BPM's ERP and solutions have enabled companies to support and control structured, rule-based business processes. These tools allow transactional processes to be orchestrated and deliver maximum results when the activities of a workgroup are fully automated.
But the vast majority of users do not work in this way: knowledge workers cannot always operate in a predefined environment and need to conceive activities, make judgements, make operational choices based on their intimate knowledge of the work process and the context in which they move.
It is estimated that more than 50% of business processes today are piloted through unsuitable tools such as e-mail and spreadsheets.
Levelling, disorder and redundancy, but above all indeterminacy of responsibilities, are the risks faced by those who neglect unstructured information and horizontal processes.
The relationships between people participating in the collaborative work environment are governed by processes that cannot be mapped in advance and are difficult to associate with agreed procedural mechanisms. Is it possible to model, manage, trace these types of processes without limiting their innate need for flexibility and agility? Yubik was born as an answer to this question.
The definition of processes is more an art than a science
Yubik is a natural evolution of BPM, based on the simple idea that experienced users should enjoy spaces of freedom and elementary 'wide mesh' workflows. Unlike BPM, thanks to Yubik, a collaborative process will not obey a pre-established End-To-End diagram scheme, but will extend and develop as necessary, as activities become more and more complex, progressively aggregating new tasks and new practices. A process manager has the possibility to activate a new 'case' using predefined and simple containers, and then follow the development activities by aggregating new, equally elementary and simple process atoms as needed.
Yubik makes it possible to orchestrate processes of varied nature by assembling elementary building blocks. Although collaborative processes are unpredictable in terms of human interactions and succession of events, it is still possible to guide them through the definition of simple building blocks. Yubik offers a pre-built library of atomic workflows (Building blocks), the combination of which makes it possible to design and trace even the most complex processes.
Building blocks are thematic, for example:
Or more generic and usable to enrich one's work practice or supplement it with new commitments or company procedures:
The creation of a new collaborative process instance is done by selecting the most suitable case for the reference main stream. In all phases of the workflow, responsible users can activate the most appropriate building blocks (or subcases). For example, the resolution of a customer complaint may involve requesting an opinion from the legal department. Yubik allows to activate a sub-flow of opinion by binding the resumption of the main stream follow-up to the complaint to the completion of the response. At any stage of the workflow Yubik prepares the possible options for the activation of new houses giving 'more weight' to the most frequent ones. All the calls between the different building blocks are consolidated in a single process history and guarantee an overview of the commitments made, the actions taken, the associated documents and all the communications between the actors involved.
Yubik's Buiding Blocks are available in a library organized by theme (example: Quality & Assurance System, OHSAS Case, Project Case,...). The cases can be created and managed by Process Experts by assembling basic objects like:
SLA management is essential in case management. Timing, expiry dates and escalations require constant monitoring. Yubik offers reports that allow an overall analysis of collaborative process paths, ensuring their correct emergence and visibility (Process Mining).