On May 13, 2025, an online event was held in the format of the Intecracy Expert Webinar, dedicated to the most critical challenges of digital transformation in modern business. The main topic of discussion was "How to identify problematic processes before starting automation." The event was organized by the Intecracy Group consortium, which continues its series of professional meetings aimed at exchanging experience in the field of information technology. The key speaker of the webinar was Yurii Syvytskyi, a well-known IT expert and co-founder of the consortium. The presenter focused on the practical aspects of searching for delays, redundant operations, and hidden costs that often remain unnoticed until software solutions are launched.
Pre-Implementation Analysis: Why Chaos Cannot Be Automated
Modern businesses often make a classic mistake by attempting to automate existing processes without conducting a preliminary audit. Yurii Syvytskyi emphasized that such an approach not only fails to resolve existing problems but also solidifies them, making the system even less flexible. When an inefficient procedure is transferred to a digital environment, it begins to run faster, but it still remains inefficient, generating additional costs and creating a false impression of optimization. Organizations spend significant budgets on licenses and development but do not achieve the expected increase in overall productivity.
To prevent such risks, it is essential to conduct a deep study of the current process map (As-Is) before starting any automation project. This allows for a clear distinction between valuable operations that create value for the end consumer and obsolete regulations that only slow down the organization's work. The use of modern analysis methodologies helps identify so-called bottlenecks and develop an optimal model for the future state of processes (To-Be). Only after this phase is complete can one proceed to technical design and software development.
Process Mining and BPM as Diagnostic Foundations
During the webinar, Process Mining and Business Process Management (BPM) technologies were highlighted as the primary tools for identifying problematic areas. Process Mining allows for the reconstruction of the actual state of affairs in an organization based on digital footprints left in information systems (such as ERP, CRM, and document management systems). Instead of relying on subjective descriptions of processes provided by employees during interviews, analysts obtain an objective picture built on real data from every transaction, document, or user action. This eliminates the human factor in efficiency evaluation.
Combining Process Mining with classic BPM systems allows organizations not only to detect deviations from regulations but also to eliminate them promptly. BPM platforms provide flexible modeling, execution, and monitoring of processes, enabling quick adaptation of business rules to changing market needs. This comprehensive approach ensures that automation efforts are directed precisely at those areas where they will bring the maximum economic effect, rather than at secondary tasks that do not impact the overall result.
"Automation without preliminary analysis and optimization is the fastest way to scale inefficiency. Our task is to use Process Mining and BPM tools to make all hidden delays and redundant operations visible to management. Only when we understand the real cost and duration of each step can we make informed decisions about investing in IT infrastructure. Optimization must precede automation, not follow it," Yurii Syvytskyi emphasized during his presentation.
Methodology for Detecting Delays and Redundant Operations
The speaker paid special attention to the practical mechanisms of identifying inefficiencies. In particular, the problem of redundant operations (rework) was discussed in detail, where the same document or task is returned to a previous stage multiple times due to errors or unclear instructions. Such cycles significantly increase the duration of the process and lead to hidden costs that are difficult to capture using traditional financial accounting methods. They create an unnecessary burden on staff and reduce customer satisfaction levels.
Another critical factor is time delays at the intersections between different departments. Often, a task "freezes" not because the performer works slowly, but due to the lack of clear rules for transferring responsibility or because of long waiting times for approvals from management. The webinar demonstrated how analyzing digital footprints helps precisely localize these pauses and develop measures to eliminate them before writing the first line of automation code. This avoids unnecessary expenditures on developing redundant functionality.
In conclusion, it was noted that successful digital transformation requires a fundamental change in the culture of process management. Organizations must transition from intuitive decision-making to data-driven management. Only this approach allows for minimizing the risks of failed IT projects and ensuring a high return on investment in new technologies. Intecracy Group plans to continue holding such events to enhance the technological maturity of Ukrainian businesses.