by 
The transition from the TO BE model to automation is a critical step when aiming to enhance business processes.
In this type of optimization, the TO BE model offers a tangible vision of how workflows will be carried out in the future. Essentially, it provides an ideal blueprint for task execution.
However, even with precise planning, going from design to reality may require adjustments. That’s why it’s essential to understand how the transition from the TO BE model to process automation unfolds.
What is the TO BE Model?
When discussing the TO BE model in process automation, we refer to an idealized version of process execution—how the workflow and task systems should function.
The goal is to leverage technology to reach new levels of efficiency by automating repetitive, bureaucratic, non-value-added, or complex tasks.
In this context, the TO BE model represents the future state of our business processes, offering an improved alternative to the current state.
It’s essentially an activity redesign aimed at optimizing corporate routines.
To comprehend how the automation process occurs, first, tasks are mapped and described as they currently stand, a stage called the “As Is.”
Afterward, the TO BE mapping defines the future state or the desired outcome. A new structure is then created to enable an optimized, automated execution.
At this point, tools that add value to the processes, including BPMS, are identified.
Transitioning from the TO BE Model to Automation
For the TO BE model, or the planned future state, to become a reality, moving forward with process automation is crucial.
Think of this process as bridging the gap between concept and execution. It involves a series of planned steps that must be executed for the transition from the TO BE model to automation:
Defining the TO BE Model
Like any business strategy, defining clear objectives is essential. It’s important to determine what the system should accomplish, the benefits it will bring, and how automation will contribute to our company’s success.
Since the TO BE model is a vision of the future, planning begins with how processes will function once improvements have been implemented.
Map how processes currently operate (the “As Is”), analyze necessary changes, and identify critical points, bottlenecks, and how the current technology infrastructure supports existing demands.
With this analysis, create a detailed model of how the new process should function. Include systems, software, and other resources that need to be implemented to boost efficiency.
Selecting Tools and Planning Automation
The next step is to decide how the planned process model will be automated.
First, select the platforms that best meet the requirements and identify the tools that will automate the process.
Then, draw a new process diagram detailing how components, participants, systems, and other processes will be integrated and connected.
It’s also crucial to specify all technical and functional requirements for automation. Flowcharts and BPMN methodology provide a detailed view of how activities will be executed in the future.
Decide whether the change will be gradual—implemented in phases—or carried out all at once. This decision is directly tied to the complexity of the processes. The recommended approach is scalable, allowing automation to progress step by step.
Implementing Automation
This is literally where the plan becomes reality.
For it to run smoothly, the chosen platform is programmed and configured to automate bureaucratic, repetitive, or complex steps as previously defined.
At this stage, the software must also be integrated with the company’s existing systems. For example, integrating BPM automation with ERP data.
It’s vital that the selected platform supports concept testing. This ensures that the automation functions as expected and meets the TO BE model’s goals before making a full investment.
Additionally, training the involved professionals is critical for automation to deliver the desired results. This means not only learning how to use the new tools but also understanding how to execute the processes.
The more employees feel included and understand the procedures, the less resistance there will be to change, and the higher the productivity.
Managing and Making Adjustments
After implementation, it’s important to manage indicators and monitor automation performance. Collecting performance data enables the processes’ continuous optimization and improvement.
Moreover, ongoing analysis and management of processes allow the system to adapt to changes in the environment. Automated processes can be adjusted and modified quickly and easily.
Keep in mind that automation is never truly “finished.” There are always new opportunities to automate more tasks and processes. Embrace a culture of continuous improvement to identify ways to make processes more efficient and effective.
Automating Processes with Fusion Platform
Choosing Neomind’s Fusion Platform as a solution for transitioning from the TO BE model to automation ensures seamless activities integration and flexibility.
The platform provides comprehensive process management, document control, risk management, indicators, and digital signing.
As a trusted business partner, Neomind’s Fusion Platform guides you through every step to achieve automation efficiency. Fusion Platform includes:
- Analysis of the current state (As Is) to identify inefficiencies.
- Definition of the future state (TO BE) with clear objectives.
- Detailed planning for automating processes.
- Custom configuration of Fusion to tailor workflows and integrate systems.
- Implementation and rigorous testing.
- Employee training for smooth adoption.
- Continuous monitoring for ongoing improvements.
Using BPMN notation for mapping, the automation process with Fusion Platform is simple, fully controllable, and adaptable. Through its Analytics Central, you can track and analyze automated process performance in real time.
Beyond improving processes, Fusion Platform delivers a wide range of benefits, including increased efficiency, reduced errors, higher productivity, and enhanced overall effectiveness.
Fusion Platform also enhances corporate mobility with its mobile app, enabling you to manage processes, approve requests, or sign contracts directly from your phone—anytime, anywhere.
The transition from the TO BE model to automation is the starting point for a more productive business, leading to success and better results.
Try Fusion Platform today and unlock the full potential of automated process management.
