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Last updated on 2024年11月6日

How do you document and communicate data flows in BPMN?

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Business Process Model and Notation (BPMN) is a standard graphical language for designing and documenting business processes. BPMN allows you to visualize the flow of activities, events, decisions, and data in a clear and consistent way. But how do you document and communicate data flows in BPMN? In this article, we will explain what data flows are, why they are important, and how to model them using BPMN elements and symbols.

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Rabii Zribi

Functional Consultant Engineer | DocuWare? | EDMS | ECM | Digital_transformation | Automation | BPM | Process | Workflow
Uliana (Leanna) Andreeva

Lecturer and Consultant @ stormbpmn.com | Business/System/Data Analyst
Ibrahim Ali

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1 What are data flows?

Data flows are the movements of information or materials between the elements of a business process. They represent the inputs and outputs of activities, events, and gateways, as well as the data stores and data objects that store or manipulate data. Data flows can show how data is created, consumed, transformed, or transferred in a process.

Data flows are essential for understanding the logic and dependencies of a process, as well as the data requirements and quality. They can also help to identify potential errors, bottlenecks, or inefficiencies in the process. By modeling data flows in BPMN, you can communicate the data aspects of your process to stakeholders, developers, and analysts.

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Ibrahim Ali

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Data Flow Analysis: Data flow analysis seeks to understand how data flows through a system and how data items interact at points through the process. Data on transactions processed through the system will give insight into the volume and complexity of many types of transactions. Data flow analysis provides a unique view of what happens to the data during the process and enables better understanding of the volume of standard and exception processes. This type of analysis helps the analyst uncover bottlenecks, unneeded queues or batches, and interactions that do not add value. Data Flow Analysis also helps uncover business rules that should or should not be applied, based on the data.

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Rabii Zribi

Functional Consultant Engineer | DocuWare? | EDMS | ECM | Digital_transformation | Automation | BPM | Process | Workflow
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Les flux de données dans un process métier sont toujours représentés visuelement de la même fa?on que la circulation des données dans un process métier. Les flux de données de trouvent dans le diagramme de flux en utilisant des symboles, des étiquettes, etc. Et ce pour décrire les taches et formaliser les liens entre elles.

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Leandro Bitencourt, MBA

Especialista em Gest?o de Processos de Negócio | Transforma??o de Processos com BPM, BPMN, DMN & Melhoria Contínua | Gest?o integrada de Processos | Consultor de Sistemas ERP | Elevando a Eficiência Organizacional
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A introdu??o do texto está bem completa, o que posso complementar, é quanto a necessidade de clareza no fluxo de dados evitando sobreposi??es sempre que possível para um melhor entendimento e leitura. Importante destacar que, conforme manual de boas práticas, o fluxo de dados deve ocorrer sempre da esquerda para direita com eventos de início e fim bem determinados.

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Alexey Anshakov

I ?? your business profits by up to 40% with automation. Unlock your first workflow automation case, saving you $25k+ in just 2 weeks, with a Forbes & EU Innovation Award recipient.
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I've spent years working with different ways to doc and communicate data flows, and BPMN has become a real go-to for me. It might not be as flashy as some other tools, but it lets you break things down clearly and visually, which is key for getting everyone on the same page. Think of it like building a map for your data. Each box & line represents a piece of information, where it comes from, what happens to it, and where it goes next. It's like following a recipe for your process, but instead of ingredients, you're tracking data. One of the things I like most is how BPMN doesn't get bogged down in tech jargon. You can show the big picture w/o everyone needing a data science degree. This makes it perfect for collaborating with all teams.

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Melquisedeque Menahem Dantas Gouveia Pereira

Especialista em Gest?o de Processos e Projetos | Inova??o em Saúde e IA | Melhoria Contínua com Metodologias ágeis
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No BPMN, fluxos de dados representam o movimento ou troca de informa??es entre diferentes atividades e elementos do processo. Esses fluxos indicam como os dados s?o capturados, processados e entregues ao longo de um processo. Documentá-los claramente é essencial para garantir a eficiência e o entendimento do processo por todas as partes envolvidas.

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2 How to use data objects and data stores

To model data flows in BPMN, you need to use two main elements: data objects and data stores. Data objects are graphical symbols that represent the data that is required or produced by an activity, event, or gateway. They can have a name, a state, and a type. Data objects can be connected to other elements by data associations, which are dashed lines with an arrow.

Data stores are graphical symbols that represent the physical or logical locations where data is stored or accessed by the process. They can have a name and a type. Data stores are connected to other elements by data associations as well, but they have a half-circle shape on one end.

