Understanding Business Processes for Developers

At Agerix, as a design office specializing in business application development, we consider that understanding business processes is an essential and founding element for all our business application development projects. This is why I wanted to write this article, to allow you to discover how to identify key processes to automate, analyze workflows and critical decision points, and map interactions between systems.

We’ll also cover documenting business requirements, how processes impact application architecture, and best practices for prototyping and validation. And, because this is such an important topic, we’ll finally discuss security and compliance considerations to ensure your applications are both functional and secure.

If you are ready to optimize your business processes and improve the efficiency of your developments, then let's go for 18 minutes of constructive reading!

Identification of key processes to automate

In business application development, the judicious identification of the processes to be automated requires a methodical and collaborative approach. It lays the foundation for a business application that is truly aligned with the needs of the company and its users. This initial step lays the foundation for the entire project and directly influences its long-term success.

In-depth analysis of operations

Identification begins with a thorough analysis of the company's daily operations . This process involves:

• Direct observation of current working practices
• Review of internal documents (reports, procedures, etc.)
• Analysis of existing operational data

These actions help to build a complete picture of existing workflows and identify potential inefficiencies.

Stakeholder interviews

At the same time, conducting interviews with stakeholders is crucial. These discussions should include:

• End users who interact with processes on a daily basis
• Managers who have an overview of operations
• Business experts who understand the intricacies and rules of the field

These interviews provide valuable insights into:

• Current users' pain points
• Expectations for process improvement
• Regulatory or operational constraints to be taken into account

Prioritization of processes

Once this information is collected, process prioritization becomes essential. This step can be based on:

1. The potential impact on the activity:
   • Estimated time saving
   • Reduction of errors
   • Improving customer satisfaction
2. Technical feasibility:
   • Complexity of automation
   • Integration with existing systems
   • Development and maintenance costs
3. Strategic alignment:
   • Consistency with the company's long-term objectives
   • Potential for innovation or competitive advantage

This prioritization ensures that development efforts are focused on areas with the highest added value.

Process mapping

The use of process mapping techniques complements this identification phase. These tools include:

• Traditional flowcharts
• Data Flow Diagrams (DFD)
• Value Stream Maps (VSM)
• Les diagrammes BPMN (Business Process Model and Notation)

These graphic representations offer several advantages:

1. Clear visualization of process steps
2. Identification of interactions between different actors and systems
3. Identifying redundancies and optimization opportunities
4. Facilitating communication between technical and business teams

It is important to note that at this stage the goal is to get an overview of the processes rather than detailed modeling. More advanced tools for in-depth analysis will be discussed in the next section.

Integration with other phases of the project

It is important to note that this phase of identifying key processes is part of a broader approach:

• It lays the foundation for detailed workflow analysis (section 1.2)
• It feeds into the mapping of interactions between systems (section 1.3)
• It contributes to the documentation of business requirements (section 1.4)
• It influences the overall architecture of the application (section 1.5)

Additionally, security and compliance considerations (section 1.7) should be taken into account at this stage, to ensure that the identified processes comply with applicable standards and regulations.

This identification phase provides an overview of the key processes to be automated. The next section will focus on a deeper analysis of these processes, introducing more advanced modeling techniques like Business Process Model and Notation (BPMN) diagrams for a detailed understanding of workflows and decision points.

Analysis of workflows and decision points

After the initial identification of key processes, it is necessary to do a thorough analysis of workflows for effective business application development. Indeed, this step transforms the initial understanding of processes into a detailed and actionable representation. This analysis allows to understand in detail the dynamics of the processes and to prepare the ground for precise and relevant automation. In other words and to put it simply:  design an application that truly meets business needs .

