Recent developments in information technology have radically altered the business model of the enterprises around the world. The Business Process Management Systems (BPMS) introduce the e-administration concept and facilitate not only the effective business processes reengineering (BPR), but also the precise execution and full monitoring of the business processes.

In modern enterprises, employees are using an Intranet, in order to communicate, to cooperate (by exchanging e-tasks), to have access to e-libraries and to get informed about the internal circulars and other publications of the organization. An employee, just by using a browser (eg. internet explorer), has access to the corporate network that has a form similar to this of a common website. The actions allowed are clearly defined by the type of authorizations specified. Also, the network can be extended to external users (eg customers, suppliers for e-procurement, etc.), by developing extranet portals for each type of user.

In the Intranet and the Extranets, all processes of the organization are fully automated. Policies and regulations of the organization are kept electronically in a central point within the system, so that they can be monitored and updated by authorized officials. Furthermore, depending on the needs of the organization, the system maintains integrated databases concerning customers, suppliers, personnel, products, cost centers, etc.

Each process of the organization is electronically executed and all the associated documentation is kept in an electronic file that can be accessed and modified in all stages of execution of the various tasks. The file includes the required forms - forms that dynamically change depending on the implementation stage of the process. Most of the fields of these forms are filled automatically by the system in accordance with the organization's policy, laws, etc. (eg. automatic calculation of VAT depending on the type of expenditure), and the company's records (eg by inserting the customer's code, all the associated fields (name, address etc.) are filled in). Thus errors are minimized, transparency is enhanced and procedures are speeded up. There is also the possibility of using digital signatures, and the automatic generation of documents (eg invoices, contracts, letters, etc.) according to template and the information generated by the execution of the process.

The execution of the business processes is online. The employee, by connecting to the Intranet, has access to his/her personal page, where he/she can see a list of all pending tasks and theirs priority . Also, he/she gets (prior) notice for late or emergency tasks, and has access to his/her personal agenda. By selecting a specific task, a special screen displays, that shows instructions for the execution of the task, all required information and documents associated to the task and the task execution form. Upon completion, the task follows the prescribed workflow.

The monitoring and control of processes is made electronically, by tracking performance of the procedures, both during execution and after completion. During execution, the person responsible monitors the development of each instance of the process and is notified about delays in relation to the estimated time. Also, at regular intervals, e.g. per day or month, reports are prepared for the overall execution of the processes, workloads, delivery times, costs and any other matter of interest to the organization's management.

Also, any modification of the processes can be made with the direct introduction of the changes into the system, without the need for adoption of new regulations and retraining of personnel.

Finally, Business Process Management Systems have the potential for simultaneous operation with enterprise resources planning systems (ERP, accounting applications) and any other applications of the organization, by integrating all information systems and databases and facilitating users to work in a single, user-friendly environment, regardless of the executed task.

The Business Process Management Systems are enabling the modernization of existing organizations. More specifically:

• automate processes and ensure quality standards
• increase productivity dramatically, by handling a larger workload with greater accuracy and in less time
• minimize errors
• allow direct import of strategic change
• support the continued improvement of the organization
• optimize the use of manpower
• reduce the need for vocational training
• reduce operating costs
• are source of competitive advantage
• foster cooperation with third parties (suppliers, customers, etc.)
• ensure compliance with policies and regulations of the organization
• allow better knowledge management (the knowledge remains in the organization, not the employees)

 • optimize collaboration between people and information systems

Advanced Services Group Ltd. is a certified partner of AuraPortal ® for the implementation of intranets, document management, business process management and information systems integration.

AuraPortal ® BPMS - CRM (Business Process Management Suite & Customer Relationship Management) is one of the most reliable and modern BPMS solutions internationally, is included in "Microsoft ® International Catalogue of Products" and is described as an example of the next generation of BPMS by Gartner. Today, AuraPortal ® BPMS - CRM has been selected by leading companies and public institutions in more than 35 countries around the world, inter alia Coca-Cola, Carrefour, Toyota, Yamaha, Bristol-Myers Squibb, FritoLay etc.