Custom BPM systems: your processes automated in your own intranet

It is software that models and automates a business process: who requests, who approves, who executes and how it closes, with times, owners and indicators. At IT2S we build it as your own workflow intranet for processes such as purchasing, travel expenses, contracts or maintenance, so no request gets lost in email.

Any process with requests, approvals and owners. The most common are purchasing with manager approval and amount rules; travel expenses with advances, settlement and receipts; contracts with review, signature and expiration alerts; maintenance orders with evidence; and internal requests between departments. If you handle it by email and Excel today, it is a candidate.

An ERP centralizes company functions such as accounting, inventory, sales and invoicing. A BPM system automates how a process flows between people: request, approval, execution and closure. They don’t compete: a BPM system can feed your ERP. For business management there is OptaERP; for your own workflow, a custom BPM system.

OptaFlow is the Opta family product that automates approvals, requests and workflows by monthly subscription: it fits if your workflow resembles most companies’ workflows. A custom BPM system fits when your process is your competitive advantage and doesn’t fit generic software. An IT2S advisor helps you decide.

It depends on the option. Pre-designed workflow intranets have a monthly fee for the agreed term. Custom developments are quoted per project based on the scope defined in epics and user stories. Either way you get the price before we start, and with Subsidized Code you can pay for the development as a monthly fee.

With Owned Code you pay for the development and own the code, in your company’s name. With Subsidized Code you don’t pay for the development up front: you finance it with a monthly fee for the agreed term. The first gives you ownership; the second lowers the upfront investment. Both include support from the same team.

It depends on how many processes and rules your workflow has. The work follows four stages: discovery in epics and user stories, two-week sprints with working progress, data migration with role-based training, and deployment on it2sCloud. The number of sprints is set in the quote, and you see results from the first one.

On it2sCloud, the cloud sold by COLCO and operated by IT2S. Your workflow intranet is published over VPN, so only your authorized people can get in, with a monthly snapshot and support from the same team that built it. Software and server stay with one point of accountability and on a single invoice.

Yes. Processes change and your intranet should keep up. If you have Managed IT, the Professional plan includes 3 hours of intranet development a month and Strategic includes 6. If you need more, each extra hour costs $85,000 + VAT. Larger changes are quoted as a new sprint.

Traceability and control. Every request has a visible owner, time and status; approvals follow rules (for example, by amount or by department head) and don’t depend on someone reading an email. You also get indicators that show where the process slows down and who has it at each moment.