A framework for co-located collaborative business process modelling using touch technologies

Abstract

In recent years the field of Business Process Modelling (BPM) has gained increasing attention from both the business and research communities. One of the primary drivers for BPM is the improved understanding of Business Processes (BPs) and the competitive advantage gained over competitors. In addition, BPM can improve communication in an organisation and facilitate increased support for change management. BPM is a collaborative activity that needs to be carried out in a team environment, and Collaborative Business Process Modelling (CBPM) promotes improved readability, accuracy and quality of process models as well as a reduced workload for modellers. In spite of the increased popularity of CBPM, there is limited research related to the collaborative nature of the modelling tasks performed by modellers and specifically to the synchronisation of shared process models. In addition, tools and techniques to support CBPM do not support this synchronisation effectively or efficiently. This study proposes a conceptual framework for CBPM using touch technologies in a colocated collaborative environment. The main research problem addressed by this study is that modellers experience difficulties conducting BPM activities in a co-located collaborative environment. In order to address the research problem and clarify and elaborate on the problems of CBPM, a two-fold approach was undertaken. Firstly, after an in-depth literature review, a BPM survey was designed and then sent to modellers in South African Information Technology (IT) consulting companies in order to provide a more in-depth understanding of the status and challenges of CBPM in IT consulting organisations. The results revealed that available BPM software do not adequately cater for CBPM and software tools do not enforce versioning and synchronisation. In addition, hardware constraints were reported as well as problems with integrating different parts of the process model that the modellers were working on. The results of the survey also showed that the positive aspects of CBPM are that ideas could be shared and overall there is a better understanding of the BPs being modelled. The second part of the problem elaboration consisted of usability field studies with participants from both education and industry using a traditional popular BPM software tool, Enterprise Architect (EA). Whilst several benefits of CBPM were confirmed, several challenges were encountered, particularly with regard to the integration and synchronisation of models. To overcome the problems of CBPM, a framework was developed that allows for co-located CBPM using tablet PCs. The framework includes a developed prototype of the BPMTouch software which runs on tablet PCs, as well as some theoretical aspects of CBPM. The BPMTouch software supports effective and efficient CBPM and the synchronisation of process models since it allows multiple modellers to work together on one BP model, with each modeller using his/her own tablet. If one modeller makes changes to the model, the changes are immediately reflected on the tablets of the other modellers since the changes to the model are updated in real time. Modellers cannot draw on the same model simultaneously, however, everyone can see what the active modeller (active participant with the green flag) is doing. Other participants can then become the active modeller and make changes to the model once the flag has been released and re-allocated. The results from the field studies, industry surveys and usability evaluations were all incorporated into the BPMTouch software tool design and into the aspects of CBPM in order to assist with the process of co-located CBPM using touch technologies. Usability evaluations were carried out in which industry and student participants used BPMTouch to create an integrated model and simultaneously and synchronously create a process model. The evaluations of the BPMTouch prototype revealed that participants prefer this system over traditional BPM software since the BPMTouch removes the need for post modelling integration. The theoretical contribution of the framework consists of aspects proposing that organisations should take the potential benefits and challenges of CBPM into consideration and address the Critical Success Factors (CSFs) before embarking on a CBPM project. These aspects can help with decisions relating to CBPM. The use of this framework can improve the quality of process models, reduce the workload of modellers and in this way increase the success rate of CBPM projects