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How to Guide: Process & Task Mining For Software Implementations

Updated: Feb 2 partner - fruition

Automation has become a critical benefit for investing in new software but if your process isn't tight introducing a new software can unfortunately muddy the waters and diminish trust in confidence of the perceived results of a new platform

If you leading team, department of an organisation it is like you strive to maximise efficiency and reduce costs, leveraging technology to automate various tasks has become a top priority.

In this article, we will share how you can prepare for your software implementation with confidence with a technique called process mapping by focusing on how you understand and Mine the individual steps in your processes.

What is the Process mining and Task Mining?

Whats the difference between process and task mining
Process Mining vs Task Mining

In simple terms, these two frameworks cover the depth of discovery taken. Process mining is at higher levels such as department flows whereas Task Mining helps understand individual steps involved in each isolated or integrated core process.

It is a data-driven discovery approach that aims to uncover, analyse, and improve business processes. It involves the extraction of valuable insights from event logs generated by software systems, enabling organisations to better understand their operations. Through process mining, companies can gain a comprehensive view of how their processes work, identify bottlenecks, and uncover inefficiencies.

One of the key benefits of process mining is its ability to provide a visual representation of processes. This visual representation allows organisations to see the flow of activities, the dependencies between tasks, and the overall structure of their processes. By having a clear and comprehensive view of their workflows, organisations can identify areas for improvement and make informed decisions to streamline their operations.

How Process mining works

process mining stages
process mining stages

Process mining is a technique designed to discover, monitor and improve real processes (i.e., not assumed processes) by extracting readily available knowledge from the event logs of information systems. Process mining includes: Automated process discovery (extracting process models from an event log)

Data Extraction:

  • Event Log Collection: The first step involves gathering event log data generated by the organisation's information systems. Event logs capture timestamped records of activities, interactions, and transactions within the business processes.

  • Data Sources: Event logs can be sourced from various systems such as Enterprise Resource Planning (ERP), Customer Relationship Management (CRM), or other business applications. These logs provide a detailed record of what activities have taken place, when, and by whom.

Process Discovery:

  • Event Log Analysis: Process mining algorithms analyse the event logs to reconstruct and visualise the actual flow of activities in the business processes. This involves identifying patterns, sequences, and dependencies within the data.

  • Model Generation: The analysis results in the creation of process models, which represent the discovered workflow. These models provide a graphical representation of how activities are interconnected, showcasing the sequence of tasks and decision points.

  • Visualisation: The generated process models offer a clear and visual depiction of the entire process, making it easier for stakeholders to understand and identify areas for improvement. Visualisation may take the form of flowcharts, process maps, or other graphical representations.

Analysis and Optimisation:

  • Identifying Bottlenecks and Variants: Process mining allows for the identification of bottlenecks where processes slow down or encounter delays. It also highlights process variants, showcasing the different paths a process may take. This information is crucial for understanding variations in actual process execution.

  • Conformance Checking: The discovered process models are compared to the intended or predefined process models. This step, known as conformance checking, reveals deviations between the planned and actual execution. It helps organisations ensure that processes align with their designed models and goals.

  • Continuous Improvement: Armed with insights from process mining, organisations can make data-driven decisions to optimise their processes. This may involve streamlining workflows, eliminating bottlenecks, and enhancing overall efficiency. Continuous monitoring and analysis support ongoing improvements, contributing to a cycle of refinement and optimisation.

How Task Mining Process Works

1. Task Documentation:

  • Objective: An example could be to Improve onboarding processes.

  • How: Task mining provides insights into individual tasks, reducing reliance on individual knowledge for onboarding new team members.

  • Benefits: Enhances alignment across teams, reduces dependency on specific individuals, and facilitates the creation of comprehensive task documentation.

2. Governance and Compliance:

  • Objective: Ensure adherence to regulations and standards.

  • How: Task mining identifies compliance errors by analysing user interactions.

  • Benefits: Enables quick resolution of compliance issues, reducing legal costs and negative brand publicity. Provides a proactive approach to governance and compliance.

3. Task Automation:

  • Objective: Identify opportunities for automation.

  • How: Task mining tools assist program and people managers in pinpointing sub-processes suitable for automation,

  • Benefits: Enhances overall efficiency by automating repetitive tasks, optimising resource allocation, and freeing up employees for more strategic activities.

Benefits of Task Mining:

  1. Increased Efficiency: Identifies and rectifies operational bottlenecks, expediting process improvement and reallocating resources for enhanced employee morale.

  2. Better Compliance: Collects data for governance teams, allowing quick resolution of compliance issues, and improving overall governance.

