Artifacts as Additional Notes or Remarks
According to the BPMN specification it is possible to introduce custom elements that are based on individual modeling conventions, containing further information about the process model, e.g. IT systems.
Besides individual artifacts, BPMN offers a standard element for information and documents that are used or created in the process, it is called Data Object.
Data Object (BPMN Standard)
Data objects represent all kinds of information, regardless of their physical nature, e.g. paper documents, abstract information or digital data.
They are connected with flow objects, e.g. a task, via (data) associations.
The figure shows a data object representing an "employment contract" which is required as an input for doing the first task.
Next, we would like to show you different possibilities for how you can represent IT systems in a process model from a modeling perspective.
IT System Object (SAP Signavio Element)
This custom SAP Signavio element simply indicates the support and usage of an application or system at specific process steps.
It is connected with activities via associations and it doesn't matter in which Lane this object is placed.
The figure shows an HR system that supports several steps in the process. It is linked to activities with associations.
In practice, lanes are often equated with responsibilities, but lane semantics are not predefined by BPMN.
These competencies can be general roles and departments as well as IT systems and applications, e.g. a CRM system.
In this example, an IT system is performing communication activities and handles customer data within its representative lane.
In this example an interaction and exchange of information between human and system is shown. However the internal behavior of the system is unknown or not desired.