What are the benefits and drawbacks of using pools in BPMN diagrams?

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Business Process Model and Notation (BPMN) is a widely used standard for visualizing and documenting business processes. BPMN diagrams consist of various elements, such as activities, events, gateways, and flows, that represent the behavior and interactions of different participants in a process. One of these elements is a pool, which is a container that shows the boundaries of a process or a participant. Pools can be used to separate or group different aspects of a process, such as roles, responsibilities, departments, or systems. But what are the benefits and drawbacks of using pools in BPMN diagrams? In this article, we will explore some of the advantages and disadvantages of pools, and how they compare to other BPMN elements, such as subprocesses and lanes.

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Evandro L.

Líder de processos de manufatura na Wenger Manufacturing, Inc. | Tecnólogo em fabrica??o mecanica | MBA em Lean Seis…
Melquisedeque Menahem Dantas Gouveia Pereira

Especialista em Gest?o de Processos e Projetos | Inova??o em Saúde e IA | Melhoria Contínua com Metodologias ágeis
Leandro Bitencourt, MBA

Especialista em Gest?o de Processos de Negócio | Transforma??o de Processos com BPM, BPMN, DMN & Melhoria Contínua |…

1 Benefits of pools

Pools can help you to achieve several goals when modeling a business process, such as clarifying the scope and context of a process, highlighting the collaboration and interaction between participants, and simplifying and modularizing a complex process. By using pools, you can define the boundaries of a process, show which participants are involved, illustrate the coordination and cooperation between different roles or departments, and break down a large process into smaller parts. This can help to avoid confusion and ambiguity about the scope and purpose of a process, as well as reduce the clutter and complexity of a diagram.

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Evandro L.

Líder de processos de manufatura na Wenger Manufacturing, Inc. | Tecnólogo em fabrica??o mecanica | MBA em Lean Seis Sigma e excelência operacional
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Pools provide a clear representation of the institution's boundaries, making it easy for those involved to understand. They are useful for representing processes that involve different organizations or functional units, proposing facilitation in communication between external and internal entities. Os pools proporcionam uma representa??o clara das fronteiras da institui??o, tornando fácil a compreens?o dos envolvidos, s?o úteis para representar processos que envolvem diferentes organiza??es ou unidades funcionais, propondo a facilita??o na comunica??o entre entidades externas e internas.

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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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As pools em diagramas BPMN s?o extremamente úteis para representar participantes ou entidades diferentes em um processo, como departamentos ou organiza??es separadas. Um dos maiores benefícios das pools é a clareza que proporcionam, permitindo que todos os envolvidos visualizem claramente quem está responsável por quais partes do processo. Elas ajudam a garantir que a colabora??o entre diferentes partes ou sistemas esteja bem delineada, facilitando a comunica??o e a coordena??o entre equipes. Para um especialista de processos, as pools s?o essenciais para manter a organiza??o do fluxo de trabalho e evitar confus?o, principalmente em cenários mais complexos que envolvem várias partes interessadas.

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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 Piscina (Pool) é um elemento básico na cria??o de diagramas de processos em BPMN. é o elemento de dados responsável por separar as intera??es que devem ocorrer entre as áreas de negócio / sistemas envolvidos em um mapeamento de Processo através das raias (Lanes). é dentro da estrutura da piscina (pool) que conseguimos informar o grupamento de elemento de dados (Tasks, Events, Gateways... etc) com as informa??es que ser?o utilizadas na formata??o da modelagem de processos de negócio.

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Ibrahim Ali

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In BPMN you can use Pools in both directions horizontal and vertical. The benefits of pools are: 1. Aids collaboration as process performers are able to distinguish their roles in relation to others. 2. Clearly defines hand‐off points in a process. 3. Can describe flows of operational precedence, material, and messages.

