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Camunda Day Amsterdam 2019: Best Practices for successfully introducing Camunda in your Organization

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Camunda Day Amsterdam 2019: Best Practices for successfully introducing Camunda in your Organization

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We know the uphill struggle that introducing new software entails. In this presentation, Robert Gimbel, CRO at Camunda, shared best practice insights drawn from more than 200 customers who’ve adopted Camunda, from first project to broad-scale adoption, so you avoid commit pitfalls and hit the ground running.

We know the uphill struggle that introducing new software entails. In this presentation, Robert Gimbel, CRO at Camunda, shared best practice insights drawn from more than 200 customers who’ve adopted Camunda, from first project to broad-scale adoption, so you avoid commit pitfalls and hit the ground running.

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Camunda Day Amsterdam 2019: Best Practices for successfully introducing Camunda in your Organization

  1. 1. Best Practices for successfully introducing Camunda in your Organization Camunda Projects 101
  2. 2. What to expect 2 Assumption: You’re basically familiar with the Camunda product stack In this session: ● Camunda project characteristics ● Typical pitfalls and how to avoid them ● Added value of Camunda enterprise subscription
  3. 3. More than 230 Customers 3
  4. 4. 4 Topics Typical Camunda Projects Preparation and Kick-off Design and Implementation Go-Live and Operations Continuous Improvement
  5. 5. 5 Typical Camunda Projects Project Types: • Automate manual / paper-based work • Migrate existing workflows from • ...legacy BPMS • ...product with embedded workflows • ...homegrown workflows • Add workflows to software product • Provide centralized workflow infrastructure Project Goals: • Increase customer satisfaction, e.g. with faster processing • Provide process transparency • Increase flexibility to reduce time-to- market • Reduce costs • Higher throughput and scalability • Customization layer for workflows (domain specific low-code platforms)
  6. 6. Typical Project Characteristics 6 Duration: Three - Nine Months Typical Setups: In-house / In-house plus Contractors / Solution provider Team Roles: Software Developers, Enterprise Architects, Project Managers, Business Analysts Critical Success Factors: • Agile development approach (lean, incremental, ...) • Close collaboration between business and IT • BPMN and DMN proficiency for all participants • Resilient and scalable technical architecture • Sufficient software development skills and capacities • Strong stakeholders buy-in and project marketing
  7. 7. Project Stages 7 Prepare Define project vision, evaluate platform options, setup project infrastructure Design & Implement Understand requirements, specify, build and test the solution. Operate & Fix Operate the solution in production, monitor availability and handle incidents. Analyze & Improve Review business value of the solution, find room for improvement. Prepare Design & Implement Operate & Fix / Analyze & Improve Go liveKick-Off Ongoing
  8. 8. More than 100 Camunda System Integration Partners 8 https://camunda.com/partners/
  9. 9. Folie 9 Typical Camunda Project Timeline (Courtesy of WDW) Realisation MVP Sprint 4 Sprint 2 Sprint 1 print 0 Sprint 3 Sprint 6 Sprint 7 Sprint 5 Sprint 8 Sprint 9 Po C Go-liveMVP 4 – 6 Months 8 – 12 Sprints (each 2 weeks) Production Sprint 0: Team fit for work PoC-Application set up Sprint 1: backend-interfaces analysed and useable Target architeture defined PoC-Application integrates Sprint 2-5: MVP Features Implementation Setup Finalization Sprint 6/7: Bugfixes (UI/IX) Improvments Launch Prepartion
  10. 10. Folie 10 Typical Camunda Project Setup (Courtesy of WDW) Product Owner (Proxy) Product Owner Stakeholder Scrum Master Team Implementation / Scrum Team Customer / Business Unit − Business Units − IT − Project Management − Process Owner − Process Manager 1 Product Owner From the Business unit 1 Proxy Product Owner with Scrum Experience 1 (Part-Time) Scrum Master 3 – 6 Developers Full-Stack 1-2 Camunda Experts
