I've been asked to help someone out with a process map and although my first advice was to draft it on paper, then we can figure out what it should actually look like, my second point was to ask what software was available. I'd already guessed that there would be no formal process mapping software, let along Business Process Management suite that I'd have liked to have seen. I was at the point of hoping for MS Visio, as a diagramming tool, it works, but it does mean that you have to capture the rest of the process description elsewhere.

I think it's worse than that and if anything, this sums up a lot of clients I've been with; we've had to start with MS Powerpoint. It may sound easy to get hold of Visio, but wait for public sector procurement cycles and regulations to kick in and you could be waiting months. In fact, on one client, I had to wait 9 months before I could get my hands on Visio, let alone anything more suited to the job. Fortunately, process mapping was of secondary concern, implementation of an application was primary.

Choices

So we're left with a few choices and this is how I normally handle it:

1. Use powerpoint in the meantime (remember to add additional connector points, it makes life a lot easier)
2. Raise a purchase order in for Visio (at least for a license that can be transferred after I've left)
3. Start the client thinking about short-term and long-term process management
4. Assist the client in understanding/evaluating which process mapping tools are suitable or if they're better assisted by a full BPM/Business Process Management application.

Number 3 is often a fun ride for the client and for me. You can watch for the lightbulb to switch on as they grasp the fundamentals of why managing processes across an organisation is important and how they can do it. I watch as I see them grapple with their processes, realising that they can be in control of how they work and how they want to evolve.

Short-term

The short-term is usually about commonalities in processes, adhering to standards, ensuring that any process mapping work is done to the same standard (whether true BPMN, UML Activity diagrams or an in-house mix - as long as it's standardised and understood).

Long-term

The long-term aim is about Business Process Management and how the business will integrate with the software that they use. That's an uncomfortable angle for most business users who only ever really hear about integrating applications with other applications, or more likely it's the cost of integration that will prohibit them from meeting their new targets.

What about me using my own laptop and process modelling software

I've never fully gone down this route because:

1. All clients are different and what I use may not work with what they use - there are standard exchange languages but I've yet to see them work smoothly for any application to any other application.
2. It doesn't teach the clients to be self-sufficient. If I do the work on my application, then they won't learn the details about what's involved.
3. I've no real, valid use for the software outside of the business process consultancy.

Open-Source?

I often promote open-source, for instance, anyone looking at CRM should take a look at vTiger. It may not be the best, but it's a great starting point for ascertaining what you do want.

In the past, I've looked at open-source/freeware alternatives to visio and I've never been happy with any of them. It's been a few years and I'd like to revisit that area.

At the time, Dia just didn't work well on windows, ArgoUML/PoseidonUML & Eclipse weren't mature enough at the time. I like the look of Intalio | Designer. I'll have to have a proper look and report back later.