Process decomposition

The analysis begins by breaking down the processes into distinct steps . This approach involves:

• Identification of each individual action within the process
• Understanding the logical order of these actions
• Evaluating the time and resources required for each step

This granularity offers several advantages:

1. A deep understanding of each component of the process
2. Identification of redundant or unnecessary steps
3. The ability to optimize workflow even before automation

Identification of actors

At the same time, it is crucial to identify the actors involved at each stage . These actors can be:

• Human users (employees, managers, customers)
• Automated systems (existing software, databases)
• External stakeholders (suppliers, partners, regulatory bodies)

This identification allows:

• Clarify responsibilities at each stage of the process
• Anticipate user interface and system integration needs
• Identify potential areas for training or organizational change

Identifying critical decision points

A key aspect of this analysis is the identification of critical decision points in the process. These points are crucial because:

• They represent moments when the workflow can take different directions
• They significantly influence the final outcome of the process
• These are often the areas where business expertise is most critical.

Identifying these points involves:

1. The census of all decisions taken during the process
2. Evaluating the impact of each decision on the workflow
3. Prioritizing decisions based on their strategic importance

Analysis of conditions and decision rules

Once the decision points have been identified, the analysis of the conditions and rules governing these decisions becomes essential. This step includes:

• Detailed documentation of decision criteria
• Identifying the sources of information needed to make these decisions
• Understanding exceptions and special cases

This in-depth analysis ensures that the application will faithfully reflect the business logic, taking into account all the subtleties and nuances of the company's decision-making processes.

Using BPMN notation

To effectively visualize and communicate these complex flows, the use of Business Process Model and Notation (BPMN) is particularly useful. The advantages of this standardized notation include:

1. A common language between developers and business experts
2. A clear visual representation of workflows, including decision points
3. The ability to model complex processes with a high level of detail
4. Facilitating validation and iteration on process models

Using BPMN allows you to:

• Create detailed process diagrams
• Clearly illustrate the different possible paths in the workflow
• Representing interactions between different actors and systems

Integration with other phases of the project

This in-depth analysis of workflows follows on from the identification of key processes (section 1.1) and sets the stage for:

• Mapping interactions between different systems (section 1.3)
• Detailed documentation of business requirements (section 1.4)
• Analysis of the impact on the application architecture (section 1.5)

Furthermore, this step provides crucial information for the prototyping and validation phase (Section 1.6), by allowing the creation of mockups and prototypes that faithfully reflect real workflows. The next step will be to examine how these workflows fit into the broader ecosystem of the company, by mapping the interactions between the different systems involved in these processes.

Mapping interactions between different systems

After analyzing workflows and decision points in detail, the next step is to map the interactions between the different systems involved in the business processes. This mapping helps to understand the overall technology ecosystem in which the business application will integrate and to highlight integration challenges, optimization opportunities, and interoperability needs.

Comprehensive identification of the systems involved

Mapping begins with the exhaustive identification of the systems involved in each business process. This step involves:

• The inventory of all software, applications and databases used
• Identification of internal and external systems within the company
• Taking into account legacy systems and new technologies

This identification often reveals:

1. The Unsuspected Complexity of the Enterprise IT Ecosystem
2. Hidden dependencies between different departments or processes
3. Potential opportunities for rationalization or modernization

Data flow analysis

Once the systems have been identified, the analysis of data flows between these systems becomes essential. This analysis includes:

• Mapping information exchanges between systems
• Identification of data formats used at each stage
• Understanding the transformations undergone by data

This analysis allows us to:

• Understanding how information circulates, transforms and enriches itself
• Highlight critical exchange points requiring special attention
• Identify opportunities for optimizing data flows

Identifying bottlenecks and inefficiencies

During this mapping, it is essential to  identify bottlenecks and potential inefficiencies . These weak points may include:

1. Redundant data transfers
2. Sequential treatments that could be parallelized
3. Legacy systems struggling to keep pace with modern processes
4. Synchronization problems between different systems

Identifying these inefficiencies allows us to:

• Prioritize areas requiring optimization
• Anticipate potential challenges when integrating the new application
• Propose solutions to improve the overall performance of the system

Assessment of integration and interoperability needs

The analysis results in an assessment of integration and interoperability needs . This assessment includes:

• Determining which systems need to communicate directly
• Identification of exchange protocols to be implemented
• Analysis of data transformations required to ensure compatibility

This assessment allows us to:

1. Define a coherent integration strategy
2. Anticipating technical challenges related to interoperability
3. Estimate the resources needed to ensure smooth integration

Mapping tools and techniques

To carry out this mapping effectively, several tools and techniques can be used:

• Data Flow Diagrams (DFD) to visualize information exchanges
• Interaction matrices to represent relationships between systems
• Enterprise Architecture Modeling Tools for the Big Picture

Using these tools makes it easier to:

• Communication between technical and business teams
• Rapid identification of critical points in the architecture
• Planning the integration and development phases

Integration with other phases of the project

This mapping of interactions is a continuation of the analysis of workflows (section 1.2) and prepares the ground for:

• Detailed documentation of business requirements (section 1.4)
• Analysis of the impact on the application architecture (section 1.5)
• Security and Compliance Considerations (Section 1.7)

Additionally, this step provides crucial information for later phases of the project, including:

• Integration and interoperability (section 5)
• Performance and scalability (section 7)

The next step will be to translate all this information into concrete business requirements, laying the foundation for the design and development of the application.

Documenting business requirements

After mapping the interactions between the different systems, it is now time to create business requirements documentation to formalize the needs and expectations of users. This step is one of the most important in understanding business needs when developing a business application. Why? Because this documentation translates the needs of the company into concrete specifications for the development of the application. It thus ensures that all project stakeholders share a common understanding of the objectives and expected functionalities . When you create a business application, you must always keep in mind that this documentation will serve as a basis for the design and development of your client's application. It is this documentation that will ensure that the final product precisely meets the needs of the company.

Writing detailed use cases

Documenting business requirements begins with writing detailed use cases . This step involves:

• Identification of key actors (users, external systems)
• Step-by-step description of interactions between users and the system
• Definition of main and alternative scenarios

Use cases offer several benefits:

1. A clear vision of the expected functionalities
2. A detailed understanding of interaction flows
3. A solid foundation for user interface design

Example of a use case structure:

• Title: [Main action]
• Primary Actor: [User or system initiating the action]
• Preconditions: [Conditions needed to start the use case]
• Main Scenario: [Detailed Steps of Normal Flow]
• Alternative Scenarios: [Variations or exceptions to the main scenario]
• Postconditions: [System state after use case execution]

Creating user stories

In addition to use cases, creating user stories in close collaboration with stakeholders is particularly effective. This approach involves:

• Formulating short user-centered stories
• Identifying the added value for each feature
• Prioritization of needs based on their business importance

User stories have several advantages:

• They capture business needs in an accessible way
• They promote shared understanding between technical and business teams
• They facilitate agile development planning

Typical user story structure: “As a [type of user], I want to [action or feature] in order to [benefit or added value].”

Developing UML Activity Diagrams

To visualize processes more formally, developing UML activity diagrams is a valuable step. This technique involves:

• Graphical representation of workflows
• Identification of action sequences and decision points
• Visualizing alternative flows within business processes

UML activity diagrams offer several advantages:

1. A clear visual representation of complex processes
2. Facilitating communication between technical and business teams
3. A solid foundation for designing application architecture

Key elements of a UML activity diagram:

• Action nodes: representing individual tasks
• Decision nodes: illustrating conditional branch points
• Control flow: showing the order of actions
• Initial and final nodes: marking the beginning and end of the process

Defining acceptance criteria

A crucial part of this documentation is defining acceptance criteria for each feature . This step includes:

• The formulation of precise and measurable criteria
• Alignment of criteria with business objectives
• Validation of criteria with stakeholders

Acceptance criteria play a vital role in:

• Serving as a basis for functional testing
• Ensuring that development remains aligned with business expectations
• Providing an objective reference to assess the conformity of the final product

Recommended structure for acceptance criteria:

• Given [initial context]
• When [action or event]
• So [expected result]

Documentation tools and techniques

To facilitate the documentation of business requirements, several tools and techniques can be used:

• Requirements management software (eg: Jira, Trello)
• UML modeling tools (eg Lucidchart, Visual Paradigm)
• Collaborative platforms for writing and sharing documents (eg: Confluence, Google Docs)

Using these tools allows:

• Centralization of information
• Effective collaboration between different stakeholders
• Monitoring the evolution of requirements throughout the project

Integration with other phases of the project

This business requirements documentation builds on the previous analyses (sections 1.1 to 1.3) and sets the stage for:

• Analysis of the impact on the application architecture (section 1.5)
• Prototyping and validation (section 1.6)
• User-oriented design (section 3)

Additionally, this step provides crucial information for:

• Specific development practices (section 4)
• Measuring added value (section 12)

The next step will be to analyze the impact of these requirements on the application architecture, thus laying the technical foundations for the realization of the project.