  3. Greater Transparency: Provides individual-level workforce insights, aiding managers in performance evaluations, fair rewards, and reallocation decisions.

Challenges of Task Mining:

  1. Data Privacy: Raises concerns about user privacy, requiring user approval and proper anonymisation to protect personal data.

  2. Missing Context: Focuses on sub-processes, necessitating integration with process mining for a comprehensive performance overview.

  3. Concept Drift: Rapid business transformations may lead to real-time changes in tasks, impacting analyses and causing concept drift.

The Benefits of Process and Task Mining in Software Implementations

By leveraging process mining in software automation, companies can reap a plethora of benefits. Process mining is a powerful technique that allows organisations to analyse their business processes by extracting insights from event logs and data. These insights can then be used to optimise and automate various tasks, leading to enhanced efficiency and productivity.

Enhancing Efficiency and Productivity

Integration and Automation enable organisations to streamline repetitive tasks and allocate resources to more value-added activities. By leveraging process mining insights, companies can identify which tasks can be automated, leading to increased efficiency and productivity. For example, through process mining, companies can identify bottlenecks in their processes and automate those steps to eliminate delays and improve overall efficiency. By automating time-consuming and error-prone processes, employees can focus on tasks that require creativity and critical thinking, resulting in better outcomes.

Furthermore, process mining can help organisations identify process variations and deviations, allowing them to standardise and optimise their workflows. By automating these standardised processes, companies can ensure consistent and high-quality outputs, leading to improved productivity and customer satisfaction.

Reducing Errors and Improving Data Quality

  1. Error Reduction through Process Mining:

    1. Identifies error-prone activities prone to bottlenecks.

    2. Analyses event logs to understand the root causes of errors.

  2. Automation for Quality Improvement:

    1. Automates error-prone tasks to significantly reduce errors.

    2. Enhances overall process quality and reliability.

Compliance Detection and Prevention:

  • Utilisesing event logs to identify deviations from standard procedures.

  • Proactively ensures compliance with regulations and industry standards.

Impact on Customer Satisfaction:

  • Error reduction and improved quality enhance customer satisfaction.

  • Consistent delivery of high-quality products and services builds customer trust.

Competitive Edge in the Market:

  • Increased productivity and customer satisfaction contribute to competitiveness.

  • Organisations delivering quality gain trust and retain customer loyalty.

Conclusion on Process Mining Benefits:

  • Process mining in software automation leads to efficiency, error reduction, and improved quality.

  • Overall impact includes increased productivity, customer satisfaction, and enhanced competitiveness in the market.

Key Techniques in Process Mining

process mining steps diagram
process mining steps diagram

Process mining is a powerful approach that leverages event logs to extract valuable insights and improve organisational processes. Several techniques drive the success of process mining, each serving a specific purpose and contributing to the overall effectiveness of the analysis.

Discovery Technique

Discovery Technique in Process Mining:

  • Fundamental for extracting process models from event logs.

  • Involves analysing activities, timestamps, and outcomes in various process instances.

  • Unveils existing process flows for further analysis.

Importance of Visualising Processes

  • Clear and comprehensive overview of activity execution, sequence, and dependencies.

  • Crucial for stakeholders to identify improvement areas and automation opportunities.

Role in Informed Decision-Making:

  • Visual representation aids in making informed decisions about process enhancement.

  • Enables organisations to implement changes for enhanced efficiency, cost reduction, and improved customer satisfaction

Overall Impact on Organisational Processes:

  • Empowers organisations with insights for continuous improvement.

  • Drives efficiency, cost-effectiveness, and customer satisfaction through strategic change

Conformance Checking Technique:

  1. Conformance-Checking Technique: Crucial in process mining, it compares discovered process models with predefined rules.

  2. Assessment of Deviations: Organisations use this technique to evaluate discrepancies between actual process execution and expected flow.

  3. Continuous Improvement By conducting conformance checking, organisations identify non-compliance issues, enabling ongoing process enhancement.

  4. Corrective Actions Deviations prompt corrective actions to align the process with predefined goals and ensure automation meets desired outcomes.

  5. Insights into Effectiveness: Conformance checking provides insights into the effectiveness of process models and the accuracy of predefined rules.

  6. Refinement and Optimisation: Comparing actual execution with expected flow allows organisations to refine and optimise process models.

  7. Strategic Alignment: Ensures that process models accurately reflect desired outcomes and support the organisation's strategic objectives.

  8. Empowering Process Mining: The combined use of discovery and conformance-checking techniques empowers organisations to understand, identify opportunities, and continuously improve processes, leading to streamlined operations and enhanced performance.

