Business Process Modelling Guide
Contents
1 Process Modelling ..................................................................................................................... 1
1.1 Business Process Definitions ..................................................................................... 2
1.2 Types of Process .............................................................................................................. 2
1.3 Levels of Maturity ........................................................................................................... 2
1.4 Business Process improvement ................................................................................ 3
2 Business Process Modelling Example .............................................................................. 3
2.1 Business Process Modelling Symbol Key and Definitions ............................. 5
2.2 Business Process Modelling Definitions................................................................ 5
3 Generic CRVS Business Processes ..................................................................................... 7
3.1 Generic Civil Registration Processes ...................................................................... 8
4 Mapping Generic CRVS Processes to the Reference Guideline.............................. 9
5 Common Business Process Modelling Software Tools ........................................... 11
1 Process Modelling1
Business process models are simplified representations that facilitate
understanding of an aspect of a subject area. Process models represent a real-
world process with the aim of:
• Understanding the business process by creating the model
• Creating a visible representation and establishing a commonly shared
perspective
• Analysing the process flow and performance
• Representing a target process state
1The Section on Process Modelling was derived from a presentation prepared by
Claudio Machado and the Book: Guide to the Business Process Management
Common Body of Knowledge (BPM CBOK), Version 3.0.
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1.1 Business Process Definitions
1.1.1 Business Process
• A Business Process is a defined set of activities or behaviours performed
by humans or machines to achieve one or more goals
• Triggered by specific events and have one or more outcome that may result
in the termination of the process or a handoff to another process
• Composed of a collection of interrelated tasks or activities that solve a
particular issue
• End-to-end work that delivers value to customers and may involve
crossing any functional boundaries
1.2 Types of Process
1.2.1 Primary (Core) Processes
Represent the essential activities that an organisation performs to fulfil its
mission. These make up the value chain where each step adds value to the
preceding step as measured by its contribution to the creation or delivery of a
product or service, ultimately delivering value.
1.2.2 Support Processes
The processes support the primary processes, often by managing the resources
and/or infrastructure required by primary processes. Examples of support
processes include information technology management, facilities or capacity
management and human resource management.
1.2.3 Management Processes
Management processes are used to measure, monitor and control business
activities.
1.3 Levels of Maturity
1.3.1 Level 1 – Incomplete or ad-hoc
Processes at this level are typically undocumented and in a state of dynamic
change, tending to be driven in an ad hoc, uncontrolled and reactive manner by
users or events. This provides a chaotic or unstable environment for the
processes.
1.3.2 Level 2 – Complete or defined process
Processes at this level are characteristically complete, possibly with consistent
results. Process discipline is unlikely to be rigorous, but where it exists, it may help
to ensure that existing processes are maintained during times of stress.
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1.3.3 Level 3 – Repeatable process
Processes at this level are characterized by sets of defined and documented
standard processes established and subject to some degree of improvement over
time. These standard processes are in place (i.e., they are the AS-IS processes) and
used to establish consistency of process performance across the organization.
1.3.4 Level 4 – Managed process
Processes at this level characteristically use process metrics, management can
effectively control the AS-IS process (e.g., for software development). In particular,
management can identify ways to adjust and adapt the process to particular
projects without measurable losses of quality or deviations from specifications.
Process capability is established from this level.
1.3.5 Level 5 – Optimizing process
It is a characteristic of processes at this level that the focus is on continually
improving process performance through both incremental and innovative
technological changes/improvements.
1.4 Business Process improvement
Business process improvement refers to the process of analysing existing
processes and process flows to optimise the processes according to a defined set
of criteria. This activity is also sometimes referred to as business process
reengineering. It is advisable to conduct business process improvement before
automating or digitising processes, to ensure that the automation or digitising
process is effective. Business process improvement may also implement the
output of the iterative analysis and design cycle and also address organisational
change management challenges. The aim is to have continuous improvement and
process optimisation.
2 Business Process Modelling Example
Business process modelling (BPM) is a method for representing the processes in
a system. An example of how to model the business processes for a CRVS system
is illustrated with a generic process in Figure 1, below, based on the Principles and
Recommendations for a Vital Statistics System, Revision 3 (UNSD, 2014). The
model was drawn in Bizagi Modeler2.
2 [Link]
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Figure 1. Example CRVS Business Process.
The BPM model should be read as follows (Modelling Element Names are in
Bold and Symbols in Italics):
• The overall Process Name is CRVS. This information is used to label a Pool
that refers to the overall business process. Lanes are used to describe each
of the four main actors in the process, ie Informant, Local Registrar, Civil
Registration Office and Vital Statistics Agency.
• The process begins in the Informant lane with the Task Declare the Vital
Event with Local Registrar within allowed time period.
• This Task is followed by another Task by the Informant which is to
Provide proof of occurrence with the relevant references to the reference
which is continued through all the tasks.