  11. 11. Other Partner Examples 11 Partner Customer Automation Scope Project Duration Project Team Panasonic European Workflow Platform, Highly configurable approval processes for National Sales Companies (replacing Lotus Notes solutions) 12 Months Product Owner 4 BPM Developers / Architects 2 Frontend Developer Business Unit Representatives Financial Services Provider Several core business processes 6 Months Project Lead, Requirements Engineer, 2 Camunda Developers (who also did process analysis) Daimler AG Global standardization and optimization of discounting procedures for Truck sales (Replacing a Lotus Notes based solution) > 12 Months 1 Product Owner 5 Developers (1 Camunda Expert) Different Business Units Reps (markets / countries)
  12. 12. 12 Topics Typical Camunda Projects Preparation and Kick-off Design and Implementation Go-Live and Operations Continuous Improvement
  13. 13. 13 Process Automation Cycle Automating your core business requires you to continuously iterate your processes in order to learn and improve. Analyze Design Implement Operate
  14. 14. Mapping the Cycle to Project Stages 14 Prepare Design & Implement Operate & Fix / Analyze & Improve Go liveKick off Ongoing Analyze Design Implement Operate ● Design and Implement should not happen sequentially (waterfall), but incrementally (agile). ● Operating the automation solution includes technical fixes (e.g. in the process model), which is connected to specific challenges (e.g., process instance migration). ● Operate (Technical) and Analyze (Business Performance) do not happen sequentially, since both are ongoing. ● Improve can happen on a small scale (e.g., adjusting DMN decision tables) and on big, more disruptive scale (next iteration through the whole cycle).
  15. 15. Community or Enterprise?
  16. 16. Camunda Community: Foundation Stack 16 Cockpit in Community contains only rudimentary feature set.
  17. 17. Camunda Enterprise: Full Stack 17
  18. 18. Camunda Enterprise: Full Stack and Services 18 Full Stack Professional Services Support Consulting Training
  19. 19. Community or Enterprise? 19 Choose Community, if... Choose Enterprise, if... Solution Complexity Low High Criticality to Business Low High Project Urgency Low High Developer Resources Abundant Scarce Camunda Community Platform is sufficient, if: ● Automation solution is not complex and/or not business critical ● Time to market is not an issue (low urgency for solution delivery) ● Developer resources are available in abundance
  20. 20. Q: What is the right time to sign up for Enterprise? 20 Answer: As soon as you kick off your project. The success of your project is determined by the decisions you make in the beginning. This includes technical architecture, but also the actual understanding of business requirements and the buy-in from the business stakeholders. The later you recognize your errors, the more difficult it will be to correct them. Working with Camunda Enterprise makes sure you put things on the right track from day one. “Switching from Camunda Community to Enterprise accelerated the progress in our Camunda related IT project. Having a Camunda consultant on-site for only 3 days helped us to answer so many questions that we were struggling with on our own for months.” - David Wery, Technical Team lead, TOTAL (Lampiris) Prepare Design & Implement Operate & Fix / Analyze & Improve Go liveKick off Ongoing
  21. 21. Things to have in place before Kick-off 21 General ❏ Clearly defined and documented project vision ❏ SMART objectives (e.g. based on OKR methodology) ❏ Necessary Budget allocated and secured ❏ Completed evaluation of potential solution platforms, including PoC / a working prototype ❏ Clearly committed project team with sufficient skills and secured availabilities ❏ A specific, realistic and resilient project roadmap with defined milestones ❏ Managed expectations (aligned with vision and objectives) from project stakeholders Camunda ❏ Camunda Enterprise Platform available and ready to use ❏ All license contracts completed (mutually signed) ❏ Camunda consulting involvement clarified and availability secured
