Process Modeling

Process Modeling

When to Use This Skill

Use this skill when:

• Process Modeling tasks - Working on process modeling using bpmn notation and flowchart patterns. creates process diagrams with activities, gateways, events, swimlanes, and decision points for workflow documentation
• Planning or design - Need guidance on Process Modeling approaches
• Best practices - Want to follow established patterns and standards

Overview

Create and document business processes using BPMN (Business Process Model and Notation) and flowchart notation. Visualize activities, decisions, events, and participant interactions for process understanding and improvement.

What is Process Modeling?

Process modeling creates visual representations of how work flows through an organization. It documents:

• Activities: What work is performed
• Sequence: Order of activities
• Decisions: Choice points and conditions
• Participants: Who performs each step
• Events: What triggers and ends the process

BPMN Core Elements

Activities (Rectangles)

Task Types:

Events (Circles)

Event Types:

Gateways (Diamonds)

Connectors

Swimlanes

Workflow

Phase 1: Define Scope

Step 1: Identify Process Boundaries

## Process Definition

**Process Name:** [Name]
**Purpose:** [Why this process exists]
**Scope:**
  - **Starts When:** [Trigger event]
  - **Ends When:** [Completion criteria]
  - **Includes:** [In-scope activities]
  - **Excludes:** [Out-of-scope activities]

**Participants:**
| Pool | Lanes (Roles) |
|------|---------------|
| [Org/System] | [Role 1], [Role 2] |

Step 2: Choose Model Type

Phase 2: Model the Process

Step 1: Identify Main Path (Happy Path)

1. Start event (trigger)
2. Main sequence of activities
3. End event (completion)

Step 2: Add Decision Points

For each decision:

• Type of gateway (XOR/AND/OR)
• Conditions for each path
• Reconvergence point

Step 3: Add Exception Paths

• Error handling
• Timeout scenarios
• Escalation paths

Step 4: Add Participants

• Assign activities to lanes
• Model inter-participant communication
• Add message flows between pools

Phase 3: Validate and Document

Step 1: Validate Completeness

Step 2: Add Documentation

## Process: [Name]

### Overview

[Brief description of process purpose and flow]

### Triggers

| Event | Description | Frequency |
|-------|-------------|-----------|
| [Trigger] | [What causes it] | [How often] |

### Activities

| # | Activity | Role | System | Duration |
|---|----------|------|--------|----------|
| 1 | [Activity name] | [Role] | [System] | [Time] |

### Decision Points

| # | Decision | Conditions | Paths |
|---|----------|------------|-------|
| 1 | [Decision] | [Criteria] | [Path A], [Path B] |

### Exceptions

| Exception | Handling |
|-----------|----------|
| [Error] | [How handled] |

Output Formats

Mermaid Flowchart (BPMN-Style)

flowchart TD
    Start((Start))
    Task1[Receive Order]
    Gateway1{Valid Order?}
    Task2[Process Payment]
    Task3[Reject Order]
    Task4[Ship Product]
    End1((Complete))
    End2((Rejected))

    Start --> Task1
    Task1 --> Gateway1
    Gateway1 -->|Yes| Task2
    Gateway1 -->|No| Task3
    Task2 --> Task4
    Task4 --> End1
    Task3 --> End2

Swimlane Diagram

flowchart TD
    subgraph Customer
        A[Place Order]
        G[Receive Product]
    end

    subgraph Sales
        B[Review Order]
        C{Approved?}
    end

    subgraph Warehouse
        D[Pick Items]
        E[Pack Order]
        F[Ship Order]
    end

    A --> B
    B --> C
    C -->|Yes| D
    C -->|No| A
    D --> E
    E --> F
    F --> G

Narrative Summary

## Process: Order Fulfillment

**Version:** 1.0
**Date:** [ISO Date]
**Owner:** [Name]

### Summary

This process handles customer orders from receipt to delivery.

