Ready for an SAP migration: every process mapped with AI process modelling.

Application: Documenting dozens of undocumented processes in preparation for an SAP migration.

When LBIO began preparing for a major system migration, Functional Application Manager Miranda Gorter ran into a problem many organizations recognize: for a great many processes, no process diagrams existed at all. With AI process modeling in ModelMatic she mapped some forty to fifty processes in a few days of effective work, something that had never gotten off the ground before. "In quite a short time I was actually able to map everything," she says. Exactly the foundation you need when you move away from your current system.

The challenge: a migration without process documentation

LBIO has run entirely on SAP R/3 for years. The whole organization works in it, from start to finish. A tender is now under way for a new system. Whether that becomes an SAP S/4HANA migration or a move to another platform is still open, but one thing is certain: you can only replace a system well if you know how your processes run.

And that is exactly where the pain was. Process documentation and knowledge transfer had never been a priority within the organization, so for many workflows a process diagram had never been made. "For us it simply had never been a priority," Miranda explains. "As soon as I got the chance, I grabbed it." That chance came at an IIBA event, where she saw ModelMatic live for the first time. She was so enthusiastic that she raised it with her colleagues right away.

The approach: from text and conversation to process diagram

The way of working turned out to be surprisingly low-threshold. Where process modeling often starts with weeks of interviews and manual drawing, Miranda could simply upload her existing information and have AI process modeling roll out a flow diagram directly. "You just have to log in and you can load everything straight in," she says.

"What I found most amazing is how quickly you get a whole process into a diagram. In about an hour you have a whole process worked out."

The result: dozens of processes, ~90% time saved

The comparison with her previous approach makes it concrete. Before, Miranda drew processes in Visio, cutting and pasting little shapes, and spent hours to days on it before it looked halfway tidy. With ModelMatic that manual work fell away.

"I have done it in Visio before. Then I was really busy for hours, days, to get it halfway right: cutting and pasting, placing little figures. This is just so much easier. I think you save 90% of the time."

The effect: some forty to fifty processes, made in a few days of effective work. Work that had been left undone for years through lack of time and other priorities was suddenly documented and ready. And the use is growing: internally Miranda sees the quality department as the next user, to make policy changes clear with process diagrams.

Migration-ready and future-proof

Miranda is already looking ahead to the moment the new system is in place. She sees the process models she is making now as direct input for that setup.

"Once we have a new system, we can just load those diagrams into it."

And that is possible. ModelMatic exports workflows in formats that common process-management and workflow systems read directly, whether that becomes SAP Signavio, Bizzdesign or another platform. So today's process modeling becomes the basis on which the new system is set up. No work that has to be redone.

Why ModelMatic

For an organization in the middle of an SAP migration, speed alone is not enough. The documentation has to be created by the people who know the processes, without modeling training, and the vendor has to move with you when something can be better. That is what stood out to Miranda over a year and a half of use, from the very first version.

"They are always willing to help and improve things, and they have an eye for usability. That is really nice."

The result is there now: dozens of processes documented before the migration begins. The foundation there had never been time for is ready.

Facing a system migration without up-to-date process documentation? Discover how AI process modeling maps your processes in days, or take a look at our BPMN software. Book a demo and put your migration on a solid footing.