The pitfalls of desktop modeling and the rise of shadow processes
Most large organizations operate under the illusion of documented order. In practice, up to 49% of actual steps in enterprise business processes deviate from officially approved models. When companies attempt to automate theoretical regulations, hidden bottlenecks and unauthorized workarounds inevitably emerge.
To uncover the actual state of affairs, organizations leverage Process Mining. This methodology reconstructs real task flows based on objective digital footprints (event logs) extracted from enterprise IT systems.
The anatomy of a digital footprint and shadow processes
Event logs in ERP, CRM, or DMS systems capture user actions using three key parameters:
- Case ID — a unique identifier for the process instance;
- Activity — the name of the performed action;
- Timestamp — the exact date and time of the operation.
Shadow processes are informal workflows where employees spend up to 13% of their working hours due to the excessive complexity of official regulations. For example, these can include unauthorized manual steps in procurement or delays during contract approval caused by a lack of preliminary data validation.
Transitioning to automated orchestration: BPMN 2.0 and DMN
To bridge the gap between design and coding, executable standards are used. The BPMN 2.0 notation allows visual diagrams to be saved in XML format, which is directly executed by a process engine. To decouple complex decision-making logic, the DMN (Decision Model and Notation) standard is applied, mapping rules into dedicated decision tables.
Rapidly transitioning processes into controlled execution requires a low-code infrastructure. For instance, process automation can be achieved using the Scriptum low-code platform, powered by the Camunda process engine, which supports BPMN 2.0 and DMN standards. The technical foundation for high-load systems is provided by the UnityBase platform, ensuring architectural resilience through role-based access control and detailed action auditing.
Why it matters for the industry
Attempting to automate theoretical regulations without understanding real workflows leads to failed automation initiatives, persistent bottlenecks, and unauthorized workarounds. Furthermore, ignoring shadow processes means businesses continue to lose up to 13% of employee working hours to inefficient, informal workflows and manual steps.
Next steps
To optimize business workflows and eliminate shadow processes, organizations should take the following steps:
- Extract and analyze digital footprints: Retrieve event logs (Case ID, Activity, Timestamp) from ERP, CRM, or DMS systems to reconstruct actual task flows.
- Adopt executable standards: Use BPMN 2.0 for visual process execution and DMN to decouple complex decision-making logic.
- Deploy low-code orchestration: Implement platforms like Scriptum (powered by Camunda) and resilient foundations like UnityBase to rapidly transition processes into controlled, audited execution.
Prepared by a Software Ukraine member. Original publication.