Every research about business optimisation eventually goes through business process management and case management. And inevitably, there come the questions: What is case management? What is BPM? How is the one different from the other? We’ll answer all of these questions below. Let’s start with:

Are BPM and Case Management the same things?

Business process management and case management software are two solutions with the same goal: business optimisation. This is the common ground between them. But this common ground also creates considerable confusion because it makes people think of BMP and Case management as the same thing. The truth is that even though they share the same goal, the two solutions differ in the approach they offer. So let’s look at each one of them separately.

What is Business Process Management?

If we take any kind of organisation – small business, big enterprise, NGO or local government, we can describe the workflow processes in their structures as BPM. Every process is related to a certain individual. For example, in one big office, the work process of the office manager is to keep track of the office supplies. There are specific steps that the individual must take to finish this process weekly. BPM streamlines processes like this and implements new and more optimised ways for their execution. It mostly happens through data automation.

Now, if we take, for example, all the possible functions individuals can have in one big office, we will have hundreds of workflow processes to look through. What you should remember as the most distinctive description of BPM is that it acquires mainly processes that are consistent and easy to predict. This makes Business Process Management a perfect optimisation solution for general use.

regulatory case management software

What is Case Management?

Case Management is focused on more complex processes that together build a case. If we have a clear workflow structure in BPM, in cases structure is not so clear, and the outcome of operations is not easy to predict. That’s why we need a different approach in optimising the work with cases. And this is where the case management software comes in handy.

What’s the difference between BPM and Case Management Software?

If we imagine that the BPM software makes an optimal route for completing a work process, then the map will look like that:

  •  Start from point A, then go through points B and C and finish in point D. Fast, clear and straightforward where every step of the process can be predicted. 

But if we need a map for the most optimal way of completing a case, then the map will be like that:

  • Start from point A, but there will be other people, processes, and probably cases involved at points B and C. Depending on the decisions taken at these steps, the course of action may be changed. The path may lead to points D and E before finishing the processes. It all depends on the human judgement that will be made. Such complex processes usually happen in big and complex organisations like Planning Inspectorate, Social Care Commission, Local Governments, Insurance companies, Regulatory Authorities.

RelatedHow to compare different business optimisation solutions?

By looking at these two examples, we can conclude that the most significant difference between business process and case management is complexity. A good BPM solution will use data automation to optimise the work process. But if we have to optimise the work with cases, then data automation won’t be enough. This is where AI comes in handy and solves complex problems that often require human judgment.

Relatedread more about AI optimisation in inspection software.

Case management vs BPM in opposition is a really great way to understand the specifics of each solution. But what if our organisation needs to optimise both: structured and predictable processes and dynamic and more complex cases? The good news is that there are flexible platforms in this regard. It means that they can be utilised for BPM and solve complex and specific problems.

Do you need to know more about such a solution? Canalix has an outstanding regulatory case management software that can be integrated to realise the business priorities of regulators and other public sector organisations. Contact Canalix now.

If we look at the public sector as a regular business, we’ll see two sides – service providers and customers. So when we talk about business optimisation in government agencies, we talk about service providers – the public organisations that ensure regulatory compliance, and customers – the citizens and the entities subject to regulations. As in businesses, the optimisation path often goes through the workforce’s operations in regulatory agencies. It usually starts by updating the legacy case management system with purpose-built regulatory case management software.

What is case management?

Before we describe the regulatory case management module of Canalix, let’s go through Gartner’s definition of case management:

Case management solutions are applications designed to support a complex process requiring a combination of human tasks and electronic workflows, such as an incoming application, a submitted claim, a complaint, or a claim moving to litigation. These solutions support the workflow, management collaboration, storage of images and content, decisions, and processing of electronic files or cases.

RelatedCase management vs BPMS – what is the difference?

Canalix is an advanced inspection management software focused on delivering various digital transformation solutions to the public sector. One of our main objectives is to transform how the regulators’ workforce is operating. That is realised with the case management system of Canalix.

Canalix supports a fully self-sufficient government case management software by managing gathered data, documents, processes, and configurable rules on a single platform. The automated process allows fast and reliable scoring and categorising inspection cases, appeals and complaints. This digital infrastructure empowers the employees to improve their work and make better decisions.

AI optimisation can turn the decision-making process into a better version of itself. For example, by using Canalix, regulators can automatically match cases with inspectors based on:

  • Specialities
  • Complexity level
  • Distance
  • Availability
  • Preclusions

This AI optimised process eliminates the possibility of error by matching cases with a wrongfully skilled inspector. Using regulatory case management software can drastically improve the way regulators operate. The upgrades are measured in the efficiency of the workforce’s operations and by the reduced operational costs.

Read more about case management systems as part of the digital transformation in government agencies.


It’s no secret that there’s a whole genre of jokes about government agencies. The reason is mainly the predominant stereotype that describes government services as slow and clumsy. But if we look up to the top smart cities in the world, we’ll find examples of local governments that are successfully breaking up with this stereotype.

It is always inspiring to look up to great examples. But is it serious comparing London’s multi-million digital transformation budget to the budget of a local government agency somewhere in England? Of course not. However, essential digital transformation solutions can make a big difference for local governments. The modernisation of government case management systems is such.

How Regulatory Case Management Systems Transform Government Agencies? 

  • Less manual work, more automation

Public agencies oversee many parts of the regulatory enforcement process. Sometimes these parts interact with each other. Or there are new compliance rules that change the process. This work adds up every day. That’s why procedures in the public sector are often slow when done manually. 

Digital transformation is changing this by integrating governments with valuable case management platforms. Such platforms improve efficiency via data-driven automation that allows faster workflow. And it’s no secret that when we talk about saving time, we talk about saving costs. So this is the most fundamental transformation value that a regulatory case management software can bring by automating manual processes.

  • Eliminating expensive mistakes

Data automation is the technology through which case management systems ensure fast workflow. But how do they ensure intelligent workflow? The answer is artificial intelligence. A smart case management system will remove the risk of expensive errors.

We will give an example of the way Canalix is applying AI optimisation in the inspection process:

Imagine that different cases are categorised by their specifics and located in various places. The solving of each case requires an inspector with a specific skill set. The manual process of matching inspectors with cases have a considerable risk of error. Such risk may lead to sending wrongfully skilled inspectors on site. But with intelligent case management software like Canalix, each case can be matched with an inspector based on skill set, distance, availability, etc.

Our innovative solution makes the resource allocation visible in the inspectors’ scheduling calendars in real-time.

RelatedThree Benefits of Using AI-Driven Inspection Software

Providing security

Keeping the data in excel files on our government agency’s server will make it easier for hackers to steal the data. But a sound case management system can provide additional security. If you want to take care of your government agency’s case management security, make sure that you look for cloud-based platforms that are specifically built to answer the public sector’s needs.

Related: Why Regulators Need Industry-specific Inspection Software?

Government agencies are organisations that still have baby steps to make into digital transformation. Modernising their case management software is suitable for making more significant steps into this field. Do you want to lead your organisation into its first step in digital transformation? Contacts us for a free demo.

Related: Why Self-Service Portals Are a Good Idea For the First Step Into Digital Transformation?