  22. 22. 22 Topics Typical Camunda Projects Preparation and Kick-off Design and Implementation Go-Live and Operations Continuous Improvement
  23. 23. Business Units request process automation solutions => Projects 23 ITBusiness Units Software Developers Software Architects IT Project Managers Business Analysts Technical Operations Manager Employee Project Lead Process Owners X (X) Process Workers X Process Stake- holders X X X CIO / VP Engineering Request Solution
  24. 24. Challenges and Potential Solutions 24 Risk / Problem Impact Camunda Enterprise Value Many stakeholders are involved, and it is difficult to collect their requirements and communicate the proposed solution. Misunderstandings that require clarification and lead to project delay. Limited buy-in from stakeholders can sabotage the project at later stages. Cawemo: Collaboration hub for workflow automation projects. Allows you to involve all stakeholders in process model discussions. Training/Coaching: How to use BPMN and DMN to gather requirements and get business and IT together. https://camunda.com/products/cawemo/
  25. 25. Screenshot: To-be Process Design with Cawemo 25
  26. 26. Challenges and Potential Solutions 26 Risk / Problem Impact Camunda Enterprise Value Project team has limited experience with Camunda Uncertainty about how to design the architecture and implement specific requirements => project delay Bad decisions can impact scalability / reliability in production (e.g., due to performance issues) ● Dedicated Customer Success ● Training and Coaching ● Product Support ● Advice on how-to ● Model Reviews (BPMN, DMN) ● Architecture Reviews ● Code Reviews ● Best Practice Patterns https://camunda.com/services/
  27. 27. 1. Start your process automation project as a Spring Boot application, using the Camunda Spring Boot starters for the REST API and the Web applications. 2. Build your project with Maven. 3. Use Eclipse as IDE, 4. Use the Enterprise Edition of the camunda-engine and the camunda-webapp. 5. Use OpenJDK 11 as Java runtime. 6. Model the processes with the Camunda Modeler 7. Add your process models and the java code to the project 8. Use the H2 file based java database for development. We strongly discourage that multiple developers share the same database during development as this can lead to a multitude of problems. Running the process application in production: 1. Use PostgreSQL - or the database you already operate. 2. Secure the Rest-API. See this example 3. Run the process application by copying the jar-file to the server and start it with java -jar YourProcessApplication.jar Potential Greenfield Stack (for Java Shops) 27 Source: Camunda Consulting - Best Practices
  28. 28. Best Practices for Implementation 28 • Think about data backup strategies and make sure your data is always securely backed up. • Do not speculate about performance, but define sufficient load tests and run them. • Decide about data retention requirements (for how long the data should be kept in the Camunda History DB), and configure the history cleanup feature (TTL) accordingly. • Decide which Camunda log level you need, and how and where you want to store the logs in a way that they are as accessible as necessary, and as secured as possible. • Invest in proper test cases (test automation), especially regression tests. This will pay off once you operate your automation solution (e.g., when you upgrade Camunda BPM) • Avoid using Camunda internal API since there won’t be guarantees for backwards compatibility when upgrading to new versions of Camunda BPM
  29. 29. Do's and Don'ts 29 ● Invest in local development environments that allows for easy development and testing. Do not force your developers to use one shared deployment platform for simple testing. ● Think and work in increments ○ Do not overthink how to encapsulate your services or the Camunda API... ○ Do not work out the perfect process engine abstraction layer... ○ … before you are actually and successfully in production with your first project. ● Make sure everyone knows how to reach and interact with Camunda Support, where to get the Camunda Enterprise platform for download, and where to get the Enterprise Features License Key.
