Introduction
In the previous article, we discussed how to choose the ideal licensing model to implement Qflow in your organization’s business processes, detailing the features of On-Premise and Cloud.
But, once the licensing is chosen, how much time does it take to empower a process with Qflow? Let’s see the requirements, steps, and estimated costs of implementing Qflow Cloud in a model process.
Requirements for implementation
To effectively implement qflow cloud implementation in your organization’s processes, it is necessary to evaluate beforehand if it meets the necessary requirements.
Organization maturity level
The path to process management maturity is determined by the maturity of the organization seeking to implement the BPM tool.
For a process to be designed and automated with Qflow, it must be able to be replicated, repeated, and documented; otherwise, its management will not be optimal.
Selecting the right tool
If the organization has the necessary maturity level to implement a BPM system in its business process management, it is necessary to conduct proper due diligence to select the appropriate tool.
The organization and methods or quality area of the company will be responsible for studying the various options available in the market, and once the tool is chosen, understanding thoroughly how it automates processes.
License
Once the tool is selected, it is necessary to ensure the necessary licensing to incorporate it into your organization’s processes. In this case, the evaluation of the appropriate Qflow Cloud licensing plan and its subsequent hiring constitute the third requirement.
Team
As important as the processes are the employees who interact with them. To optimize your processes with Qflow, it is essential to have a team of people who can implement the process in Qflow, with the necessary knowledge of the tool.
For this, it is necessary to foresee the training of the involved users. Qflow offers a course that covers the topics required to start using it, with a duration of 24 hours plus a minimum equivalent time in practice.
Modeling, configuration, and iterations.
The successful implementation of Qflow in a business process requires careful modeling, meticulous configuration, and rigorous testing with the users who will use it.
Employees trained in the tool must dedicate the necessary time to meet the three stages. If there is no available staff to implement the process, we have specialized consultants in process survey and implementation available to our clients.
Steps for implementation
Once the necessary requirements for implementing Qflow in your organization’s business processes are guaranteed, you can begin to incorporate the tool following prudent steps for its success.
Process design and configuration
First, users trained in the tool must model the chosen process in Qflow design, configuring the data, roles, and conditions necessary for its correct operation.
Iteration
The users who will participate in the process management must carry out a first iteration to ensure that the implemented process corresponds to the defined process.
Then, an iterative refinement stage begins, with periodic tests and corrections until the expected result is achieved.
Production deployment
With the process ready to use, the production deployment begins. Essential users and permissions are configured, and the organization is trained in the use of the system.
Tech support
After putting it into production, a tech support system is set up for users using the process, where trained employees can assist them with any doubts and adjustments that may arise in its use.
Example
Let’s take as a model case the implementation of a personnel recruitment process, as described in this article.
Once the need for a process to automate the selection of new employees in the organization is identified and the requirements for implementing it with Qflow are guaranteed, let’s estimate the necessary work hours to optimize it successfully, assuming that the development is done in-house.
Assigning 2 implementer users to the modeling and configuration of the process. Identifying 5 key users for its management and 30 collaborators who will work with the process once implemented, the implementation instances and their respective work hours would be as illustrated in the following table.
Instance | Hours allocated per collaborator | Total hours |
Qflow training | 24 hours of Qflow course | 48 hours |
Practice hours with Qflow | 30 additional practice hours | 60 hours |
Initial process modeling and configuration | 40 hours of process design and configuration | 80 hours |
Iterative refinement | 5 instances of 2 hours each, with the users who will participate in the process management | 70 hours |
Adjustments after each refinement instance | 8 hours of adjustments after each meeting | 80 hours |
Adjustments for production deployment | 4 hours of final adjustments | 8 hours |
Training for process users | One-hour workshop with all collaborators who will interact with the process | 30 hours |
376 hours |
Conclusion
Before beginning to implement Qflow Cloud for the design, automation, and management of your business processes, it is essential to ensure the necessary requirements to guarantee optimal use of the tool, follow the recommended steps for its implementation, and estimate the resources involved; both in personnel and in available time to configure the processes.
Our specialized consultants are available to advise your organization on the implementation of Qflow Cloud in your processes. Don’t hesitate to contact us to empower your company with Qflow!