• The Process Flow then switches to the Local Registrar Lane and the Task
to Validate mandatory data with proof of occurrence. This is followed
by Tasks to Check for accuracy and completeness and then to Register
the Vital Event and then to Assign Registration Record Number. This is
then followed by a Gateway. A Gateway reflects a split into two parallel
directions. The first direction leads to the Task of Issue Certificate of
Registration. The second direction leads to the Task of Create Copy of
Registration and Send to Central CRO.
• The Process Flow switches to the Civil Registration Office Lane where
there is another Check for accuracy and completeness Task followed by
a Task to Generate statistical report followed by another Gateway. The
first direction leads to the Task to Send report to Vital Statistics Agency
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and the second direction leads to Archive Record before terminating in a
Stop Event.
• This Process Flow switches to the Vital Statistics Agency Lane where there
is another Check for accuracy and completeness Task followed by a Task
to Complete statistical report before terminating in a Stop Event.
2.1 Business Process Modelling Symbol Key and Definitions
The most common business process modelling symbols are shown and described
in the BPM Symbol Key and BPM Definitions, below:
Figure 2. BPM Symbol Key
2.2 Business Process Modelling Definitions
2.2.1 Flow
Task
A Task is an atomic activity that is included within a process. A Task is used when
the work in the Process is not broken. Generally, an end-user and/or an
application are used to perform the Task.
Sub-Process
A Sub-Process object is and activity that contains other activities (a Process). The
Process within the Process is dependent on the parent Process for its instigation
and has visibility to the parent’s global data. No mapping of data is required.
Start Event
The Start Event indicates where a particular Process will start. In terms of
Sequence Flow, the Start Event starts the flow of the Process and, thus, will not
have any incoming Sequence Flow – no Sequence Flow can connect to a Start
Event.
Intermediate Event
The Intermediate Event indicates where something happens (an Event)
somewhere between the start and end of a Process. It will affect the flow of the
Process but will not start or (directly) terminate the Process.
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End Event
The End Event indicates where a process will end. In terms of Sequence Flow, the
End Event ends the flow of the Process and thus, will not have any outgoing
Sequence Flow - no Sequence Flow can connect from an End Event.
Gateway
Exclusive Gateways (Decisions) are locations within a business process where the
Sequence Flow can take two or more alternative paths. This is basically the “fork
in the road” for a Process.
2.2.2 Data
Data Object
Data Objects provide information about how documents, data, and other objects
are used and updated during the Process. While the name “Data Object” may imply
and electronic document, they can be used to represent many different types of
objects, both electronic and physical.
Data Store
A Data Store provides a mechanism for Activities to retrieve or update stored
information that will persist beyond the scope of the process.
2.2.3 Artefacts
Group
A Group object is an Artefact that provides a visual mechanism to group elements
of a diagram informally.
Annotation
Text Annotations are a mechanism for a modeller to provide additional
information for the reader of a BPMN diagram.
2.2.4 SwimLanes
Pool
A Pool represents a Participant in the process. A Participant can be a specific
business entity (eg a company) or can be a more general business role (eg a buyer,
seller or manufacturer).
Lane
A Lane is a sub-partition within a Pool.
2.3 Business Process Additional Information
For each BPM documented, each process step should be documented with
supplementary information (as per table below). The BPM and associated table
provide a comprehensive view and description of the process.
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Name of process: Register Vital Event
Step Actor Additional Information
e.g. e.g. e.g. Informant permitted to be x, y and x by law
Declare Informant (insert law)
Vital Declaration of vital event must take place at
Event [location x] within a specified number of dates after
the event has taken place
…
Table 1. Generic CRVS BPM Additional Information
3 Generic CRVS Business Processes
All CRVS business processes include a number of generic steps that should be
included in one form or another. When modelling your processes, assess whether
contextual versions of the steps listed below should be included in the model, as
per Principles and Recommendations for a Vital Statistics System, Revision 3
(UNSD, 2014):
1. Civil Registration
1.1. Declare Vital Event (including Notify and Record Vital Event)
1.2. Validate Vital Event Data
1.3. Register Vital Event
1.4. Provide Certificate for Vital Event
1.5. Generate Vital Event Data for Statistics Purposes
1.6. Archive Vital Event Data
1.7. Share Vital Event Data
2. Vital Statistics
2.1. Compile Vital Event Data for Statistics Purposes
2.2. Quality Control Vital Event Data for Statistics Purposes
2.3. Generate Vital Event Data for Statistics Purposes
2.4. Disseminate Vital Event Data for Statistics Purposes
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Figure 3. Generic CRVS Business Model
3.1 Generic Civil Registration Processes
3.1.1 Declare Vital Event
Civil registrars can legally register vital events only on the basis of an informant’s
verbal or written declaration of the event [UNSD, 2014]. The informant is the
individual or institution who, as required by law, reports or witnesses to the local
registrar the occurrence of the vital event, its characteristics, the persons directly
concerned with the event and their characteristics (UNSD, 2014).
3.1.2 Validate Vital Event Data
Validation (verification) refers to the methods that can be used to assure the
accuracy, validity and completeness of reported vital event data (UNSD, 1998c).
