Streamlined IT processes and enhanced communication in the Public Sector with Cardanit

The Public Centre for Social Welfare of Brussels (CPAS - Centre Public d'Action Sociale) started using Cardanit in 2022. After two years, Cardanit has become the standard tool for BPMN across the entire organization. This adoption has significantly enhanced efficiency and clarity in CPAS workflows, streamlining and optimizing the organization's processes.

With Cardanit, CPAS departments can map and clearly visualize their processes, identify bottlenecks and areas of improvement and focus on more critical aspects. This results in faster response times and a more agile organizational structure. In particular, the IT department has adopted BPMN from Cardanit as their exclusive method for describing processes, highlighting its role in their operations. This shift has ensured that all processes within the organization are consistently documented using BPMN diagrams in Cardanit, providing a unified framework for process documentation and analysis.

Now, the IT department is using Cardanit to streamline any internal process and be more efficient towards their stakeholders.

The ContextDigitizing internal processes in the public sector

The CPAS de la Ville de Bruxelles is a public institution that aims to help disadvantaged people by providing them with various forms of social assistance: financial and medical help, housing and legal advice among the others. Every municipality in Belgium has its own CPAS.

They started using Cardanit in 2022 and after years, all the organization’s processes are described on BPMN diagrams, with a remarkable advantage in terms of transparency and organization’s governance.

The democratization of BPMN among the different teams and departments within CPAS represents a breakthrough towards a more agile Public Administration. By adopting the BPMN standard language, teams from diverse backgrounds and functions can now effectively communicate and collaborate.

The ChallengeEnsure compliance to internal business processes

The use of Cardanit to describe existing procedures has revolutionized the way CPAS manages and communicates its internal processes. For example, they use Cardanit in the IT field to map procedures for granting or revoking access to software. These procedures, previously not standardized, are now clearly documented using Cardanit, ensuring precision and consistency. This detailed documentation is particularly useful for the internal control department, which aims to maintain rigorous oversight and ensure that all procedures are followed correctly.

One of the main projects Cardanit is supporting the CPAS IT department with, is migrating the ticketing applications to a new tool. With BPMN they can describe the current process and identify areas of improvement to streamline it, and make it easy to understand also for non-IT colleagues.

They’re also using Cardanit to map and streamline the internal procedure for the email signature update. As it may seem an easy thing, it’s actually built on a complex process with different Information Systems interacting. BPMN makes the procedure clear and easier to follow also for non-BPMN experts.

The SolutionDescribe and streamline IT procedures with BPMN

The introduction of Cardanit has streamlined IT procedures. By using Cardanit, CPAS departments are able to describe their own processes in a clear and structured manner with any other service. On top of this, the visual clearness provided by BPMN diagrams in Cardanit has made it much easier for stakeholders to understand the detailed requirements.

As BPMN has become the standard way to describe internal processes, all the people involved in the project are getting access to Cardanit and have a basic understanding of BPMN syntax and representation. To the stage that “Do you speak BPMN? Yes, I do” has become a common sentence at CPAS.

Without BPMN and the specific functionalities of Cardanit, achieving a common understanding of all the needs and requirements among different companies would have been extremely difficult.

Indeed, one of the significant advantages of using Cardanit is the ability to share the resulting diagrams in PDF format with external stakeholders. Previously, CPAS faced challenges when trying to describe processes to suppliers without the use of visual diagrams. Explaining the steps of a process in text form often led to confusion and errors, as a text is not always as clear as a visual representation is. The standardized diagrams instead ensure that all parties have a clear, shared vision of the processes, which is essential for implementing efficient and effective solutions. As a result, CPAS has been able to streamline their IT processes and improve overall operational efficiency.

The BenefitsEnhanced clearness and communication with Cardanit

Cardanit proved to be the perfect tool right from the beginning, offering CPAS the ability to clearly describe their processes to all stakeholders.

Using the reporting feature in Cardanit, CPAS can share the PDF versions of BPMN diagrams and provide a clear visual representation of processes that is easily understood by all teams involved.

Showing a process on screen has proven to be a remarkable benefit for CPAS. The clarity and transparency of the diagram mean that people involved do not need to know the BPMN standard to understand the process. This has significantly improved awareness and communication within and outside the organization.

With the auto layout feature, Cardanit users at CPAS can automatically arrange BPMN diagram elements, enhancing their visual appeal and readability. Moreover, the create/remove space feature allows users to insert new elements or reorganize existing ones without disrupting the overall structure.

This balance of usability and clarity has strengthened Cardanit’s role as an indispensable tool at CPAS, driving greater organizational consistency.

Further reading

BPMN in public administration: Driving digital transformation in public sector with Cardanit BPMN editor

Cardanit becomes corporate practice in healthcare business process management

Free BPMN guide: Top BPMN dilemmas explained

About CPAS Bruxelles

The Centres Publics d'Action Sociale (public social services centres, CPAS) are tasked with guaranteeing dignified living conditions for all. To this end, they offer a wide range of assistance measures, which are available to the municipality’s most disadvantaged citizens in specific circumstances.