Analysis of the impact of processes on the application architecture

Now that you have documented the business requirements, you will need to analyze the impact of the identified processes on the application architecture. This impact analysis will allow you to design a robust, scalable architecture that is aligned with the needs of the business. Better yet, not only will the chosen architecture be able to effectively support the current requirements and needs of the business, but it will also be prepared for future challenges.

Performance and scalability needs assessment

The analysis begins with a careful assessment of performance and scalability needs . This step involves:

• Estimating current and future workloads
• Identifying potential usage peaks
• Analysis of the response times required for each process

This assessment allows us to:

1. Anticipating system resource requirements
2. Define an architecture capable of adapting to the growth of the company
3. Identify critical points requiring special attention in terms of performance

Factors to consider:

• Number of simultaneous users
• Volume of data to be processed
• Frequency of transactions
• Complexity of calculations or processing

Identification of reusable components

In this analysis, the identification of reusable components in different processes takes on particular importance. This approach involves:

• Analyzing the similarities between different business processes
• Identifying features common to multiple modules
• The design of generic and configurable components

The advantages of this approach are multiple:

• Reduced code duplication
• Facilitating long-term maintenance
• Accelerating the development of new features
• Improved overall application consistency

Examples of reusable components:

• Authentication and rights management modules
• Data Validation Libraries
• Communication interfaces with external systems

Anticipation of future developments

A fundamental aspect of this phase is the anticipation of future developments in business processes . This prospective approach involves:

• Analysis of trends in the company's industry
• Taking into account medium and long term strategic plans
• Identifying areas likely to experience rapid change

This anticipation allows:

1. Designing flexible and adaptable systems
2. Minimize long-term development costs
3. Increase the longevity and relevance of the application

Strategies for a scalable architecture:

• Use of design patterns that promote flexibility (eg: Strategy, Observer)
• Implementation of a modular and decoupled architecture
• Adoption of open standards and extensible exchange formats

Impact on technological choices

Process impact analysis directly influences technological choices. This influence is manifested in:

• The selection of programming languages ​​and frameworks
• Choosing Database Management Systems
• The definition of infrastructure (cloud, on-premises, hybrid)

Selection criteria to consider:

• Adequacy with performance and scalability needs
• Ease of integration with existing systems
• Ecosystem and long-term support
• Skills available in the development team

Designing a robust and scalable architecture

Taking all of these factors into account helps create a robust and scalable architecture. Key elements of this design include:

• A well-defined layered architecture (presentation, business, data)
• Using microservices for better modularity and scalability
• Implementation of extensibility mechanisms (plugins, hooks)
• Adopting DevOps practices to facilitate deployments and updates

Advantages of such an architecture:

1. Ability to effectively support current business processes
2. Flexibility to integrate new features
3. Resilience to technological changes
4. Optimization of long-term development and maintenance costs

Architectural analysis tools and techniques

To facilitate this analysis and architectural design, several tools and techniques can be used:

• Diagrammes d'architecture (UML, C4 Model)
• Enterprise Architecture Modeling Tools
• Techniques d'analyse de performance (profiling, stress testing)
• Architectural Assessment Frameworks (TOGAF, Zachman)

Using these tools allows:

• A clear visualization of the proposed architecture
• Effective communication between technical and business teams
• An objective assessment of architectural choices

Integration with other phases of the project

This analysis of the impact of processes on the architecture builds on the previous phases (sections 1.1 to 1.4) and prepares the ground for:

• Prototyping and validation (section 1.6)
• Security and Compliance Considerations (Section 1.7)
• Architecture adapted to business applications (section 2)

In addition, it directly influences:

• Specific development practices (section 4)
• Integration and interoperability (section 5)
• Performance and scalability (section 7)

The next step will be to validate these architectural choices through prototyping and validation, thus making it possible to concretely test the concepts developed during this analysis phase.