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Melquisedeque Menahem Dantas Gouveia Pereira

Especialista em Gest?o de Processos e Projetos | Inova??o em Saúde e IA | Melhoria Contínua com Metodologias ágeis
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Objetos de dados representam informa??es que s?o manipuladas durante o processo, como documentos, relatórios ou formulários. Eles podem ser associados a tarefas ou atividades para indicar que essa atividade utiliza ou gera determinado dado. Armazenamentos de dados, por outro lado, indicam locais permanentes ou temporários onde os dados s?o mantidos, como bancos de dados ou sistemas de arquivos. No BPMN, esses objetos ajudam a visualizar onde os dados est?o sendo usados ou armazenados.

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3 How to use data inputs and data outputs

In addition to data objects and data stores, you can also use data inputs and data outputs to model data flows in BPMN. Data inputs and data outputs are special types of data objects that are used to define the data that is exchanged between a process and its environment. They are often used in subprocesses or collaborations to specify the data that is passed from one process to another.

Data inputs and data outputs are shown as rectangles with a folded corner and a label. They can also have a state and a type. Data inputs and data outputs are connected to other elements by data associations as well, but they have an envelope shape on one end.

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Rabii Zribi

Functional Consultant Engineer | DocuWare? | EDMS | ECM | Digital_transformation | Automation | BPM | Process | Workflow
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Lors de modélisation d'un process, on doit tenir compte qu'il y a des données entrantes, et d'autres sortantes. On cite l'exemple de paramétrage d'une condition, il y aura par exemple deux flux de données entrants qui seront traités, pour obtenir un flux sortant.

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Melquisedeque Menahem Dantas Gouveia Pereira

Especialista em Gest?o de Processos e Projetos | Inova??o em Saúde e IA | Melhoria Contínua com Metodologias ágeis
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Entradas e saídas de dados no BPMN mostram como os dados fluem para dentro e para fora das atividades. Entradas indicam os dados necessários para executar uma tarefa, enquanto as saídas representam os dados gerados após a execu??o. Esses elementos s?o essenciais para garantir que os processos estejam corretamente conectados e que todas as informa??es necessárias estejam disponíveis em cada etapa.

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4 How to use data flow diagrams

Another way to model data flows in BPMN is to use data flow diagrams (DFDs). DFDs are graphical representations of the data flows and data transformations in a system or a process. They show the sources and destinations of data, the processes that manipulate data, and the data stores that store or access data.

DFDs are composed of four main symbols: external entities, processes, data stores, and data flows. External entities are the sources or destinations of data outside the system or process. Processes are the activities that transform or use data. Data stores are the locations where data is stored or accessed. Data flows are the arrows that show the direction and content of data.

DFDs can be used to complement BPMN diagrams by providing more details on the data aspects of a system or process. They can also be used to model the data flows at different levels of abstraction or granularity.

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5 How to use best practices for modeling data flows

To effectively model data flows in BPMN, you should use descriptive names and labels for your data objects, data stores, data inputs, data outputs, and data flows. Avoid generic or ambiguous terms and use different types and states to show the structure and format of your data. Additionally, use data associations sparingly and avoid crossing or overlapping them. Subprocesses or collaborations can help to group related activities and data flows while DFDs can provide more details or clarity on your data flows. Linking BPMN diagrams and DFDs by using the same names and types for your data elements can also be beneficial.

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Uliana (Leanna) Andreeva

Lecturer and Consultant @ stormbpmn.com | Business/System/Data Analyst
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Here are three strategies for using best practices to model data flows effectively in BPMN: Use Clear, Descriptive Labels: Ensure that each data object, store, input, output, and flow has a specific and descriptive name to avoid ambiguity. This enhances readability and makes the flow of information transparent to all stakeholders. Limit Data Associations and Avoid Overlaps: Keep data associations to a minimum and avoid crossing lines to maintain clarity. Integrate BPMN with Data Flow Diagrams (DFDs): For detailed data flow representation, use DFDs alongside BPMN. By using consistent naming conventions across both models, you create a seamless link that enhances understanding and aligns data elements across diagrams.

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Rabii Zribi

Functional Consultant Engineer | DocuWare? | EDMS | ECM | Digital_transformation | Automation | BPM | Process | Workflow
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D'après mon expérience, le savoir faire des techniques et des étapes types de modélisation de données est indispensable. Il fait tout d'abord déterminer les entités et créer un diagramme entité_relation. Par la suite, on définit les faits, les mesures,.. Enfin, créer les liens entre les données à l'aide d'un outil graphique.

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How do you document and communicate data flows in BPMN?

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1 What are data flows?

2 How to use data objects and data stores

3 How to use data inputs and data outputs

4 How to use data flow diagrams

5 How to use best practices for modeling data flows

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