  30. 30. Challenges and Potential Solutions 30 Risk / Problem Impact Camunda Enterprise Value Bugs in Camunda Can delay or stop the solution development. Fixing bug yourselves is time consuming and expensive. Product Support: Report problem, validate that it is actually a bug, learn about alternative solutions, prioritization of bug fixes, patch release provisioning Missing Features in Camunda Can delay or stop the solution development, sometimes unexpectedly due to late discovery. Product Support: Request Feature, will be considered by product management, if approved will be put on product roadmap (short or mid term) https://camunda.com/services/
  31. 31. Case Study: Allianz Life, Indonesia 31 “We have never once questioned our decision to adopt Camunda BPM as a platform and make Camunda our BPM partner. Our developers could implement all necessary specifications very quickly. Our transition to the BPM world was successful and without any problems. And this is due to the excellent project support provided by Camunda from 10000 km away and across six time zones. These are the points that make Camunda one of our most valued suppliers: • definite commitments, that are kept at all times • clear communication, especially when problems arise • quick responses to all questions and inquiries • flexible project support, for example process review, coaching by remote sessions and on-site consulting Our IT-management team as well as our developers agree that adopting this lightweight process engine with its excellent performance was the right decision.” - Jörg Sauer, Head of Application Development Download: https://camunda.com/case-studies/allianz-indonesia/
  32. 32. 32 Topics Typical Camunda Projects Preparation and Kick-off Design and Implementation Go-Live and Operations Continuous Improvement
  33. 33. Challenges and Potential Solutions 33 Risk / Problem Impact Camunda Enterprise Value No visibility in History Data Confusion around specific workflow behavior, lack of understanding why certain things happened / did not happen; This often results in self-developed auditing solutions which delays the project and drives the costs. Enterprise Cockpit: Total visibility into history data, including process audit trails, variable change log and much more. No tool support for handling production incidents Incidents cannot be efficiently handled and fixed, leading to production downtimes Enterprise Cockpit: Powerful incident handling for both single process instances and large batches of process instances. https://camunda.com/products/cockpit/
  34. 34. Screenshot: Process Instance History View 34
  35. 35. Challenges and Potential Solutions 35 Risk / Problem Impact Camunda Enterprise Value Migrating running instances to new process definition version is difficult Running instances might need to stay on old version and cannot be migrated to a version that contains critical bug fixes Enterprise Cockpit: Extensive support for process instance migration (single/batch), including migration plans Manual manipulations in running process instances are sometimes necessary but not automatically tracked Potential issues in compliance, if manipulations of production instances and data need to be logged for auditing purposes. Enterprise Cockpit: User Operations Log as an out-of-the-box solution for auditing manual manipulations and changes Bugs in Camunda Unexpected bugs in Camunda can lead to critical issues, including production downtimes and data losses Product support with 24/7 availability and short-term bug fixes / patch releases https://camunda.com/products/cockpit/
  36. 36. Screenshot: Process Instance Migration 36
  37. 37. Performance Is a Difficult Topic • It always depends • On hardware • On software environment (OS, Java, App Server, Database, …) • On Service Tasks in the process • On network topology (e.g. remote database, web services, …) • On concurrent requests, database load, … • There is no simple answer to performance • We always succeed – in each and every real-life situation • Handling millions of process instances / day • Handling more than 1.000 process instances / second • Handling thousands of parallel users • Handling thousands of parallel process instances while guaranteeing a maximum processing time of a few seconds 37 Camunda DevOps Training: https://camunda.com/services/training/camunda-devops/
  38. 38. Size of Example Database • History Level: FULL • Starting 40,000 Process Instances • 33,000 Process instances ended • Oracle 12c Enterprise Edition (12.1.0.1.0, 64bit Production) database # Instances Disk Space Calculcated Space / Process Instance Remarks Runtime 6,989 28 MB 4 KB Around half of the space is used for indices History 39,953 766 MB 19 KB Space requirements are influenced massively by History Level Sum 794 MB 38 Camunda DevOps Training: https://camunda.com/services/training/camunda-devops/