Prototyping and validation

After documenting the business requirements and analyzing the impact of the processes on the application architecture, you now have everything you need to prototype and validate your application. This key step in the success of business application projects allows you to concretize the concepts developed and confront them with the reality of users. Thanks to the prototyping and validation processes, you will ensure that the application being developed truly meets the business needs and expectations of end users . 

By fostering close collaboration between developers and users, the prototyping and validation process ensures that the final product will not only be technically sound, but also perfectly suited to the operational realities of the business.

Creation of models and prototypes

The business application development process becomes more efficient by creating mockups or prototypes to visualize the processes . This step involves:

• Developing wireframes to represent the structure of the user interface
• Creation of interactive prototypes simulating the main functionalities
• Setting up visual mockups to illustrate the final appearance of the application

The advantages of this approach are multiple:

1. Allow stakeholders to project themselves into the future use of the application
2. Facilitate early detection of inconsistencies or gaps in design
3. Stimulate creativity and innovation by exploring different solutions

Commonly used tools:

• Figma or Sketch for visual mockups
• InVision or Adobe XD for interactive prototypes
• Balsamiq or Axure for wireframes

Organization of review sessions

A crucial step in this phase is the organization of review sessions with end users . These meetings involve:

• Presentation of prototypes to different user groups
• Collecting direct feedback on the ergonomics and logic of processes
• Observing users interacting with prototypes

These sessions offer several advantages:

• Gather valuable insights into the application's fit with business needs
• Identify potential friction points in the user experience
• Validate key concepts before investing in a full implementation

Best practices for review sessions:

• Prepare realistic usage scenarios
• Encourage participants to think out loud during the interaction
• Systematically document all feedback and observations

Iterating on the design

Prototyping is part of an iterative approach, where iteration on the design based on feedback is essential. This process includes:

• In-depth analysis of feedback collected during review sessions
• Identification of priority areas for improvement
• Updating prototypes to incorporate necessary changes

The benefits of this iterative approach are numerous:

1. Gradually refine the prototype to bring it closer to the ideal solution
2. Minimize development risks by continually validating concepts
3. Encourage user engagement by showing that their feedback is taken into account

Techniques for effective iteration:

• Prioritization of changes based on their impact and complexity
• Using versions to track prototype evolution
• Organization of short improvement-validation cycles

Technical and functional validation

Beyond the user aspect, it is crucial to carry out a technical and functional validation of the prototypes. This step involves:

• Verification of the technical feasibility of the proposed functionalities
• Assessing the alignment of prototypes with the planned architecture
• Validation of the coverage of the business requirements identified previously

This validation allows:

• Ensure that prototypes are feasible within the defined technological framework
• Identify potential technical challenges before development begins
• Ensure that all critical business requirements are addressed

Prototyping tools and methodologies

To optimize the prototyping and validation process, several tools and methodologies can be used:

• Design Thinking Methodologies to Drive Innovation
• Rapid prototyping techniques (eg paper prototyping)
• Usability testing tools (eg heatmaps, session recordings)

The use of these tools and methodologies allows:

• To speed up the process of creating and iterating prototypes
• To gain deeper insights into user behavior
• To promote a user-centered approach throughout development

Integration with other phases of the project

Prototyping and validation build on the previous phases (sections 1.1 to 1.5) and directly influence:

• Final documentation of business requirements (section 1.4)
• Potential adjustments to the application architecture (section 1.5)
• User-oriented design (section 3)

Additionally, this phase provides valuable inputs for:

• Specific development practices (section 4)
• Training and support (section 11)

The next step will be to review security and compliance considerations, ensuring that the application not only meets functional needs, but also complies with applicable standards and regulations.

