Nintex Promapp

Very happy with the way Promapp works

Ideal BPM software for an organisation going through major change

The Project Management Institute of New Zealand (PMINZ) is going through major change at governance, operational and commercial levels. Also as a non-profit organisation PMINZ faces unique challenges such as the staff are nearly all volunteers and are from all over New Zealand.

Where Promapp is having the biggest impact is giving PMINZ the tools to plan, implement and manage change and implement continuous improvement. So what are these tools and how have they made an impact?

Document management: Promapp's excellent document management functions has enabled PMINZ to move from a legacy document management system for key documentation covering policies and procedures to a much more comprehensive easy to use system.

User access and permissions: This is easily configured to mirror the PMINZ organisational chart and business rules. Permissions are proving very useful currently during the intensive review of the governance of the organisation to restrict access to policies that are still under review by the Board of Directors.

Process development: Promapp is challenging PMINZ to simplify and restructure all processes using plain language for the published versions of processes. One important example of this is in the revision of HRM practices and procedures. Up until their update in Promapp the old processes were outdated. The revision of HRM in Promapp is now having a major impact on our organisation through better recruitment, induction and recognition of volunteer achievements.

Feedback and improvements: The ability to implement continuous improvement within PMINZ using Promapp is also starting to have major benefits by the ease of which users can suggest improvements to processes. They now are more engaged.

The most critical success factor of all has been is to ensure that the Board of Directors and senior management have fully supported not just the changes taking place but understanding what Promapp can deliver. So my recommendation is during the early stages make sure the key decision makers and influencers are educated about and understand what Promapp is about.

The final comment is that is has been very liberating for our organization to free itself from the large wordy, difficult to read Operations Manual to an easy to use online software tool. Promapp is warmly recommended.

Good for Small Simple Processes

Promapp for our business is good for small simple processes but Promapp needs to be able to deal with multiple branching scenarios. Currently it only allows only 1 tier of branching.

Excellent tool for any size company to engage entire workforce!

Explore the different ways your employees can share and interact with the material in your Promapp library. Promapp works well with SharePoint. Promapp is a cloud-based tool and stores your processes remotely. Consider having a backup of material in case there is ever an outage. I can say to Promapp's credit that this is quite rare and they've moved to AWS for cloud-reliability, but some managers within your organization may insist on a backup "rainy day" plan being in place to access crucial material.

Promapp brings processes to the people

Using Promapp has been an eye opener for how simple things can be and it is not just about the software itself but also the company culture and vision. It is clear why Promapp are in the market and what they want to achieve with their product so it breaths simplicity, collaboration and continuous improvement.

As a process professional with many years experience in BPM it can be a mindset change but you quickly realize the tool is for the people working in the processes and not just for us process nerds.

You can tell Promapp has been built for high usability and is aiming to bring processes to the people and not the other way around and to make processes fun as sharing and collaborating around processes is exceptionally easy and works in a social media style that everyone knows how to use.

Integrate with SharePoint, share links to the processes with customers and suppliers to increase collaboration and with a feedback feature you get improvement ideas right into the tool, it is so much easier and better than before.

Creating and maintain processes is very intuitive and whenever you are in doubt there is great support videos to guide in process mapping techniques and how to use the tool.

Another key feature is the governance part where the process owners and stakeholders get control over all process they own or are involved in, be notified if something changes and can in one view answer questions as; Are the processes up-to date? Are they used? What do the users feel about the process? and more.

From my perspective I see Promapp as outstanding in its segment, or actually in its own segment as I have not seen another tool with the same functionality.