CRM and ERP migrations are among the most strategically important, but also the riskiest, transformation projects undertaken by companies. Studies show that a significant proportion of these projects fail to meet their time and budget targets – not because of technical shortcomings, but because of an insufficient understanding of the processes actually in place. Task mining closes this gap by systematically analysing actual user interactions. The article explains in detail how task mining – using Paxray as an example – prepares migrations based on data, reduces risks and enables sustainable target processes.
Why software migrations are particularly critical today
ERP and CRM systems form the digital backbone of modern companies. Migrations are triggered by cloud strategies, vendor changes or the consolidation of mature IT landscapes. However, according to Gartner, up to 50 percent of all ERP transformations fail because processes are not sufficiently understood in advance (Gartner, 2024). The result is delays, rising costs and low user acceptance.
Limits of traditional migration preparation
Traditionally, migration projects rely on workshops, interviews and existing process documentation. However, these methods usually provide a normative picture of how processes are intended to work – not how they actually work. Implicit knowledge, manual workarounds and media breaks remain hidden, leading to incorrect requirements and unnecessary customisation (Deloitte, 2023).
What is task mining?
Task mining is a data-driven method for analysing user interactions at the workplace level. Unlike process mining, which is based on system event logs, task mining also captures manual activities, application changes and non-automated process steps. This creates a complete picture of real workflows (van der Aalst, 2022).
Task mining as an objective representation of actual processes
Task Mining from Paxray uses a front-end-based task mining approach that anonymously records real workflows. The process models reconstructed from this data reveal variations, waiting times, loops and media breaks. This gives companies an objective view of their actual processes for the first time – a key prerequisite for making informed migration decisions.
Up-to-date process maps instead of outdated documentation
A key problem with many migrations is outdated or inconsistent process documentation. Task mining automatically generates up-to-date process maps that are consistent across departments and systems. This means that all stakeholders – specialist departments, IT and implementation partners – can work on a common, data-based foundation.
Identify and eliminate legacy issues
In many companies, inefficient legacy processes are uncritically transferred to new systems. Task mining reveals where unnecessary variants, redundant steps or manual workarounds exist. This transparency makes it possible to standardise and streamline processes before migration – a crucial factor for successful greenfield and brownfield approaches.
Data-based prioritisation of migration objects
Which processes should be migrated first? This question is often decided politically or intuitively. Task mining enables objective prioritisation based on volume, effort, cost and business impact. This reduces risks and significantly shortens project durations (McKinsey, 2023).
Precise requirements instead of wish lists
A lack of understanding of processes often leads to overloaded requirements catalogues. Task mining shows which masks, fields and functions are actually used. This provides a basis for realistic, complete and verifiable requirements that avoid unnecessary special developments and protect budgets.
Added value of Paxray in the context of migration
Paxray combines task mining with rapid implementation and high data quality. The front-end-based approach allows real processes to be captured quickly without interfering with existing systems. In the context of migration, this means lower risk, less customisation, faster implementation and clean target processes.
Outlook: Task mining as standard in transformation projects
With the increasing integration of artificial intelligence and predictive analytics, task mining is developing into a strategic management tool. Companies use it not only on a project-by-project basis, but also as a continuous basis for process optimisation, automation and digital governance.
References
Gartner (2024): Market Guide for Process and Task Mining Tools. Gartner Research. Available at: https://www.gartner.com/en/documents/6403875.
Deloitte (2023): The Rise of Task Mining: Bridging Human Activity and Automation Insights. Deloitte Insights. Available at: https://www.deloitte.com/ch/en/services/consulting/perspectives/task-mining-to-generate-enterprise-value.html.
McKinsey & Company (2023): Unlocking Value in Large IT Transformations. Available at: https://www.mckinsey.com/capabilities/mckinsey-digital/our-insights.
van der Aalst, W.M.P. (2022): Process Mining and Beyond: Exploring Task-Level Behavior. Information Systems, 108.
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