sofka-bpmn-process-analysis

BPMN Process Analysis & Modeling Skill

"A process you can't see is a process you can't improve."

Purpose

Model, analyze, and improve business processes using BPMN 2.0 notation. Delivers AS-IS documentation with pain points, TO-BE design with automation opportunities, process maturity scoring, automation ROI, and SAP fit-to-standard alignment. Produces HTML deliverables with Sofka branding.

When to Use

• Documenting AS-IS business processes
• Designing TO-BE improved processes
• Conducting SAP fit-to-standard workshops
• Analyzing operational bottlenecks in IT services
• Creating process improvement proposals with ROI
• Assessing process maturity levels
• Designing RACI assignments per step
• Building compliance/audit trail documentation

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Table of Contents

1. BPMN 2.0 Element Catalog
2. AS-IS Modeling Framework
3. TO-BE Modeling Framework
4. IT Services Process Patterns
5. SAP Fit-to-Standard
6. Visualization
7. Deliverable Structure

For project-specific variants, RACI templates, maturity model, compliance: references/henka-process-variants.md

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BPMN 2.0 Element Catalog

Containers

• Pool: Top-level participant. Separate pools per external entity.
• Lane: Role/department subdivision within a pool.

Activities

• User Task: Manual human activity. Name: Verb + Object ("Approve Timesheet")
• Service Task: Automated operation. SAP transactions, API calls.
• Script Task: Automated logic without external call.
• Manual Task: Physical work, not automatable.
• Subprocess: Collapsed (+) for reusable; Expanded for inline.

Gateways

• Exclusive (XOR): ONE path. IF/THEN/ELSE.
• Parallel (AND): ALL paths simultaneously.
• Inclusive (OR): One or MORE paths.
• Event-Based: Race condition: whichever event first.

Events

• Start: None, Message, Timer, Signal, Conditional, Error
• Intermediate: Message, Timer, Signal, Error, Escalation
• End: None, Message, Error, Cancel, Terminate, Signal

Flows

• Sequence Flow: Solid arrows (within pool)
• Message Flow: Dashed arrows (between pools)
• Association: Dotted lines (data to tasks)

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AS-IS Modeling Framework

Discovery Methodology

1. Interview actual performers (not management assumptions)
2. Document exception flows and workarounds
3. Note manual handoffs between systems
4. Identify redundant approvals
5. Track waiting periods and batching delays
6. Use process mining data if available

Capture Per Process Step

Attribute	Description
Actor	Role (not person name)
Action	Verb + object
System	Tool/system used
Input/Output	Data consumed/produced
Duration	Active work time
Wait Time	Queue time before step
Exceptions	What can go wrong
Pain Points	Friction, workarounds

RACI Per Step

Role	Definition	Rule
R (Responsible)	Performs the work	Exactly 1
A (Accountable)	Owns the outcome	Exactly 1
C (Consulted)	Input before execution	0+
I (Informed)	Notified after	0+

Pain Point Classification

Category	Description	Visual
Bottleneck	High wait time, queues	Red border
Manual Workaround	Process outside system	Orange border
Data Quality	Errors, rework	Yellow border
Dependency	External wait	Blue border
Knowledge Gap	Tribal knowledge	Violet border

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TO-BE Modeling Framework

Improvement Categories

1. Automation: Manual → service tasks (SAP workflow, API)
2. Elimination: Remove non-value-added steps
3. Parallelization: Sequential → parallel where possible
4. Standardization: Unify variants with parameterization
5. Digitization: Paper/email → system-based (Fiori, self-service)
6. Monitoring: Add dashboards, KPIs, alerts

Process Metrics

Metric	Formula	Target
Cycle Time	End - Start	Minimize
Throughput	Completed / Period	Maximize
Wait Time	Total - Active	Minimize
Rework Rate	Corrections / Total	Minimize
Automation Rate	Automated / Total steps	Maximize
First-Pass Yield	Correct first / Total	Maximize
Utilization	Billable / Available hrs	75-85%

Automation ROI Template

Annual Manual Cost = (Hours/month x 12) x Hourly Rate
Automation Dev Cost = One-time build + test
Annual Maintenance = ~15-20% of dev cost
Annual Savings = Manual Cost - Maintenance
ROI = Savings / Dev Cost x 100%
Payback = Dev Cost / (Savings - Maintenance)

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IT Services Process Patterns

Pattern 1: Resource Allocation

START -> [Assess Requirements] -> [Check Availability]
  -> XOR{Available?}
    YES -> [Allocate] -> [Update Metrics] -> END
    NO -> XOR{Priority?} HIGH -> [Override/Hire] | MEDIUM -> [Queue]