  39. 39. (History) Queries • The challenge: • Indexes cost space and performance in writing data • We provide a generic database schema without knowing what you exactly do with it • We constantly work on the right balance of too many and too few indexes • What you can do: • Check indexes and slow query log • Add index where appropriate for your situation (perfectly OK with us, you do not lose support!) • As Enterprise Customer you can always discuss/validate changes with support • Example: create index PROC_DEF_ID_END_TIME ON ACT_HI_PROCINST (PROC_DEF_ID_,END_TIME_) 39 Camunda DevOps Training: https://camunda.com/services/training/camunda-devops/
  40. 40. Container Camunda Shared Process Engine Database Camunda REST-API System-Monitoring (Nagios, Icinga, PRTG, …) Number of • incidents, • running process instances, • … /incident/count/ Typical JVM/Container checks Notifications (might include deep- links to Cockpit) Monitoring & Alarming 40 Database queries for monitoring: https://github.com/camunda-consulting/code/tree/master/snippets/db-queries-for-monitoring Camunda DevOps Training: https://camunda.com/services/training/camunda-devops/
  41. 41. Rolling Update in a Cluster Possible 41 1. 2. 3. 4. Camunda DevOps Training: https://camunda.com/services/training/camunda-devops/
  42. 42. Case Study: T-Mobile Austria, 4x faster product to market 42 T-Mobile Austria is one of Austria's largest telecommunications providers. It serves around 7.5 million customers, with 97% of users accessing fast LTE reception. Workflow automation offers a key opportunity for differentiation when innovating for customers. T-Mobile Austria’s more than 40 core back-end systems are critical to the company’s operations. Camunda BPM connects to these systems via the Java API and REST API, providing an agile and adaptable layer in the architecture. There are nearly 100,000 process instances running on Camunda any given day. Camunda makes it possible to connect and orchestrate different combinations of back-end systems for the delivery of a new product or service. Workflows are defined in BPMN to document and manage these integrations, leading to stronger business and IT alignment and increased transparency. Download: https://camunda.com/case-studies/t-mobile-austria/
  43. 43. 43 Topics Typical Camunda Projects Preparation and Kick-off Design and Implementation Go-Live and Operations Continuous Improvement
  44. 44. Challenges and Potential Solutions 44 Risk / Problem Impact Camunda Enterprise Value No Business Reporting Business stakeholders have no insights into how their business processes actually perform. Lack of transparency leads to emotional disconnect and limited value recognition of the solution Optimize: Business stakeholders can create reports in self-service, including BPMN heat maps that illustrate process behavior, but also general bar, line, and pie charts. No Business Activity Monitoring Mission-critical business processes may be correctly automated, but business results are breaking down (example: sudden drop in incoming orders). Businesses need a way to monitor critical KPI. Optimize: Real-time monitoring capabilities provide updates within seconds. Business stakeholders can put together their own dashboards (e.g., for operation rooms) and define alerts that send emails if critical thresholds are exceeded. https://camunda.com/products/optimize/
  45. 45. 45 Case Study: Visana Health Insurance Situation ● 820,000 Customers ● 32,000 Documents per Day Project Objectives ● Insurance Policies within 20 minutes ● Claim Settlement within 8 business days Camunda Enterprise ● Introduced 2016 ● Core process automation engine ● Sales, Settlement, Master Data Management ● Migrating from Batch to Single Instance ● Progress transparency for customers ● Continuous Process Improvement w/ Optimize Download: https://camunda.com/case-studies/visana/
  46. 46. 46 Talanx: Third-largest Insurer in Germany Watch: https://www.youtube.com/watch?v=W_PfV7usW4A
  47. 47. The Path to a successful Digital Transformation 47 Digital Transformation (value) Investment (time, money) Pilot-Project Lighthouse-Projects Broad-Scale Transformation
  48. 48. … and do not forget to celebrate Success! 48 Projects from Goldman Sachs, Generali Insurances and Deutsche Bahn being presented at CamundaCon in Berlin
  49. 49. 49 Contact US +1.415.513.0111 Germany +49 30 664 04 09 00 info@camunda.com https://camunda.com/contact

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