Security and Compliance Considerations

Last step after validating the concepts through prototyping, let's now address security and compliance considerations. How can we not tell you that after all you have done this step is essential to ensure that the business application under development not only meets the functional needs, but is also secure and compliant with current regulations. If this is not the case, forget about any continuity in your customer relationship, there will be no V2, no maintenance contract, no recommendations. Given the budgets involved, security and compliance consideration is not an option.

Identification of sensitive data

In the development of business applications, the identification of sensitive data handled in the processes is a fundamental step. This analysis involves:

• Detailed mapping of information flows within the application
• Classification of data according to their level of sensitivity
• Identifying critical data entry and exit points

This careful analysis allows us to:

1. Identify hotspots requiring enhanced protection
2. Establishing data security priorities
3. Adapt protective measures according to the sensitivity of the information

Categories of data to consider:

• Personally Identifiable Information (PII)
• Financial data
• Trade secrets
• Health data
• Strategic company information

Analysis of regulatory requirements

At the same time, the analysis of applicable regulatory requirements is a priority. This approach includes:

• Identification of relevant regulations (eg GDPR, CCPA, HIPAA)
• Thorough understanding of the associated legal obligations
• Translating regulatory requirements into technical specifications

The advantages of this analysis are multiple:

• Ensure legal compliance of the application
• Minimize legal risks for the company
• Building user and stakeholder trust

Key aspects to consider:

• Protection of personal data
• Right to erasure and data portability
• Explicit consent of users
• Data Breach Notification Obligations

Integrating security controls

A crucial aspect of this phase is the integration of necessary security controls by design . This approach, known as "Security by Design", involves:

• Incorporating security measures as an integral part of the architecture
• The implementation of protection mechanisms at all levels of the application
• Adopting secure development practices

The benefits of this approach are numerous:

1. Reducing potential vulnerabilities early in development
2. Optimizing long-term security costs
3. Improved overall application resilience to threats

Examples of security controls to integrate:

• Encryption of sensitive data at rest and in transit
• Implementing robust authentication and authorization systems
• Implementation of intrusion detection and prevention mechanisms
• Secure user session management

Risk assessment and management

Continuous risk assessment and management are essential to maintain an adequate level of security. This includes:

• Systematic identification of potential threats
• Assessment of the impact and probability of each risk
• Implementation of appropriate mitigation strategies

Advantages of this approach:

• Effective prioritization of security efforts
• Continuous adaptation of protective measures in the face of evolving threats
• Optimizing security resource allocation

Risk assessment tools and techniques:

• Vulnerability analyses
• Penetration testing
• Threat modeling (eg: STRIDE)

Training and awareness

Security and compliance are not just about technical measures. Training and awareness of development teams and users is crucial. This involves:

• Training sessions on good security practices
• Awareness of the risks associated with handling sensitive data
• Integrating security into corporate culture

Benefits of this approach:

1. Reduction of risks related to human errors
2. Improved early detection of security incidents
3. Overall strengthening of the organization's security posture

Security tools and methodologies

To facilitate the integration of security and compliance, several tools and methodologies can be used:

• Security Frameworks (eg: OWASP Top 10, NIST Cybersecurity Framework)
• Static and dynamic code analysis tools
• Identity and Access Management (IAM) Solutions

Using these tools allows:

• To automate certain aspects of securing the application
• To ensure consistency in the application of security measures
• To facilitate compliance with industry standards

Integration with other phases of the project

Security and compliance considerations integrate with previous phases and influence:

• Application Architecture (Section 1.5)
• Specific development practices (section 4)
• Performance and scalability (section 7)

In addition, they have a direct impact on:

• Integration and interoperability (section 5)
• Application maintenance and evolution (section 8)

Considering security and compliance considerations early in development helps create business applications that are not only functional, but also secure and compliant with regulations. This proactive approach minimizes legal and security risks, while increasing user and stakeholder confidence in the integrity of the application.

With this section, we conclude the chapter on understanding business needs. The next part of the guide will focus on the architecture adapted to business applications, building on the solid foundations established in this first chapter.

Article updated on August 15, 2024