Process Management Roles

Process management deals with the enterprise-wide control and optimization of processes and is therefore the sole responsibility of the management (e.g., business and department managers). Since management, especially in larger organizations, is not typically involved in operational tasks, effective process optimization requires the involvement of additional individuals and effective communication. In addition, a clear definition of responsibilities and tasks is essential. A well-thought-out role concept has proven to be indispensable in practice.

Why are process management roles important?

The process manager typically looks at the entire process flow from start to finish. However, it is not the process manager who decides on changes to the process, but rather the process owner. This role is often assigned to a department or business unit manager. When examining an end-to-end process, it becomes clear that multiple departments or areas are involved in the overall process. However, since a department manager is only responsible for the part of the process within his department, he cannot make decisions about optimizing other process parts. To realize the full potential of end-to-end process optimization, the process needs to be viewed and developed as a whole and across departmental boundaries. A lack of clear authorities and effective communication can complicate the decision-making process and quickly lead to confusion and frustration within the project. This costs valuable time and resources and may have a long-term negative impact on the success of the project.

Defining roles and responsibilities is therefore one of the cornerstones of successful Business Process Management (BPM), as the different roles ensure an orderly progression of the BPM lifecycle.
Define clear responsibilities and permissions with a role concept and ensure that everyone on the project knows their rights and responsibilities: Who can make decisions about process changes? Who approves new processes? The BPM role concept provides appropriate answers to these questions.

What are Process Roles?

Like an organizational chart, process roles in process management are arranged hierarchically. Their definitions and requirements may vary from company to company. It is important to define and communicate clear criteria in advance. For illustration purposes, here are some sample roles:

Chief Process Officer (CPO)

Chief Process Officer (CPO) assume the leading role in process management. The CPO is responsible for embedding process thinking in the company's strategic direction and deriving suitable methods for their area of responsibility. They are part of the top management level and establish a company-wide process-oriented approach.

Aligning the company's strategy with process management
Defining goals based on process management strategy
Driving the change process

Process Owner

Process Owners are responsible for the strategic control of a process according to the guidelines set by the CPO. They oversee process planning and ensure process efficiency.

Strategic process control
Initiation of process improvements
Coordination via other process interfaces

Process Manager

Process Managers are responsible for the operational execution of the process and ensures its implementation based on the strategic guidance provided by the Process Owner.

Key responsibilities include:

Operational process control
Establishing and execution of operational processes
Process modeling

Process Management Consultant

Process Management Consultants support and guide all roles within process management and are often called upon as independent advisors when significant changes in BPM are being considered. As outsiders, they can assess the situation from a neutral point of view and help the company to develop and introduce methodological BPM elements, such as process analysis or optimization.

Analyzing and designing enterprise-wide and process-specific BPM methodologies
Supporting process analysis and optimization
Identifying weaknesses and developing solutions

Process Participant

Process Participants execute each process step and ensure goal-oriented performance. Therefore, they need a basic understanding of process management and should be familiar with the specific requirements of process execution in their operational day to day business.

Some key responsibilities are:

Contributing to the design of target processes
Implementing customer requirements in process execution
Measuring process performance

Process Controller

Process Controllers support all leadership roles in process management and help to control goal-oriented processes in relation to operational and strategic requirements.

They are involved in tasks such as:

Modeling leadership processes
Presenting relevant metrics and defining process goals
Establishing a process reporting system

Process Auditor

Process Auditors ensure the proper execution of processes and compliance with all established process requirements and identify weaknesses in execution. This promotes compliant process execution – even from a legal perspective.

Some of the key responsibilities include:

Ensuring adherence and transparency of compliance requirements
Reviewing and revising all process descriptions and documentations
Analyzing and implementing process execution improvements

The synergy of process roles and the RACI Matrix

The RACI Matrix is a proven method to further specify and visualize roles and responsibilities in process management. It allows you to define, for each task in the process, who is responsible for performing the task (R), who is accountable (A), who needs to be consulted (C), and who should be informed (I). By linking process roles to the RACI matrix, you create a holistic view of your process management. Process roles define general and cross-departmental responsibilities, while the RACI Matrix enables detailed assignment of roles to specific tasks within sub-processes. Together, they provide a comprehensive solution for improving teamwork and coordination.

Centralized role management with BIC Process Design

The intelligent tool for process modeling, analysis, optimization, communication, and control allows you to manage all process roles in one central location. In a repository, you define the various roles, specify their responsibilities and permissions, and assign tasks accordingly. With BIC Process Design you can create up-to-date and consistent role profiles, effectively eliminating uncertainty and inconsistencies in role definitions.

Explore BIC Process Design now

About the Expert

Marc Stromberg

Co-Founder and Key Account Manager

Marc brings more than 20 years of experience in BPM, IT management, and digital transformation. As a Key Account Manager, he supports international corporations around the globe in advancing their process excellence and business transformation initiatives. With his combination of technological know-how and professional expertise, he has led thousands of projects worldwide — ranging from Fortune 500 companies to SMEs — to achieve top performance in process optimization and operational excellence.

Further resources

We have the information you need to unleash your full process potential. Take a look at our resources and start improving your business performance today.

Expert information

Process Analysis: How to create efficient workflows

Uncover weaknesses in your processes with the help of process analysis.

Whitepaper

With BPM to Digital Transformation and Operational Excellence in 7 steps

Learn in our whitepaper how you can use business process management to lead your company from the analog working world into full automation.

Expert information

Business Process Management (BPM)

Successfully manage processes with BPM and increase efficiency in the long term.

Video

Optimize your processes with the market leader BIC Process Design

With BIC Process Design you will experience the latest generation of business process management. Whether you want to model, analyze, communicate or improve your operations, BIC Process Design is your best choice for next-level business process management.

Discover our Resource-Center

Do You Have Any Questions?

Do you have any questions about our products or services?
Our experts will gladly assist you and look forward to your request.

Contact form +49 234 97645 -110

Expand your knowledge with our e-learnings on BPM & GRC.

To the GBTEC Learning Hub