Pattern 2: Project Lifecycle (E2E)

START -> [Create Client] -> [Legal Validate] -> [Master Data]
  -> [Create Project+SD] -> [Assign Resources] -> [Monthly Cycle]
  -> PARALLEL{[Hours], [Novelties], [Forecasts]}
  -> [Validate] -> [Invoice] -> [Close Period] -> END

Pattern 3: Billing Cycle

START -> [Collect Timesheets] -> [Validate]
  -> XOR{Valid?} NO -> [Correct] YES -> [Calculate Billable]
  -> [Apply Rates] -> [FX if cross-border] -> [Create Invoice]
  -> [Approval] -> [Send] -> [Post AR] -> END

Pattern 4: Timesheet Approval

START -> [Submit] -> [Auto Validation]
  -> XOR{Valid?} NO -> [Return] YES -> [PM Approval]
  -> XOR{Approved?} REJECT -> [Return] APPROVE -> [Financial check]
  -> PARALLEL{[Payroll], [Billing], [Profitability]} -> END

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Process Maturity Model

Level	Name	Characteristics
1	Ad-hoc	Undocumented, person-dependent, tribal knowledge
2	Documented	AS-IS captured but not standardized
3	Standardized	Single process across GEOs, parameterized
4	Measured	KPIs tracked, SLAs defined, dashboards
5	Optimized	Continuous improvement, process mining

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SAP Fit-to-Standard Alignment

BPMN-to-SAP Module Mapping

BPMN Lane	SAP Module	Key Apps
Resource Mgmt	PS/HCM	Timesheet, Resource Planning
Cost Control	CO	Activity Types, Cost Centers
Sales & Billing	SD	Sales Orders, Billing Docs
Revenue Rec	FI-RA	Scope 1IL
Project Mgmt	PS	WBS Elements
Intercompany	FI/CO	Scope 1GP/40Y

Gap Decision Tree

SAP standard covers 80%+?
|-- YES: Config? -> Configure. Key User Ext? -> Extend.
|       Process change OK? -> Workaround. Else -> Custom (escalate).
|-- NO: Critical? -> Hybrid. Not critical? -> Defer.

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HTML Visualization Approach

Mermaid — Sofka Brand

%%{init: {'theme': 'base', 'themeVariables': {
  'primaryColor': '#FF7E08', 'primaryTextColor': '#000000',
  'primaryBorderColor': '#CC6506', 'lineColor': '#333130',
  'secondaryColor': '#EFEAE4', 'tertiaryColor': '#FAF8F6',
  'fontFamily': 'Inter, system-ui, sans-serif'
}}}%%

Mermaid — Neutral

%%{init: {'theme': 'neutral'}}%%

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Deliverable Structure

AS-IS: XX_Analisis_Proceso_ASIS_Deep.html

1. Executive Dashboard: Scope, pain points
2. Process Inventory with maturity scores
3. BPMN diagrams with annotations
4. RACI per step
5. Pain Point Registry
6. Metrics Baseline
7. Recommendations with ROI

TO-BE: XX_Analisis_Proceso_TOBE_Deep.html

1. Improvement summary, projected ROI
2. Optimized BPMN with change annotations
3. Service variant flows (distinct per model)
4. SAP Alignment Matrix with gap scores
5. Metrics Targets vs baseline
6. Compliance Matrix
7. Change Impact Assessment

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Quality Criteria

1. All processes use BPMN 2.0 notation (pools, lanes, gateways, events)
2. Every step has: actor, action, system, input/output, duration, wait time
3. RACI assigned per step (exactly 1 R, exactly 1 A)
4. Pain points classified with business impact
5. Maturity scored per area with target levels
6. Automation ROI calculated per candidate
7. Service variants modeled as distinct flows (not exceptions)

Anti-Patterns

1. Happy path only — Must include exceptions, errors, rework loops.
2. Variants as exceptions — Different service models are distinct flows, not edge cases.
3. RACI without A — Every step needs exactly one accountable person.
4. Default Mermaid styling — Always apply brand theme or neutral fallback.

Edge Cases

1. Per-account allocation files — Staffing may use N files per client. Process flows must reflect this multiplicity.
2. Broken milestone variant — If milestones are forced to hours, model AS-IS as-is (broken), don't sanitize. TO-BE must show proper milestone flow.
3. Cross-border billing — Adds IC posting, FX, and TP documentation as distinct subprocess.

Cross-References

• sofka-sap-implementation: Module config, gap scoring, integration architecture
• sofka-regional-finance: CTC rates for ROI, compliance requirements