Why is BPA
important to my business?
In order to understand why BPA is important, we must
first examine common problems with manual business
Occasionally, business processes are documented,
but more often than not many are passed along via
hands-on training and word of mouth. BPA ensures
that valuable knowledge isn’t lost as a result
of employee turnover—and that processes don’t
unwittingly change over time.
Difficult to track progress
If a process involves a series of sequential or
even parallel tasks performed by multiple employees
over a given period of time, properly tracking the
progress of the process can be a daunting task.
Often, tracking tasks becomes a matter of “going
down the line” to figure out who is on the
critical path, and discovering that a given task
is past due may not happen in a timely manner.
When executing manual processes, required data can
be lost or unintentionally omitted. Once it is discovered
that important information is missing, an employee
may have to back-track to find it.
Too much paper
Despite the great infusion of increasingly well-connected
personal computers, there is still a great deal
of paper pushed through many offices. It is difficult
to manually control and track the flow of paper
through a business process.
Difficult to acquire
Even in a reduced paper environment, it can be very
difficult to find needed electronic documents, files
and data. Searching hard drives and network drives
can be tedious, and often there are multiple copies
of the same document and even multiple versions
of the same document, causing confusion.
Unclear business rules
Business rules may not be readily available, may
change frequently and employees may find it difficult
to keep track of them. This causes delays and potentially
serious problems if business rules are not properly
documented and followed.
Difficulty in scheduling
Manual processes may not account for schedule changes.
Employees may be sick, on vacation or leave the
company, which may impact scheduling and fail to
transfer tasks to an available employee.
Overcoming these challenges by automating common
business processes can provide a significant improvement
to productivity and directly impact your company's
WorkFlow Pro from CTGi addresses these common problems
and many more. Using WorkFlow Pro to document, track
and schedule manual business processes will empower
your organization to improve almost any aspect of
What can be automated with
Virtually any internal process can be automated with
BPA, including processes spanning every department
and/or functional area. Some examples include:
- New hire procedures
- Benefits enrollment
- Performance reviews
- Software installs
- Feature requests
- Document management
- Maintenance requests
- Commission calculations
- Account audits
- Sales quotes
- Customer tracking
- Payment processing
- Vendor approvals and requests
- Customer credit checks
- Purchase requests
- Purchase orders
- Sarbanes-Oxley Compliance
- Contract management
- New service turn-up
- Issue / defect tracking
- Supplier status updates
What are the benefits of BPA?
Reduce labor costs and
The most obvious benefit of workflow automation
comes from increasing operational efficiencies.
Routine, paper intensive tasks done by staff members
can be completely automated.
Similar to how an assembly line increases manufacturing
efficiency, BPA increases office efficiency. New
employees can be productive faster because less
time is needed training them on the details of your
Better customer service
When your employees are able to shift focus from
mundane and routine tasks, they can better focus
on the customer and how to serve them better. BPA
empowers employees to give customers with top-notch
service, such as automatic order notification, shipping
information or periodic status updates.
During the course of running a workflow, WorkFlow
Pro keeps track of everyone involved in the process.
Due dates are carefully tracked and it is easy to
define what happens when a task needs to become
escalated. Common worries about tasks slipping through
the cracks because some email was lost in someone's
inbox can be eliminated. Every aspect of a process
can be tracked, logged and audited at a later date.
WorkFlow Pro can easily integrate your workflows
with remote offices, work-at-home employees, business
partners and vendors. Each can be given separate
security and allowed to participate by simply using
a web browser.
Workflow Automation can be of great value to the
sales side of your organization as well. WorkFlow
Pro can integrate with CRM applications to provide
automation in your sales pipeline, in lead generation
and in your email follow up campaigns. WorkFlow
Pro can ensure your standard sales procedures function
smoothly and makes sure leads are kept in the loop.
WorkFlow Pro automates processes across your
entire enterprise and integrates with existing internal
systems and other CTGi applications.
How WorkFlow Pro works
WorkFlow Pro is a simple, graphical process design
tool that requires no programming on the part of the
process designer. Processes, actions and routing can
be done simply by drawing connections between various
process elements. Because the application is so easy
to use, organizations can have a fully-functional,
web based workflow in a matter of hours in four easy
Step 1 - Define the information
First, a process designer defines information using
- Process participants - The people involved
in the process and the roles they play in completing
- Process data - The information and data associated
with the process. Some examples might include
customer information, invoices, tracking numbers,
purchase amounts, closing dates or image scans.
Data can include text, numeric, date, memo, or
document attachment data types. Information can
be added, updated or removed—even after
the workflow has been designed.
- Process workflow - The way data is moved from
person to person and the business rules defining
the steps of the process.
Step 2 - Draw the workflow
Using the WorkFlow Pro Workflow Designer is as easy
as drawing a workflow diagram. Simply select from
a palette of workflow actions and connect the actions
with lines to designate the flow of work. Workflows
can range from simple to complex.
Workflow action can include task assignments, splits
and joins, and other automation tasks such as sending
email or updating a database.
Step 3 - Assign roles
Assigning roles includes defining the people and
groups responsible for executing the tasks and working
with the automated processes. WorkFlow Pro allows
a great deal of flexibility in defining group and
role assignments of the process participants.
Group and role assignment also play a key part
in process security. Process information can be
restricted to certain users in any way that is necessary.
Step 4 - Test and deploy
When the process is complete, simply save the workflow
and the automated process is available for testing.
There is no code to write, no program to build or
compile, no need to upload data or create a database
Initially, the process will run in test mode, where
it can be tested without affecting production data.
Simulations can be run to test various users of
the process. When everything looks good, it is easily
deployed and immediately available to your entire
Once completed, the process becomes available to
the entire enterprise. The WorkFlow Pro Server takes
care of the details such as generating web forms,
security, database setup, calculations, task assignments
and due date tracking.
Learn more today
Contact us to learn how to take advantage of WorkFlow
Pro and begin automating your organization’s
workflow today. For more information, call (800) 448-2835.