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Rodrigo Costa

Gerente de Projetos | Delivery Manager | Scrum Master | CIO | Processos
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O uso de pools em BPMN traz benefícios como a clareza nas responsabilidades, ao definir fronteiras entre organiza??es ou departamentos, e a facilita??o da colabora??o, permitindo visualizar melhor as intera??es entre diferentes participantes. No entanto, também apresenta desvantagens, como o aumento da complexidade, dificultando a interpreta??o quando há muitas entidades envolvidas, e o isolamento de informa??es, que pode tornar o fluxo de trabalho menos integrado, já que processos em pools diferentes podem parecer desconectados.

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2 Drawbacks of pools

Pools can also bring some issues and restrictions to the table when modeling a business process, such as making diagrams larger and more complex, forming dependencies between participants, and hiding or obscuring the internal details of a process. This can make it hard to read and understand a diagram, affect the flexibility of a process, and introduce potential risks in the execution and coordination of a process. Additionally, it can be difficult to analyze and improve a process without additional documentation or communication to explain the logic and behavior of a process.

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Evandro L.

Líder de processos de manufatura na Wenger Manufacturing, Inc. | Tecnólogo em fabrica??o mecanica | MBA em Lean Seis Sigma e excelência operacional
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The excessive use of pools can result in visually complex diagrams, making understanding difficult, especially in simpler processes within an organization and situations where interaction between organizations is minimal. The use of pools may appear excessive and unnecessary in such cases. O uso excessivo de pools pode resultar em diagramas visualmente complexos, dificultando a compreens?o, principalmente em processos mais simples de uma organiza??o e em situa??es que a intera??o entre organiza??es é mínima, o uso de pools pode parecer excessivo e desnecessário.

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Ibrahim Ali

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The Drawbacks of pools are: - Becomes complex in areas where performance responsibility is jointly held. - In certain cases, can preserve a silo process mindset.

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3 Pools vs subprocesses

Pools and subprocesses are two BPMN elements that can be used to simplify and modularize a complex process. However, their purpose and implications differ; for instance, pools represent the boundaries and interactions of different participants in a process, while subprocesses represent the decomposition and encapsulation of a part of a process. Furthermore, pools show the external view of a process or a participant, while subprocesses illustrate the internal view of a part of a process. Additionally, pools can be used to model inter-process communication and collaboration, as well as multiple instances of a process or participant, whereas subprocesses can be used to model intra-process logic and behavior as well as loops or iterations of a part of a process.

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4 Pools vs lanes

Pools and lanes are two BPMN elements that can be used to separate or group different aspects of a process, such as roles, responsibilities, departments, or systems. However, they have different scopes and meanings: pools represent different processes or participants in a collaboration, while lanes represent different sub-partitions within a single process or participant. Pools show the message flows and signals that are exchanged between different processes or participants, and lanes show the sequence flows and events that are executed within a single process or participant. Moreover, pools can be used to model the horizontal alignment of different processes or participants, and lanes can be used to model the vertical alignment of different sub-partitions within a single process or participant.

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5 Best practices for using pools

Pools can be a powerful element in BPMN diagrams, but they should be used with care. When considering pools, ensure they are necessary and relevant, used consistently and accurately, and applied sparingly and selectively. For example, don't use pools to model trivial or irrelevant aspects of a process, such as the physical location or the software platform of a participant. Instead, use them to show the scope, context, or interaction of a process. Additionally, follow the same notation and convention across diagrams, and create only the necessary and sufficient pools in a diagram. Lastly, use pools that are appropriate and proportional in size.

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Sue Gallo
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When all the performers are in the same organization, there should be one Pool, and a swimlane for each performer/actor in the business process. However, when there are multiple organizations (think, for example, a State Agency interacting with a client, or a company exchanging interacting with a different company, or a company delivering a package to a customer, etc) each organization should have its own pool. Pools clearly identify the major performers/participants in a business process and contain the work performed by each.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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What are the benefits and drawbacks of using pools in BPMN diagrams?

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1 Benefits of pools

2 Drawbacks of pools

3 Pools vs subprocesses

4 Pools vs lanes

5 Best practices for using pools

6 Here’s what else to consider

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