Process Mining Onboarding Usecase Challenges and Solutions

example of smooth onboarding
example of smooth onboarding

  1. Data Quality Issues:

    1. Challenge: Incomplete or inaccurate data can hinder effective process mining.

    2. Solution: Rethink data strategies and how you would approach them with no or limited obstacles

  2. Complexity of Process Mining Tools:

    1. Challenge: Tools can be complex, requiring specialised knowledge.

    2. Solution: Invest in comprehensive training and collaboration with experts.

  3. Resistance to Change:

    1. Challenge: Employees may resist changes suggested by process mining insights.

    2. Solution: Clear communication for Leadership and cascading management

  4. Lack of Standardisation:

    1. Challenge: Varied processes across departments hinder standardisation.

    2. Solution: Establish standardiation protocols and foster collaboration.

  5. Integration with Existing Systems:

    1. Challenge: Integrating with existing IT systems can be complex.

    2. Solution: Understand existing systems, collaborate with IT, and choose integration-friendly tools.

  6. Privacy and Compliance Concerns:

    1. Challenge: Recording user actions raises privacy and compliance issues.

    2. Solution: Implement user consent mechanisms and adhere to data protection regulations.

  7. Concept Drift:

    1. Challenge: Evolving business processes lead to concept drift.

    2. Solution: Regularly update process models and implement adaptive strategies.

Future Trends in Process Mining and Software Automation

The future of process mining and software automation holds tremendous potential for further advancements.

Integration with Artificial Intelligence

Artificial intelligence (AI) has emerged as a transformative technology across various industries. Integrating AI capabilities with process mining can unlock new possibilities, such as intelligent process discovery and predictive process analytics. By leveraging AI, organisations can automate decision-making processes, identify patterns, and optimise process flows.

The Rise of Real-Time Process Mining

Real-time process mining enables organisations to monitor and analyse processes as they occur, providing valuable insights in real time. By leveraging real-time process mining, businesses can proactively respond to deviations, identify potential bottlenecks, and make data-driven decisions on the fly. This capability enhances agility and allows organisations to adapt quickly to dynamic market conditions.

Final Summary of Process Mining

In conclusion, process mining and task mining hold immense importance in any software implementation. By leveraging event data, organisations can gain a deeper understanding of their processes, identify automation opportunities, and drive efficiency, productivity, and quality improvements. As the technology continues to evolve and integrate with other emerging technologies, such as artificial intelligence, the possibilities for process mining in software automation are limitless. Embracing process mining is a strategic move that paves the way for organisations to thrive in the rapidly changing digital landscape.

fruition is monday partner certified
monday partner - fruition services

Fruition Services is a software professional services institution. Our team of expert consultants help transform businesses with specialisation in business workflow process mining, Process mapping, software implementation west best of best-of-breed business solutions.

We Partner and support the Fortune 500 of the future, we serve clients across all industries and departments to scale and optimise inefficient business processes.

We pride ourselves on delivering world-class solutions that are scalable and cost-effective solution delivery to ensure faster time to value and return on your software investment.

  • Project Management: Large and small-scale PMO framework consulting and implementation, we have expertise in transforming internal and client project management, delivery & scheduling

  • Sales & CRM: Every CRM is unique, we focus on understanding your lead, quote to cash, opportunity pipeline management and integration with core systems like VoIP Telephony and Marketing tools like Hubspot Marketing, Hootsuite and many others.

  • Marketing: We help build a structured Marketing framework to connect your Marketing strategy and execution of campaigns to deliver measurable and reportable ROI.

  • Creative & Design: We help transform creative process workflows from Briefing in, traffic managing jobs, scheduling workloads, approvals and even managing your external agency collaboration.

  • Software Development & Product Management: We support all stages and methods of Product & software development use cases within including Ideation prioritisation, NPD, Agile project delivery, supply chain and collaborating with Marketing on GTM strategies and operations for inventory Control

  • Finance Teams: Elevate financial management with our tools: Budget Planning, Expense Management, Reporting, Invoicing, Cash Flow, Compliance, Supplier Management, Forecasting, Integration, and collaboration.

  • HR & Recruitment: Create structure in your HR team by creating processes and workflows for onboarding and recruitment, HR Requests and email management.

  • Customer Service & Call Centre: allows you to manage your entire customer service workflow including Ticketing and telephone integration with tools such as Aircall, Talkdesk and Twilio

  • IT Operations: Do more with less such as Helpdesk ticketing, Incident management, IT Project management, Vendor/Contract Management and integrations with Jira and Azure DevOps

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