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What Is a BPMS? A Guide to Business Process Management Systems

Blog: ProcessMaker Blog

A business process management system can significantly improve the efficiency of your business. This allows you to put processes in place to help with tasks like improving accuracy, reducing costs, increasing customer service, and providing better communication between employees. 

It also helps to reduce errors and enhance collaboration between different departments within your company. Business process management systems need to be modular and flexible. The core features of a BPMS include the ability to design, execute, monitor, and optimize business processes. If you want your BPMS to be highly customizable, you’ll also want it to integrate seamlessly with your existing IT infrastructure and handle a wide variety of data types.

A BPM Suite and BPMS have different uses

A BPM suite is a set of integrated tools, whereas a BPMS is a platform that runs processes. A BPMS is a foundation for a BPM suite, but it doesn’t have all the capabilities you may need to run your business effectively.

A BPM suite offers a wide range of capabilities that can help you manage your entire business process lifecycle—from planning through execution and monitoring, improvement and optimization. Most importantly, they offer features like automation and analytics that can help you personalize customer experiences across channels (i.e., mobile apps).

The difference between these two technologies isn’t just semantics: It’s important to know what they mean to make informed decisions about which solution is right for your organization’s needs today—and where it will be headed tomorrow!

A BPM Suite is a collection of tools that integrate

A BPM Suite is a collection of integrated tools. Each tool addresses a specific business function, such as workflow, document management, or analytics.  It can be used for different purposes, including:

BPMS is the platform that runs processes

Business process management systems (BPMS) are the platforms that run processes. They provide the tools to manage and automate business processes, allowing you to take advantage of the benefits of BPM.

A BPMS is not a tool; it’s a platform for business process management. A BPMS is responsible for providing an infrastructure that supports BPM and associated tools. A robust  BPMS will support the following:

The core difference between a BPMS and BPM Suite is in how they function:

A BPMS platform optimizes and automates business processes

A BPMS solution helps organizations improve efficiency and productivity

A BPMS is an essential tool for companies looking to improve their business processes. They help companies increase efficiency, productivity, quality, customer service, and cost reduction.

This solution can also help you increase revenue. By automating manual tasks and processes in your organization’s workflow, it makes it easier for sales teams to generate more leads and close more deals faster, which leads to higher revenues for your business.

Types of BPMS solutions

Consider these prominent types when choosing the right tool for your organization:

Why a new BPMS may be beneficial

The benefits of a BPMS include:

The must-have features BPMS solutions offer

Other features you may want from your BPMS

If you’re interested in an enterprise-grade BPMS, here are some other features to consider:

Human-centric modeling relative to programming

Human-centric modeling

Human-centric modeling is a method for building business process models that can be used to automate processes or create decision trees. It is the most user-friendly of the three options, as business users can do it without extensive technical knowledge. However, since most people in a company aren’t programmers or developers and don’t speak fluent computer code, human-centric modeling requires more time and effort than BPMS or programming.

You should only consider human-centric modeling if your project has relatively straightforward requirements; otherwise, it may be easier to take advantage of one of the other two options.


In human-centric modeling, the code is provided by the business analyst. This provides a simple solution for implementing standards or platforms without requiring a developer to learn new skills.  However, BPMS requires more expertise than human-centric modeling and can be more challenging to implement.

A BPMS solution also requires significantly more expertise than programming, but it allows you to implement complex processes without writing any code yourself.


Programming is the most challenging approach to BPMS, but it’s also the most powerful. It allows you to get into the nitty-gritty details of what your business process should look like and make it work exactly how you want it to. For example, if there’s a step in your process requiring a user to enter their password before proceeding, programming will let you do that without any trouble.

However, when working with programming alone (or even with human-centric modeling), there are several aspects of business processes that are hard or impossible to model:

Human-centric modeling is generally more straightforward than the other approaches

Human-centric modeling is generally more accessible than the other approaches. With low code and no coding, it can be done by business users or citizen developers (non-programmers). It can be used in conjunction with programming to create a hybrid solution that leverages both the power of high-performance software and the agility of human-centric modeling.

Human-centric models represent things that the user cares about, not just what the system needs to know. This enables an agile approach to building applications that is much more responsive to changing requirements since you don’t have to wait for someone else’s schedule or process before you can get started on something new.

How to select the right BPMS system for your organization

Here are some quick features to assess:

Your company should be able to use the BPMS to coordinate multiple functions and business units within your organization.

It’s essential to consider the kind of communication that will take place between your business units and how a BPMS can help facilitate it. The following types of communication are good examples of how you should think about this:

The BPMS should allow for collaboration between employees and stakeholders

It would help if you evaluated the BPMS to ensure it allows you to collaborate between employees and stakeholders. Collaboration is an essential part of any business process management suite because it’s the act of working together toward a common goal or end. You’ll likely want to collaborate in various capacities and situations throughout your organization’s operations, so knowing if your software can accommodate these needs is vital.

The types of collaboration that may be needed vary depending on what kind of processes you need to run in your company, but some examples include:

A good business process management suite can quickly adapt to your company’s changing needs

A good business process management suite should be flexible and scalable. It should provide a framework that allows you to change workflows as needed, whether adding more applications or removing others. Sometimes, the right decision is to adopt an entirely new system; other times, it’s better to stick with what you have and make changes on the micro level instead.

You also want a BPMS that supports various business process methods—and one that will support any method you choose in the future—so you don’t need to worry about investing in multiple systems down the road.

The BPMS should help you identify which steps of your business processes are taking too long and make necessary adjustments

The BPMS should support mobile solutions

Mobile solutions allow you to interact with your BPMS on the go, giving you access to all of the business processes run by the suite. This means that it’s easy for employees to get the information they need to do their jobs better, focusing on getting things done rather than worrying about how they’re going to find out what needs doing.

Some benefits of mobile solutions:

Make sure the user interface is intuitive so your employees can adapt it easily and quickly

One of the most critical factors in choosing the right BPMS is the user interface. You want to make sure that it’s intuitive so your employees can adapt it easily and quickly.

It’s also vital for you to consider how your employees will use the system and what they need from it. If they aren’t familiar with a particular type of software, they may not know what they’re doing when they start using it. This could lead to more time being spent figuring out how things work instead of getting work done efficiently.

A good BPMS helps companies increase efficiency, reduce costs, improve visibility and keep up with consumers’ higher expectations for service

With this new wave of BPMS solutions, there is a strong chance that you will have at least a few choices to meet your needs. It will be up to you to evaluate them based on your criteria and whether they deliver what the project requires. 

However, it’s important to realize that the one right or best BPMS solution is often individualized and specific to each circumstance; there are too many variables in any industry or company to pick something off the shelf. The number and nature of your transactions and your organization processes will likely determine which software solution is best for you.

The post What Is a BPMS? A Guide to Business Process Management Systems appeared first on ProcessMaker.

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