Most large organizations operate under the illusion of documented order. Corporate knowledge bases store ideal process maps created from hours of interviews with executives. However, the reality of daily operations usually has little in common with these static diagrams. When tasked with automating a business process, developers often try to translate these theoretical regulations directly into code. The result is predictable: the discrepancy between documented rules and their actual execution leads to hidden bottlenecks and unauthorized workarounds that remain invisible to management.
To see how processes are actually performed, the Process Mining methodology is used. It allows for the reconstruction of real task flows based on objective digital footprints (event logs) from enterprise information systems, creating a reliable evidence base for further automation.
The illusion of regulation: why desk-based process maps fail in practice
The traditional approach to business process design relies on subjective methods: surveys, questionnaires, and expert assessments. The main drawback of such modeling is that employees tend to describe the process as it should happen according to instructions. Minor intermediate steps, manual checks, or forced workarounds are often overlooked.
In practice, a significant portion (up to 49%) of actual steps in real processes at large enterprises can deviate from officially approved models. When a company attempts to implement a hard-coded process based on an incomplete picture, the system fails to account for the actual needs of the performers. Employees encounter inconvenient tools and begin seeking alternative ways to solve their tasks outside the official route. Process Mining does not replace the work of business analysts, but provides them with a necessary verification tool: the ability to design optimization based on objective data from the execution layer rather than assumptions.
Anatomy of a digital footprint: how event logs reveal real task routes
Every modern information system (ERP, CRM, DMS, etc.) records user and system module actions in event logs. Each such record contains a minimal set of data required for flow reconstruction:
- Case ID — unique identifier of a process instance (order number, contract ID, or application ID).
- Activity — name of the performed action (e.g., "Application creation," "Approval," "Sending to counterparty").
- Timestamp — exact time and date of the action.
By reading these digital footprints, Process Mining tools visualize the actual path of a document or task. This allows IT architects and operations directors to precisely identify where the system works efficiently, where unjustified delays occur, and to prioritize automation efforts based on real data.
Shadow processes: where and why unauthorized workarounds emerge
Shadow processes are informal work routes that emerge where standard regulations are too complex or disconnected from reality. Up to 13% of working time can be spent on such manual workarounds that are nowhere officially documented. Consider two examples:
- Unauthorized manual steps in procurement. Log analysis shows that after the application creation stage, there is a long pause, after which the status instantly changes to "Approved." This indicates a deviation from the standard model: instead of working in the system, performers export data, send it via email, receive informal approval, and only then manually change the status. Such actions create risks for audit and security.
- Bottlenecks at the contract approval stage. Logs reveal that the legal approval stage systematically creates bottlenecks. Detailed analysis shows the cause: documents are often returned for revision due to typical errors in details, as the interface allows free data entry without prior validation.
BPMN 2.0 and DMN: how to turn discovered facts into executable algorithms
After localizing shadow routes, the task of re-engineering arises. To avoid the gap between design and coding, the industry uses executable standards. One of the most common notations is BPMN 2.0 (also standardized as ISO/IEC 19510:2013). Its key advantage is that the visual diagram created by an analyst is saved in XML format, which is directly read and executed by a process engine. One model both documents the process and manages it.
However, real business processes often contain complex decision-making logic (e.g., routing depending on contract amount and client category). To prevent the BPMN diagram from becoming a web overloaded with branches, the DMN (Decision Model and Notation) standard is used. DMN allows separating business rules from the general process flow, moving them into special decision tables. If approval limits change, the analyst simply edits the DMN table, leaving the process architecture itself unchanged.
Infrastructure preparation: transition to automated orchestration
For the rapid transfer of processes identified through Process Mining into controlled execution, appropriate low-code infrastructure is required. For example, the Intecracy Group alliance uses the Scriptum low-code platform (developed by Scriptum) for process automation. The platform runs on the Camunda process engine and supports executable BPMN 2.0 and DMN standards. This allows analysts to design and adjust route logic without rewriting system code.
The technical foundation for deploying such solutions, especially under high load and strict security requirements, is the UnityBase platform (jointly developed by Intecracy Group, with InBase as the key developer). UnityBase uses a unified domain model (Domain metadata) that links data, API, and the user interface. The platform ensures architectural stability through role-based access control (RBAC), row-level security (RLS), and detailed audit trails.
| Criterion | Static modeling | Process Mining | Executable orchestration |
|---|---|---|---|
| Analytical focus | Description of the process "as it should be" based on interviews. | Discovery of the process "as it actually is" based on system logs. | Automatic execution and real-time deviation control. |
| Data source | Subjective opinion of process owners. | Objective digital footprints (Event Logs) from ERP, CRM, DMS. | Integrated services, low-code platforms, and DMN rules. |
| Reaction to change | Requires complete redrawing of diagrams and reprogramming. | Shows new deviations after regulation changes. | Rapid rule changes without altering the overall process architecture. |
Combining Process Mining with executable BPMN 2.0 and DMN standards provides the enterprise not just with an illusion of order, but with the construction of a viable operational architecture. Objective data from system logs allows for the elimination of shadow processes and transforms chaotic operations into a manageable digital flow that easily adapts to new business requirements.
FAQ
How exactly does Process Mining find shadow processes if they are not documented in official instructions?
Analysis is not based on instructions, but through the study of system logs (event logs). Each action in corporate systems leaves a digital footprint (timestamp and case ID). Process Mining algorithms detect anomalies — for example, when a status changes to "Approved" without passing mandatory prior steps in the system or with an atypical time gap. This clearly indicates the presence of shadow manual operations (e.g., discussions in messengers).
Does Process Mining replace the preliminary business process design stage before automation?
No, this methodology does not replace the work of business analysts but serves as a powerful tool for an evidence base. Process Mining demonstrates an objective "as-is" picture, showing bottlenecks. Based on these facts, architects and analysts can develop an optimized "to-be" model, eliminating inefficiencies even before setting up new IT systems.
What is the difference between process modeling in BPMN 2.0 and its execution (executable standard)?
Traditional diagramming creates only a static picture that serves as a reference for developers. BPMN 2.0 as an executable standard means that the graphical model is saved in XML format. This file can be directly loaded into a process engine (BPMN engine), which will automatically route tasks, monitor their execution time, and exchange data with other systems according to the visual logic.