3.1.3 Register Vital Event
A vital event registration record registers information on the occurrence of vital
events as well as the persons related to the event. In the process of registration, a
local registrar, prepares two documents, a vital event registration record and the
corresponding statistical report (UNSD, 2014).
[Link] Amend (Correct) Vital Record
Amendments (corrections) to vital records refer to the process of altering an
existing record to accommodate a clerical or other error. Corrections involving
legal aspects of registration, such as dates of occurrence, usually require legal
intervention while correction of simple clerical errors should be permitted
without legal intervention. The legal system should specify the authority to make
amendments and under what circumstances (UNSD, 2014).
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3.1.4 Certify Vital Event
Certification refers to the process of issuing certificates of Vital Events for legal,
administrative and other purposes (UNSD, 2014). The certificates are legal proof
of the occurrence of these vital events and provide statistical information to
various government agencies and the general public.
3.1.5 Generate Vital Event Data
Generation refers to the process of compiling data from individual vital statistics
records for the purposes of internal reporting (within the civil registration
service) or for sending to the agency responsible for compiling vital statistics.
Generation may also include linking records within the vital registration system,
eg linking infant death records to birth records by matching records infant deaths
in the death file with the corresponding record in the live-birth file, which allows
information from the birth record, such as birth weight, gestational age and other
characteristics of mother and infant at birth, to be combined with information
from the death record, especially the cause(s) of death (UNSD, 2014).
3.1.6 Archive Vital Event Data
Archiving refers to the process of storing and preserving vital event records. This
includes both source documents and related or supporting documents both in
paper and digital format (UNSD, 2014).
3.1.7 Share Vital Event Data
Vital event data may be shared with other organisations, such as agencies
responsible for maintaining the population register. Vital event data, such as
marriages and divorces may also be shared, where they are maintained by a
separate agency or ministry (eg justice).
4 Mapping Generic CRVS Processes to the
Reference Guideline
Table 2 shows the mapping between the generic high level business processes and
paragraph headings from the Principles and Recommendations (UNSD, 2014).
This mapping assists with guidance in terms of best practices for defining specific
CRVS processes.
Principles and Recommendations for a Vital Civil Registration
Statistics System, Revision 3
Declare Validate Register Certify Generate Share Archive
D. Principles of a vital Clauses
statistics system
5. Designation of a 349- x
legally responsible 355
informant for each
type of event
F. The Civil Registration 356-
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Process 357
1. Place of registration 358- x
360
2. Time allowed for 361- x
registration 363
3. Cost of current 364 x
registration
4. Proof required for the 365- x
registration of vital 368
events
5. Provision for late and 369- x
delayed registration 373
6. The vital event 374- x
registration record 377
6.(a) Ways and means of 378- x
preparing records of 382
vital events
6.(b) Storing and preserving 383- x
records of vital events 392
6.(b)(i) Space and storage 383- x
considerations 384
6.(b)(ii) Preservation methods 385- x
and safety 391
6.(b)(iii) Need for central 392 x
storage and
preservation of vital
records
6.(c) Storage and 393 x
preservation of other
related registration
documents
6.(d) Recommended policies 394- x
for the release of 396
information on
individual vital event
records
6.(e) Content of the vital 397- x
record for legal 399
purposes
6.(f) Numbering vital 400- x
records 403
7. Complementary 404- x
notations (additions) in 409
vital event registration
records
8. Amendments 410- x
(corrections) to 414
registration records
9. Recommendations for 415- x
issuing certified copies 418
of vital event
registration records
10. Linkages of vital 419- x
records within the 422
registration system
11. Linkages of vital 423- x x
records with records of 426
other systems
12. Recording, reporting 427- x
and collecting civil 448
registration data for
statistical purposes
12.(a) Types of statistical 427- x
reporting forms and 434
content
12.(b) The statistical x
reporting process
12.(b)(i) Principles of statistical 435- x
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reporting 444
12.(b)(ii) Improvement of 445- x
completeness, 448
accuracy and
timeliness for
statistical purposes
Table 2. Mapping between Generic Business Processes and main sections in the
Principles and Recommendations (UNSD, 2014)
5 Common Business Process Modelling Software
Tools
A number of different software tools are useful for modelling business processes
and some of these are listed in Table 3, below. In general, we have listed tools that
are simple to use, commonly used and either free or readily-available and
affordable.
Name Description License Platform Location
Bizagi Simple FOSS Microsoft [Link]
Studio flowcharting
tool
Bonita BPMN 1.1 FOSS Open [Link]
Studio modelling tool
[Link] Simple FOSS SAAS [Link]
flowcharting
tool
Enterprise Database driven Sparx Microsoft [Link]
Architect design tool Systems
Google Simple drawing FOSS SAAS [Link]
Drawings tool
Lucid Powerful Lucid Open/SAAS [Link]
Chart drawing tool
Visio Powerful Microsoft Microsoft [Link]
drawing tool us/visio/
BPMN BPMN 2.0 Orbus Microsoft [Link]
Stencils models in Visio
Key: FOSS – Free and Open Source Software; SAAS – Software as a Service
Table 3. Details of Common Business Process Modelling Software Applications.
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