und analysis W h a t is t h e p o i n t o f s i mulation? 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 possible to Compare strategies and process alternatives Perform Bottleneck and storage analysis Test behavior of processes and resources under different job load Activity based costing Optimize key figures P r o c e s s c o s t a n a l ys is 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 consumption. Your simulation results are therefore more accurate and improve their significance. E ff e c t i ve a l l o c a t i o n of re s o u rc e s Staffs as the holder of know-how and more resources are essential 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 diagrams. R e s u l ts c l o s e t o re 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. W h a t c o s ts c a n b e i d e n ti f i e d? IYOPRO distinguishes between driver dependant and driver neutral cost types. In opposite to the driver neutral 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 possible for example to generate a life cycle assessment of the simulated processes. You only need to add the cost factors to your organizational chart and assign them to the matching activities. IYOPRO generates simulation scenarios using stochastic seeds that can be generated automatically or set manually. This makes experimentation regarding different characteristics possible.

6 Who we are intellivate GmbH Süderstrasse 282 D Hamburg Tel: +49 (0) Fax: +49 (0) Am Schmachtenberg 8b D Iserlohn Tel: +49 (0) Fax: +49 (0) i n t e l l i va t e Gm b H in the S tö r te b e k e r h a u s in H a m b u r g Intellivate s specialization is to make processes of all types leaner, more robust and therefore more efficient by know-how and software tools. We support you to understand your data and process management as the asset information 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! IYOPRO-Produktdatenblatt Stand März 2014