Systematizing a business process can be an interesting, if not challenging undertaking. It forces the participants to break down the process into steps. So doing brings to light aspects of the process which are vague or unnecessarily complicated and as a result, affords the participants an opportunity to streamline the process.
Once a process is systematized, it should be able to run ad infinitum, ceteris paribus. The trouble, of course, is that nothing lasts forever. The factors eventually change. And it is important to recognize when they do.
Systems which become misaligned with the evolving factors can continue to run for a time, usually because one or more individuals create workarounds which basically allow them to fit a round peg in a square hole. Such individuals are tremendously valuable in an organization, because they keep the process moving even though the factors have changed. They become a liability however, if the system is not updated as a result because they’re good intentions eventually have the unintended affect of hiding these critical discrepancies.
Systems are valuable to the degree that they standardize business processes and take into account the reality of the situation. When the system becomes out of synch with the process, a breakdown is imminent, unless the system is updated to accommodate the changes in a timely fashion.