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Standardising and automating business processes

Process standardisation: complete or partial

A process model is a common solution for those wishing to standardise and automate repeated processes. "Doing by design" refers to this traditional, normative, top-down process management for structured processes. The basic principle is as follows: the process model defines the execution. Every exception / alternative must be defined in the model – or it will not be possible. The model therefore dictates the process. However, experience has proven in practice that these kinds of normative business processes are too rigid and inflexible, particularly if they have to deviate from the norm and require alterations of the business processes due to changes in economic circumstances. Conventional business process management (BPM) systems are often too inflexible and complex. Long-term BPM projects which paralyse organisations over months are inconceivable given the dramatic changes in the market.

With Doxis4 Process Management, SER has developed an integrated software solution for business process management with which companies can flexibly determine the degree of standardisation of their business processes and can implement a smooth transition from ad hoc work items and process instances to model-driven BPM.

Doxis4 Process Management allows you to model and execute pre-defined process models and also supports various BPM engines and notations. A key difference to other workflow systems is that Doxis4 BPM delivers both normative and adaptive BPM in one software package. That way, you won't have to sacrifice one for the other. Our common technological platform even allows you to combine both procedures in one process.

All rules are determined by the process

Where it is clear from the outset that a well-structured process should be automated, Doxis4 Process Management can pre-define a process model which defines the individual process instances.

In addition, even frequently occurring process templates from the case-oriented, adaptive, "design by doing" approach (Doxis4 Task Management) can be defined as defaults. Businesses are no longer relying solely on a complex, "top-down" procedure with process analysis, implementation and execution ("model – build – run"), but can derive the information for the Doxis4 Process Management models from the findings from the execution of ad hoc process instances, from the logs of live process instances and also via "copy and paste".

Above all, this is easily achievable because the Doxis4 BPM Services always use the same concepts to describe processes, no matter whether they are defined for the "design time", "build time" or, for individual process instances, "runtime". This has created the foundation for applying new technologies such as "process mining" in future.

Doxis4 Process Management also offers a comprehensive range of functionalities. The combination of "model-driven" and ad-hoc processes guarantees process control optimised to your custom preferences for any required application – agile processes and flexible automation in one solution!

Find out more about process management with Doxis4

What it has to offer

  • Automation of structured business processes
  • Support for various BPM engines and notations
  • Guaranteed traceability of all process steps every time
  • Smooth transition from ad hoc process instances to model-driven BPM
  • A combination of both procedures in one process
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Short best practice: City of Göttingen
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City of Göttingen: Records management with electronic records and electronic complaint management

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Features & strengths

  • Process models – doing by design

    Should the "design by doing" approach result in frequently recurring process templates, or if it is clear from the outset that a well-structured process should be automated, Doxis4 Process Management can also be used to pre-define process models which define the individual processes to be executed. Doxis4 Process Management allows you to model and execute pre-defined process models and also supports various BPM engines and modelling notations, such as state transition and dependency diagrams. Automatic activities are just as possible as pre-defining potential decisions and determining rules in a process model, e.g. who should be assigned a work item.

  • Workflow maps and workbaskets

    Like a kind of electronic circular, the workbaskets in Doxis4 receive process instances and work items to be completed, with their current status and other important meta information. Pre-defined "filters" not only provide quick access to open, completed or planned work items, for example, but also show how many there are in advance. There are personal workbaskets and group workbaskets. Process instances can be sent on an ad hoc basis between different workbaskets – even automatically, e.g. for the option to assign deputies. The suspension function and active email notifications help to ensure that no work item is overlooked or forgotten.

  • Full traceability at all times

    Doxis4 BPM documents all activities, notices and information access processes during the process and gives an answer to the question "Where is this work item and who's working on it?". This guarantees not only traceability of work items and processes, but also the observance of compliance standards at all times.

