Understanding Reports

This report determines the execution costs for every task, while also displaying the relevant cost centers. The analysis uses the yearly frequency as set in the attributes of the model’s start event. If the diagram contains any gateways, the probability of the different paths will be reflected in the calculation as the task’s input factor. The following list provides you with some of the benefits this analysis can bring:

• Forecast and plan your budget better by making data-driven decisions about where to invest and where to cut back.
• Identify activities within your processes that are driving up costs. This information can be crucial for targeting areas that need improvement or optimization.
• Find inefficiencies in your processes. By identifying and addressing these, you can streamline your operations, reduce costs, and improve overall efficiency.
• Identify activities not adding any value and waste, contributing to further optimization.

This report focuses on the workload of process participants. It calculates the time consumed for each task and organizes the results by department. Additional information on allowances and work times is used for the calculation. Continue reading to learn a few scenarios in which you could use the resource consumption analysis:

• Allocate budgets effectively by understanding which departments or roles consume the most resources.
• Identify which resources are involved in the most time-consuming activities, allowing process managers to target these areas for optimization.
• Detect and analyze bottlenecks caused by resource constraints, enabling managers to redistribute workloads or allocate additional resources.

The RACI report maps tasks and deliverables against roles in a process, clearly showing who’s responsible for which process steps. In addition to the responsibility for a task, it’s possible to define who is accountable, consulted, or informed by assigning these roles in the attributes panel. Here are some beneficial use cases:

• Prevent and resolve conflicts by clearly defining who is responsible, accountable, consulted, and informed for specific tasks.
• Use the RACI Matrix as part of training materials to educate team members on their roles and responsibilities.
• Eliminate any confusion and ensure smooth transitions or handoffs in case of a turnover.
• Standardize roles and responsibilities across various processes to ensure consistency.
• Facilitate internal audits by providing clear documentation of role assignments and accountability.
• Understand the impact of process changes on roles and responsibilities.

Based on the connecting objects in your process models - the sequence and the message flows - this report captures the handovers between process participants. Exactly knowing where the process gets handed over can help you:

• Decide between which teams or stakeholders should communication be prioritized.
• Manage stakeholder expectations by showing when and how they will be involved in the process.

Let's now turn our attention to the usage reports. Watch the next video to learn more about them.

This report shows you which IT systems data is read from and written to during your processes. To deepen your analysis, you can also choose to group by roles rather than diagrams. Some advantages of these reports include:

• Check which systems are heavily used and which stay underutilized to guide your resource allocation decisions.
• Identify potential points of failure or security risks by finding single systems on which critical process heavily rely on.
• Look for areas where additional user training may be needed.
• Know who to inform when an IT system is interrupted or in maintenance.

With this report, you can see which documents are assigned to which tasks in your processes, either as inputs or outputs. Such an overview can help you to:

• Understand the connections between different processes or process steps by seeing where the same documents are used.
• Reduce confusion related to document access and ownership.
• Check if any outdated or incorrect documents are being used.

With this report you can check if the selected diagrams are compliant with the BPMN conventions and your workspace's custom modeling rules.​ Let’s imagine your organization requires that all processes have all mandatory custom attributes set as well as that their lanes are always labeled and linked to your dictionary. It would be pretty cumbersome to manually check whether each process follows these rules, right? Furthermore, this report can help you assess whether the process modelers adhere to the conventions. Numerous violations may be an indicator for the need of additional training.

Before you create the report, you can also make use of the filter options to further specify your results. For example, you only want to evaluate published ISO relevant processes that don’t have any process description. In the image below, you see that we checked the box for published processes and chose "equals true" for our custom attribute ISO 9000ff relevant. We also selected Description and defined the filters to only show processes where this field is empty.

In the next image, you can see a report generated with the filters applied. The errors being marked in red allows you to immediately focus on the areas where your attention is most needed. You can expand the spreadsheet’s columns by clicking on the plus signs to see more details about the individual errors, warnings, and hints.

With the process model metrics report you can generate a statistics report for your diagrams with detailed information about the elements used, such as their number and type. You’ll also see how many files and dictionary entries were linked. Moreover, the report provides you with links to the diagram in the Process Manager as well as in the Collaboration Hub.

Here are some scenarios in which this report type can prove useful:

• Highlight processes with a high number of activities, gateways, or complex structures that may be difficult to manage or understand.
• Retrieve the process ID as a unique identifier.
• Use the links to embed the process diagrams internally, for example, intranet or in a presentation for stakeholders.
• Find unpublished diagrams and review their relevance using other data from the report, for example, the latest author or last modification date.

This report provides you with a list of the BPMN elements used in your models. In addition to specifying their type, it also shows the attributes which have been filled out. Attributes without any values across the selected processes will not be displayed in the report.

When would you need such a report? Here some use cases:

• See immediately if there are any redundancies in your attributes and merge duplicated information.
• Compare element and attribute usage across processes to see if they need to be aligned.
• Access an overview of process attributes to easily find relevant information such as process owners or certification requirements all in one place.

This report summarizes the information about risks and controls in the selected process diagrams, as defined in the Dictionary. ​You'll be able to see their descriptions, as well as other important data, such as relevant documents or control frequency.

If your company is maintaining risks and related controls in the process attributes, this report can help you to:

• Identify and evaluate potential risks and their impacts on the organization.
• Demonstrate compliance with industry standards, laws, and regulations, by preparing the report for regulatory bodies, auditors, or other stakeholders.
• Find control gaps and areas for improvement.
• Discover and manage IT-related risks, such as data breaches, system failures, and cyber-attacks by monitoring the effectiveness of IT controls.