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How much does Business Process Management (BPM) software cost?

Posted by Emma Harris on 04/08/16 12:31
Emma Harris

 If you are reviewing the marketplace for a Business Process Management (BPM) software system, one of the key questions that you will want answered is: How much does it cost? However, because any BPM software system is an extremely flexible package, it can and should be tailored to your organisation’s individual requirements - to meet a set of specific objectives. Accordingly the answer to the question, ‘how much does it cost?’ is almost always, ‘well, it depends on what you want.’This, of course, does not help when you just want a ballpark idea of what the BMS software cost will be, so that you can determine if an approach is within budget. It also doesn't help to give you an idea of the budget needed before you start spending time evaluating the detail of the different systems available.

In this article, we will set out what you will need to think about in order to cost Business Management software and give pricing for the various systems that Triaster offer.

A BPM software system is made up of:

  • Software
  • Support and maintenance
  • Services

So in determining what you want – and therefore how much it will cost - you need to think about your requirements for all three.

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Let's look at each in turn:

BPM Software: Start-Up, Standard & Professional Systems

Software is purchased by buying a licence. Licences can be sold as ‘perpetual’ or ‘term’ licences. A perpetual licence lasts forever (in perpetuity), whilst a term licence lasts for the period of the licence purchased. With software generally being delivered through the cloud, many software vendors no longer offer perpetual licences.

If that is the case, you only need to decide for how long you want to use the software and which licence option is most relevant to your organisation. The options available are specific to each software vendor and typically will be classed according to the functionality offered and the number of users (both of the software users and the viewers of the BPM system).

At Triaster we offer Start-Up, Standard and Professional systems. These are bundles of software, offered on a term licence basis only and according to the functionality that you want. As you might expect, only core functionality is included in the Start-Up system, which offers a low-cost, entry level system for organisations seeking to implement process mapping with basic process management.

A fully integrated business management system is delivered by the Standard system and all the software features that Triaster offer are included in the Professional system to deliver both BPM and Continual Improvement.

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The full list of software features Triaster offer is long, so I won’t list them here, but to view please click here.

The number of viewers of each Triaster system is unlimited, so you don’t need to know the intended number of viewers of the BPM system. You will need to decide the following:

  • The functionality that you need – according to your requirements
  • The number of process map authors that you need/want
  • The time period that you wish to purchase the software for
  • If your IT decision makers will agree to a cloud hosted system

Support and Maintenance for Business Process Management software

Support is help desk support – support available when you have a query with the software, either regarding how to use it or when it isn’t working. Often vendors separate e-mail from telephone help desk and charge different costs for each.

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Maintenance is on-going software releases to keep your software current and compatible with other software. For example, the minimum system requirements for Triaster software include Windows Vista, Windows 7 or Windows 8. These are updated frequently.

Maintenance releases are therefore needed to keep Triaster software compatible. Maintenance releases also address any software issues.

Maintenance is essential, but Support is optional – although generally recommended.

BPM Training and Services

This is where the options really start to ramp up and in order to decide what you need, you have to think both about what you are wanting to achieve and the resources that you have available to enable you to do so.

It may be that you are purely looking for a software platform, but even so, on-boarding services are often obligatory or if not, highly recommended.

Most people looking to implement a BPM system are looking for help, not just with installing and using the software, but with achieving their specific end objectives. These could be perhaps consistent processes or implementation of best practice processes across their organisation.

They are looking for expert advice on how to achieve this – one of the very common questions we are asked at Triaster is, “how do we ensure that the BPM system will be used, once it is implemented?” 

Triaster offer services to directly address this challenge, which very many customers purchase. Not all however.

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Another area where customers often require additional support is process mapping. A key component of any successful BPM system is the content. Do you have sufficient resource in-house to capture accurate, useful content? If not, you will need process mapping services and need to factor in the cost of these.

Some of the most common services bought in addition to Triaster’s on-boarding services packs include:

BPM System Design:

  • Bespoke Front-end (Home Page) design
  • Process Map Stencil and Template customisation (basic and standard options)
  • Data Visualisations

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Bespoke Home Page design for the AA

Professional Services:

  • Facilitated Discovery workshops
  • Process Mapping services
  • Conversion Mapping services
  • Communications package

Training:

  • Additional Process Mapping training

Technical:

  • Mobile devices enablement and technical services
  • Report creation and customisation
  • Analytics enablement
  • Search customisations and SharePoint integration

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Mobile view of Sungard AS BPM system

This is by no means an exhaustive list.

For the full list of services offered by Triaster please click here.

So what is the cost of BPM software?

As I hope is clear from what I have already written, this will depend on what you need/want from the options available – both software and services. But I promised you costs. So I have set out below the cost range for each of Triaster’s Systems for the typical Triaster customer.

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All costs net of VAT and expenses

For more detail on what each System comprises and how these costs have been calculated, please see below.

Please note in the detail below:

*Means included in annual software licence subscription. Click here to see the full feature list or details of what is delivered by each of the Start-Up, Standard and Professional Process Libraries.