### Flow Description

1. **Start**: Customer places order (online or phone)
2. **Review Order**: Sales validates order details
3. **Decision**: Is order valid?
   - Yes: Proceed to fulfillment
   - No: Return to customer for correction
4. **Pick Items**: Warehouse locates products
5. **Pack Order**: Items packaged for shipping
6. **Ship Order**: Handed to carrier
7. **End**: Customer receives product

### Metrics

| Metric | Current | Target |
|--------|---------|--------|
| Cycle Time | 3 days | 2 days |
| Error Rate | 5% | 1% |
| Automation | 40% | 70% |

### Improvement Opportunities

1. Automate order validation
2. Parallel picking for multi-item orders
3. Real-time tracking integration

Structured Data (YAML)

process_model:
  name: "Order Fulfillment"
  version: "1.0"
  date: "2025-01-15"
  type: "as_is"  # or "to_be"
  owner: "Operations"

  boundaries:
    trigger: "Customer places order"
    end_state: "Customer receives product"
    scope:
      includes:
        - "Order receipt"
        - "Payment processing"
        - "Fulfillment"
        - "Shipping"
      excludes:
        - "Returns"
        - "Customer support"

  participants:
    - pool: "Company"
      lanes:
        - name: "Sales"
          activities: ["Review Order"]
        - name: "Warehouse"
          activities: ["Pick Items", "Pack Order", "Ship Order"]
    - pool: "Customer"
      lanes:
        - name: "Buyer"
          activities: ["Place Order", "Receive Product"]

  elements:
    events:
      - id: "start_1"
        type: "start"
        name: "Order Received"
        trigger: "message"

      - id: "end_1"
        type: "end"
        name: "Order Complete"

    activities:
      - id: "task_1"
        type: "user_task"
        name: "Review Order"
        lane: "Sales"
        duration: "15 minutes"

      - id: "task_2"
        type: "service_task"
        name: "Process Payment"
        lane: "Sales"
        system: "Payment Gateway"

    gateways:
      - id: "gw_1"
        type: "exclusive"
        name: "Order Valid?"
        conditions:
          - path: "task_2"
            condition: "Order validated"
          - path: "task_reject"
            condition: "Validation failed"

  sequence_flows:
    - from: "start_1"
      to: "task_1"
    - from: "task_1"
      to: "gw_1"
    - from: "gw_1"
      to: "task_2"
      condition: "valid"

  metrics:
    cycle_time:
      current: "3 days"
      target: "2 days"
    automation_rate:
      current: 40
      target: 70

Common Process Patterns

Sequential Process

Activities in strict order, one after another.

flowchart LR
    A[Step 1] --> B[Step 2] --> C[Step 3] --> D[Step 4]

Parallel Split and Join

Activities that can occur simultaneously.

flowchart TD
    A[Start] --> B{Parallel Split}
    B --> C[Task A]
    B --> D[Task B]
    B --> E[Task C]
    C --> F{Join}
    D --> F
    E --> F
    F --> G[End]

Exclusive Decision

Only one path taken based on condition.

flowchart TD
    A[Review] --> B{Decision}
    B -->|Approve| C[Process]
    B -->|Reject| D[Notify]
    C --> E[End]
    D --> E

Loop/Iteration

Repeat activities until condition met.

flowchart TD
    A[Start] --> B[Process]
    B --> C{Complete?}
    C -->|No| B
    C -->|Yes| D[End]

Exception Handling

Handle errors and exceptions.

flowchart TD
    A[Process] --> B{Success?}
    B -->|Yes| C[Continue]
    B -->|Error| D[Handle Error]
    D --> E{Recoverable?}
    E -->|Yes| A
    E -->|No| F[Escalate]

Best Practices

Integration

Upstream

• stakeholder-analysis - Process participants
• domain-storytelling - Current process discovery
• capability-mapping - Capability context

Downstream

• value-stream-mapping - Value flow analysis
• Requirements - Process requirements
• System design - Automation opportunities

Related Skills

• value-stream-mapping - Lean perspective on process flow
• data-modeling - Data entities in processes
• journey-mapping - Customer experience perspective
• capability-mapping - Process-capability alignment

Version History

• v1.0.0 (2025-12-26): Initial release