Modeling and Simulation
The “Try-Before-You-Buy” Guarantee
One way to save money is not to spend as much of it. If you are a business owner or a project manager that is involved with organizational change management, there are some proven ways to reduce your risks of creating the wrong organizational design or the wrong business processes. One of these methods is called Business Process Reengineering or BPR.. One of the key activities in BPR is modeling and simulation.
If you are a consultant or a programmer, becoming a BPR facilitator can be a very lucrative career move right now as there is an increasing demand for people that can support the analysis and process improvement of businesses - collectively known as being a “change agent” for “organizational change management”.
One of the basic precepts of a properly executed BPR analysis effort is that a graphic representation of the processes, information system or both is created to better visualize the enterprise. This graphic representation, if done properly and with the right software tool, will be an accurate computerized model of the enterprise.
A less common step in many BPR activities is the use of simulation to exercise the model into various “what-if” scenarios. I contend that, not only are these essential elements to every BPR activity, but these are THE CRITICAL ELEMENTS to gain the benefits that BPR promises and has the potential to deliver. The combination of modeling and simulation is what allows BPR to totally eliminate the trial-and-error management methods of the past and allows the decision makers to know that the improvement implementation decision will work the first time and will have a predictable benefit. This article will focus on the generic aspects of what modeling and simulation is and how it is applied.
MODELING
Let’s make sure that we understand that there is no single method, technique, or tool that can always produce the best model, despite the claims of the software makers. There is, however, a set of specific criteria that every model must contain for it to be useful to a proper BPR analysis. These criteria can be modeled by more than one physical or logical model but all models should contain the following:
Processes - This is the activity or work that is performed, usually symbolized by a simple box with a process name on it. A test of a process is that it must cause some change or produce some new product.
Information - Sometimes called “data” or “systems”. This is the entity that is moving from one process to the next. It is what is acted upon, changed or created. It can be in the form of paper, mail, network data or electronic images - the media or content is not important. With the exception of manufacturing, information is usually both the input and the output of most processes.
Cost - The essential aspect here is to quantify the value of the process by some significant and useful measure. Costs do not need to be measured in dollars. Costs can be measured in labor hours or in other comparative measures or benchmarks. For instance, a valid measure might be the number of documents processed per person. It is not uncommon to use a separate cost model and technique. One of the most common in BPR is Activity Based Costing (ABC).
Resources - This is what it takes to accomplish the process in the time and cost specified. Resources are generally “expended”, meaning that they are consumed and not reusable. If electricity, gasoline or some other ingredient is needed to perform the process, it is consumed by the activity of the process. Resources also have the quality of being finite and can become a limiting factor in the process.
Time - As with costs, time is an essential element to quantify but it is not limited to measurement by the clock or calendar. A process can be valued as a comparison to past performance or to an industry standard or benchmark.
Regulation - Sometimes called “controls”. Regulation is generally a limitation on the process, cost, time and/or resources. For instance, no matter what is changed, a certain process must be repeated to completion monthly. Regulations are most often imposed from outside the model and the enterprise and cannot be adjusted.
The modeling tool used must provide a means to interrelate these elements in a meaningful manner. For instance, resources may be expended per unit time as in labor hours or for a given number of process outputs as in the case of fuel for deliveries. Likewise, cost must be tied to consumed resources and information flow must be linked to time.
There are a number of modeling tools and techniques currently available. Each one has good and bad features and models the six essential enterprise elements to a greater or lesser degree, however, this writer is not aware of one that models all six elements and their proper interrelationships. To properly model the entire enterprise and all six essential elements, more than one model is used.
One of the most common modeling techniques in BPR applications is called Integrated Definition or IDEF. IDEF models can emulate either the enterprise processes, referred to as IDEF-0 Models, or it can emulate the data or information systems, referred to as IDEF-1X Models. IDEF has been standardized to such a degree that is has its own federal standard (FIPS 182 for IDEF-0 and FIPS 183 for IDEF-1X). Some IDEF tools allow you to create both the process and the data model as a single integrated model. These are among the most powerful tools available.
Despite being a powerful BPR modeling technique, IDEF still does not include cost or time values. One cost model that has shown a good application to BPR analysis is called Activity Based Costing (ABC). The “activity” in ABC models is the same activity or process being modeled in the IDEF-0 model. This allows for easy cross-relationships to be established. Integrated IDEF process and data models with the ABC cost model and the interrelationships are the most ideal models.
Simulation
If the models have been created in a format and method that accurately simulates the six essential elements of the enterprise and models the interrelationships of those elements, then quantitative changes can be made in one or more of the elements in order to simulate changes to the enterprise. For instance, if resources are reduced, what will be the impact on time, output or. Any one or more elements can be changed to see the effect on the other elements. These are relatively simple mathematical relationships that lend themselves to easy representation in spreadsheet form. In fact, most simulations are based on basic spreadsheet formats and can be done using standard spreadsheet programs such as EXCEL.
A powerful variation of the cause-and-effect simulation is called “goal-seeking”. This is when you establish the element relationships and then specify a change or goal desired in one element and discover the necessary changes required in the other elements to achieve the desired goal.
There is, in fact, a “trial-and-error” aspect to this modeling and simulation analysis. You change the model and see what happens. You are, however, changing a computer representation of the enterprise, not the real thing. In less than and hour, you can cut the budget, change the staff or alter the processes and analyze the effects with no cost or risk to the organization.
Using your own management decision experience, you can assess the benefits of each change until you decide what should be done. Once you have determined the change required, you can run a series of simulations of intermediate levels of change to establish what might be expected in each phase in the way of cost, schedule and performance improvements.
These become benchmarks to measure progress by during the transition.
If a change is made and the computed improvement is not realized, then you can analyze the change to see if it matched the modeled change or is the model flawed in its representation of the enterprise. One or the other is adjusted and the next phase is implemented. As time and experience continue, the model will become a more accurate representation of the enterprise until it is able to emulate every aspect of operation. If it is maintained, it will continue to be the most perfect form of change test bed for enterprise improvements and analysis.
Summary
Modeling and simulation are not just exercises in computer graphics and math. They represent a method to rebuild and manipulate your enterprise in a form that allows you to determine if your decisions for change will work and to what degree.
Although a properly implemented BPR initiative involves much more than just modeling and simulation, these two aspects of BPR are critical to the success of any improvement initiative and should be given careful consideration and attention in their selection, planning, production and use. Herein lies most of the value and cost savings that BPR promises.