  • A platform for normative and adaptive BPM

    Doxis4 BPM delivers normative and adaptive BPM in one software suite. That way, you won't have to sacrifice one for the other. Our common technological platform even allows you to combine both procedures in one process. Wherever particular parts of a process model cannot or should not be pre-defined, they can be created on an ad hoc basis. For example, when creating a complex technical offer, various work items with various experts may be required over and over, which are dependent on the specific offer in question. These parts remain flexible. However, for the purpose of formal and legal auditing and releasing the offer, a fixed, pre-defined process must always be worked through.

    Find out more about business process management with Doxis4 »

  • Usability

    One prerequisite for the acceptance and efficient application of ad hoc planned or pre-defined processes is also good usability. One of the basic principles applied while developing the Doxis BPM system was to offer the end user a graphical user interface which is simple to use and oriented to familiar environments, such as Microsoft Outlook.

Eissmann Group Automotive

The Eissmann Group made the decision to use the Doxis4 iECM Suite from SER across the entire business.

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City of Göttingen

Göttingen City Council relies on eGovernment and has introduced records management with electronic records
and electronic complaint management from SER.

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There are now already 43 million documents in the LBS Doxis4 system. 300 LBS employees work with electronic records, such as building loan records, loan records and legal records.

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Dürr Dental AG

Dürr Dental has automated the processing of delivery notes and incoming invoices and has integrated the Doxis4 solution with the leading IFS ERP system.

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DER Touristik

With its Doxis4 solution, the group processes more than half a million incoming invoices automatically and archives all invoicing documents in an audit-proof manner in the SER archive.

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Ärztliche Verrechnungsstelle Büdingen

The Ärztliche Verrechnungsstelle Büdingen uses the archive, DMS, eRecords, workbaskets, workflow, Capture and SmartOffice Plus from the Doxis4 iECM Suite.

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Deutsche Bahn AG

At Deutsche Bahn, Bahn Content Management (BCM), which is based on Doxis4, implements customer-specific applications for several thousand users across the group.

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Westfalen Group

Doxis4 is the ECM platform used across the entire Westfalen Group. Over the past 15 years, the SER system has consistently been expanded, with the result that nearly all of Westfalen's departments and corporate divisions now work with Doxis4.

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Fully integrated in the Doxis4 ECM platform

Until now, ECM and BPM were only available as separate software systems that required complex work to be carried out to integrate them into an application, middleware or portal layer. The new Doxis4 BPM realises the vision of being able to manage all information objects and services in an ECM & BPM context in a standardised and service-oriented platform (SOA) with a common "metadata kernel". The Doxis4 platform is the basis for the content repository with electronic archiving, DMS, records management, collaboration and the new Task and Process Management systems. All solutions can either be combined with one another or be used individually and independently. This means you don't have to make the choice between either the ECM or BPM systems.

Find out more about ECM-integrated business processes

What it has to offer

  • Standard metadata management
  • Complete multi-organisation and Unicode capability
  • Standard usage of services such as automated activities and notifications
  • Comprehensive user and access rights administration

Overview of process management with Doxis4

Process modelling

  • Modelling and execution of pre-defined process models
  • Support for various BPM engines and modelling notations
  • Support for state diagrams, flow charts and state transition diagrams
  • Support for Gantt charts and dependency diagrams
  • Combination and exchange of notation at every level of refinement
  • Display based on BPMN2
  • Support for automatic activities
  • Combination of "model-driven" and ad hoc work items by refinement
  • Pre-defining potential decision-making processes
  • Defining conditional processes (e.g. on the basis of decisions)
  • Determining rules in a process model, e.g. who should be assigned a work item

Integrated ECM and BPM

  • "Content-driven BPM" or "process-driven ECM" available
  • Documents and process instances as information objects
  • Standard search function for documents, records, work items and process instances with the Doxis4 search service
  • Standard comment function
  • Standard notification / subscribe service
  • Standard user and rights management
  • Standard customisation options
  • "Packaged application" common transport
  • Common agents