**Means included in on-boarding services (required for first year only).

 

Start-Up BPM System

The most commonly purchased Start-Up system is purchased with process mapping training.

This delivers:

  • Extremely easy to use Process Mapping software (Process Navigator), licenced for 1 user*
  • A cloud hosted (shared server) Start-Up Process Library for sharing process maps across your organisation, licensed for unlimited viewers*
  • Full software maintenance*
  • E-mail support (1 incident per month)*
  • Technical set –up**
  • A choice of pre-designed Library skins**
  • 2 days Process Mapping training

This costs £8.5K for the first year, with an annual software licence subscription fee for year two and beyond, of £6K.

Not purchasing the process mapping training reduces the first year cost to just £6.5K. The software licence subscription remains unaffected at £6K per annum for year two and onwards.

So in summary, the cost range for an entry level BPM system for the average Triaster customer is typically £6.5K-£8.5K for the first year and £6K for the year two and thereafter annual software licence subscription.

The Start-Up system also can be purchased for as little as £500 a month, with an initial minimum purchase term of 3 months. There is no on-premises server option.

Standard BPM System

The most commonly purchased Standard system is also purchased as a hosted system, with Standard package on-boarding services, design, mobile devices enablement services, and communications services.

This delivers:

  • A Standard Process Library, licensed for unlimited viewers*
  • Cloud hosting (Dedicated Azure Server)*
  • Extremely easy to use Process Mapping software (Process Navigator), licensed for three users*
  • Full software maintenance*
  • Phone and e-mail support (5 incidents per month)*
  • 4 days training**
  • 6 days consultancy**
  • 2 days project management**
  • Brand customisation of the Process Map Stencil and Template and some bespoke shapes (Standard option)
  • Bespoke design of the Library Front-end
  • Full mobile devices set up for your BPM
  • Communications templates and content (Standard option package)

This costs around £56K, for the first year, with an annual software licence subscription fee for year two and beyond of just over £20K.

With an on-premises Server, the cost will increase to around £62K for the first year, but the annual software licence subscription remains unaffected at about £20K per annum for year two and onwards.

If the additional design services, mobile devices set up and communication services aren’t purchased, but the rest of the packages is as listed above, the first year cost will reduce to just over £38K. The software licence subscription again remains unaffected at just over £20K per annum for year two and onwards.

So in summary the cost range for a Standard BPM system for the average Triaster customer is typically £38K- £62K for the first year and £20K for the year two and thereafter annual software licence subscription.

Professional BPM System

The most commonly purchased Professional system is again purchased as a hosted system, with the Professional package on-boarding services, design, mobile devices enablement services and several service packs to support business analysis and process improvement.

This delivers:

  • A Professional Business Process Library (with unlimited Business Analysis Libraries) licensed for unlimited viewers*
  • Cloud hosting (Dedicated Azure Server)*
  • Extremely easy to use Process Mapping software (Process Navigator), licensed for unlimited users*
  • Full software maintenance*
  • Full service desk support*
  • 5 days training**
  • 2 days process metrics training**
  • 6 days consultancy**
  • 2 days project management**
  • Brand customisation of the Process Map Stencil and Template and some bespoke shapes (standard option)
  • Bespoke design of the Library Front-end
  • Full mobile devices set up for your BPM
  • Report creation and customisation
  • Analytics enablement

This package costs around £72K, for the first year, with an annual software subscription fee for year two and beyond of around £40K.

With an on-premises Server, the cost will increase to around £80K for the first year but the annual software licence subscription remains unaffected at about £40K per annum for year two and onwards.

If the add-on/additional services aren’t purchased, but the rest of the package is as listed above, the first year cost will reduce to just over £57K. The software licence subscription remains unaffected at just under £40K per annum for year two and onwards.

So in summary, the cost range for a Professional business management and improvement system for the average Triaster customer is typically £57K- £80K for the first year and £40K for the year two and thereafter annual software licence subscription.

If you would like to find out more about BPM systems and some of the problems that arise during implementation, you should read this article:

Problems with Business Process Management: Getting Employee Buy In

Get the Most Out of Your Business

I hope that this has helped to at least give you an idea of the cost of a BPM system purchased from Triaster. Also the factors that you will need to think about in order to estimate pricing when talking to any other BPM vendor.

Do remember that the costs set out in this article are only the external costs (to your organisation). There will be internal costs to be calculated too.

We hope that you have found this article useful. Here at Triaster, we offer a dedicated business process management system that intelligently houses all of your company’s processes, procedures, policies and documentation in an easy to understand, easy to use secure website. If you would like an accurate price quote for your organisation go here, or click on the graphic directly below if you want to learn how to drive down the costs in your organisation:

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This is an updated version of an article originally published in March 2016.

Related articles:

How to Cost a Business Process Management (BPM) System

5 Reasons your Business needs Business Process Management 

5 more Reasons your Business needs Business Process Management 

Costing a Business Process Management system: What should be considered?

7 Key Questions to ask when shopping for Business Process Management software

Topics: BPM




Emma Harris

Written by Emma Harris