Model Digital Processes First, Then Choose Software
Modeling roles, decisions, data, and exceptions first helps identify software requirements. This prevents costly adjustments to unclear processes.
For management and product owners, "modeling processes before software selection" can be assessed primarily based on two points: "tool-neutral task" and "current process as the target." This comparison makes the functional boundaries tangible.
Published: 3 min read · Author: Sebastian Geier
Why should the target process be defined before software is selected?
Before software selection, the target process is described as a sequence of user tasks, rules, and responsible states. Special attention is paid to exceptions and handoffs, because standard solutions often generate additional work in these areas. Only the agreed-upon model is translated into verifiable software requirements.
Explicit decision
Trace a real-world scenario from trigger to completion, including roles, data, and waiting times.
Remove unnecessary handoffs and make expert decisions regarding target rules and relevant exceptions.
Derive capability scenarios for software selection, configuration, and acceptance from the refined model.
Tool-neutral task
Tool-neutral task Each step describes its purpose and outcome without adopting buttons or functions of a preferred product.
Explicit decision Rules, decision-making authority, and necessary information are clearly identifiable at each branching point.
Special case addressed Missing data, queries, rejections, and resumptions are part of the model and not relegated to a later list of leftovers.
Test Case: "Current Process as Target"
A release process is currently described as an email chain, and therefore a tool with a multi-stage workflow is being sought. However, the modeling shows that only two decisions are necessary, and the remaining stages request missing input data. Improved data capture can simplify the process more effectively than a complex release module.
Special case addressed
Number of transfers and re-entries of data in the modeled target process compared to the observed current process.
Proportion of relevant exceptions that a software candidate reproduces in scenario testing without an external subprocess.
Current Process as Target
Current Process as Target Historical detours are digitally recreated, even though their original reason no longer exists.
Happy Path Selection – The software is suitable for presenting the typical scenario, but requires spreadsheets and manual adjustments for exceptions.
Requirements from Product Demo – Functional terms replace the actual task and artificially make alternatives incomparable.
What “Modeling Processes Before Choosing Software” Means for Related Tasks
An in-depth question answered Making Build vs. Buy Decisions Without Vendor MarketingHow can a build-versus-buy decision be made independently of vendor marketing?
Further Perspectives Assign redirects based on content rather than similar URL.
If you want to practically implement "modeling processes before choosing software," you can refer to Robust Website Systems . This focuses on "product maturity and platform governance" and "tool-neutral task."
Conclusion: Modeling processes before choosing software
A clearly defined process prevents software from forcing an unclear organizational structure into rigid templates. This makes the selection smaller, more comparable, and closer to the actual work result.
Sources and Further Information
The following official documentation and standards provide the technical classification.
1. Understand users and their needs – GOV.UK Service ManualOfficial standard for basing services and priorities on the observed needs of different user groups.
The Technology Code of Practice – GOV.UKOfficial governance framework for user needs, integration, data, procurement, security, and the entire technology lifecycle.
Key Thesis
The process model makes tasks, handoffs, rules, and special cases visible. Only on this basis can it be determined which software is suitable and where adjustments are necessary.
What This Is Not About
Process modeling should not preserve an idealized workflow in extensive diagrams. Nor should it predetermine the later software selection through hidden product terminology.
What it's about
The model makes tasks, decisions, data, handoffs, and exceptions visible, independent of the tool. This allows for verification of which capabilities a software actually needs to provide or consciously omit.
Platform strategy & build vs. buy
Plan platform roadmaps based on dependencies instead of wish lists
"Modeling processes before software selection" includes, as a separate step, the question: How does a wish list become a robust platform roadmap with dependencies?
Platform strategy & build vs. buy
Identify vendor lock-in early and assess its economic impact.
Supplements "Modeling Processes Before Selecting Software" with a separate decision: How can vendor lock-in be economically evaluated before a platform decision?
Insights Overview
All VELUNO Insights at a Glance
Further analyses on Website Systems, digital visibility, and robust working models.
Special case addressed: first control step
Before selecting a product, a compact process workshop can reveal the true capability requirements. The resulting scenarios then form a solid basis for evaluation and implementation.