BPMS meaning: Automate workflows and cut approval time
Table of contents
BPMS refers to business process management software, which helps you define, automate, and analyze business processes. Nutrient Workflow is BPMS that lets you build workflows in minutes — no coding required.
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What does BPMS mean?
BPMS stands for business process management software. It refers to tools that improve an organization’s business processes through definition, automation, and analysis. This is often part of digital transformation — migrating to digital, web-based tools.
What is BPMS used for?
BPMS software helps organizations document, standardize, and automate business processes. These tools reduce manual work through task automation, automated tracking and reporting, and analytics. They also increase visibility into operations.
BPM (without the S) is the discipline of identifying, documenting, and improving business processes. BPMS is the software that enables it.
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BPMS elements in detail
BPMS operates through three core elements that work together to manage business processes from design to execution.
Definition
Before your business can create automated BPM workflows, processes must be documented. This requires planning, collaboration, and drag-and-drop tools to illustrate how processes look. Business process models can be created within BPMS and reviewed by stakeholders. Process designs can be exported into different formats, commonly known as BPMN. Some process modelers also include simulation modes to test different scenarios.
Business process automation
Process automation offloads rote work and task management to a BPM solution programmed with business rules and automated triggers via a workflow engine. Building this automation involves assembling tasks, actions, and input mechanisms (e.g. forms or system inputs) using visual workflows.
Analytics
BPMS tools provide historical and real-time reporting or integrate with reporting tools for analytics about process performance. Reports are tied to KPIs and track the performance of individual actions, processes, and process members. Analytics identify bottlenecks and optimization opportunities. Data from a BPMS can be pushed into business intelligence (BI) tools for further analysis.
Benefits of BPMS
- Reduced manual errors — Automates repetitive tasks
- Lower labor costs — Optimizes resource allocation
- Faster customer response — Shortens inquiry handling time
- Real-time visibility — Shows process status as it happens
- Regulatory alignment — Keeps processes within compliance requirements
How BPMS works
BPMS works through three main phases, outlined in the next sections.
Process definition and analysis
- Process modeling — Create visual models of business processes with key activities and decision points.
- Process analysis — Identify inefficiencies and bottlenecks by examining process models.
- Process optimization — Streamline workflows and eliminate unnecessary tasks.
Process design and execution
- Process design — Design new business processes or modify existing ones.
- Process execution — Automate tasks and assign responsibilities.
- Process monitoring — Monitor processes in real time to identify issues.
Video: What is business process management?
Business process KPIs and metrics
Measurement with BPM automation is critical. Avoid taking an unscripted approach that catalogs a wish list of KPIs from departmental managers — this may result in too many KPIs to manage, KPIs that provide low business value, KPIs not aligned with high-level business goals, or KPIs that conflict with each other.
Using SMART metrics to measure business process performance
The SMART framework applies when measuring process improvement efforts:
- Specific — Metrics should be specific and tied to business goals.
- Measurable — The underlying data elements must be captured accurately and completely.
- Attainable — Target values must be realistically achievable by the right people.
- Relevant — Metrics should be results-oriented with identified actions to drive improvement.
- Time-bound — Reports and dashboards must be updated in time to allow appropriate interventions.
Refer to our BPM guide for more details.
The BPMS market
The BPMS market includes vendors that provide complete all-in-one solutions and smaller players that focus on specific aspects like definition, automation, analytics, form building, or collaboration.
BPMS software vendors include:
- Appian
- Bizagi
- IBM
- Nutrient Workflow
- K2
- Pegasystems
Find out more about our BPM software and how it can help your organization improve business process management.
Finding the right BPM software for your business
When selecting a BPM software vendor, consider:
- Capabilities — Can it automate workflows, streamline processes, and optimize operations?
- Customer service — What level of support and training is provided?
- Pricing — Is it based on users, processes, transactions, or something else?
- Scalability — Can it grow with your business?
Nutrient Workflow provides new customers with a hands-on customer success team to get you up and running within a few weeks.
Quick reference: Choosing a BPMS vendor
| Factor | Consideration |
|---|---|
| Integration | Is there a need to integrate with a single system, multiple systems, or a homegrown solution? |
| Implementation | How long does a typical implementation take, and will it be led by the vendor or an internal team? |
| Ease of use | Can business users administer and update the system, or is development/IT needed? |
| Platforms | Is the system available in the cloud, on-premises, or self-managed? |
| Flexibility | How flexible is the solution for customization? |
| Pricing/licensing | Is the pricing based on users, processes, transactions, fixed, or concurrency? |
| Scope | Is this a solution for one department, multiple departments, or organization-wide? |
| Task management | Does the system provide robust tools for viewing and managing tasks? |
| File/document handling | Can the system include files and documents as part of the process? |
| Number of processes | Will there be a few complex processes, many simple processes, or a combination? |
| Number of subprocesses | Will processes require multiple subprocesses (child processes)? |
| Use of business rules | Will the processes and forms require simple or complex business rules? |
FAQ
BPMS automates and analyzes business processes to improve efficiency and reduce costs. Nutrient Workflow uses BPMS principles to help organizations automate approvals, requests, and multistep workflows.
Nutrient Workflow provides drag-and-drop process design, automated routing, real-time tracking, and analytics dashboards — all without requiring code.
Yes. Nutrient Workflow integrates with ERP systems, CRMs, databases, and other business applications through APIs and prebuilt connectors.
Common use cases include expense approvals, employee onboarding, purchase requests, contract reviews, IT service requests, and compliance workflows.
Most customers are up and running within a few weeks. Our Customer Success team provides hands-on support to design and deploy your first workflows.