Modeling Tips

Tips on how to get the most from your Processes:

Many people are intimidated by the prospect of undertaking a new modeling project.  After seeing ProcessModel in action many are amazed at the possibilities it can provide.  Then reality sets in and the challenge of actually building a model seems daunting.  ProcessModel professionals make it look so easy.  Will it be so easy for me?  How much work goes into gathering all the information that I’ll need for the model?

In answer to the first question; modeling is easy.  Anyone can do it.  ProcessModel was built to be in the hands of hard working individuals like you who want to improve the effectiveness and efficiency of their processes.  You don’t have to be an IT expert or an operations guru.

The second issue is more complicated.  Of course collecting information and researching the process is the bulk of any modeling project, but that does not mean it is a difficult, time consuming endeavour.   The purpose of this guide is to walk you through the steps of gathering the relevant information and modeling a process.

FASTAR Model Building:

The acronym FASTAR is used to describe the steps to effective model building.  The initials stand for:

• Flow the process,
• Animate the model,
• Simplify and correct,
• Timing and capacities,
• Arrivals and
• Resources. 

Most of the information that goes into each of these steps can be determined by asking questions of the people involved.  Each step will be described separately:

Flow the Process:

The first step when modeling a process is to define the flow.  This is done by simply defining what activities or steps are involved in the process, the sequence in which they occur and if there is any concurrence.   This is where you as the modeler must learn what the process is.  Ask questions of the people doing the work – they are usually happy to describe what their role in the process.  Make copies of documents or forms used in the process.  Also, simply observe what happens.  You will be surprised how much you will learn by simply watching the process unfold.  Usually you will require a combination of looking and listening to get the whole story. Take notes, you will be surprised at the amount of information you collect in a relatively short time.

Animate the Process:

When you have collected information about the flow of the process, model it.  Don’t be concerned with any time values or conditions at this point, just use the default values.  Concentrate on putting your first draft on the page.  Once the model is drawn simulate it using the default values and make sure the model flows correctly.  Watch the model run and check its behaviour against your notes.  Record elements of the model that you need to confirm or question.

Simplify and Correct:

Once you have a working model verify it with a process representative; someone intimately involved with the process.  Undoubtedly you will discover changes, additions or simplifications for the model.  Go through your list of questions carefully.  Implement any suggested revisions to the model and consult the representative again.  You may have to go through this step more than once to work out all the bugs.  With each iteration, be sure to back up your work by packaging your model.

Timing and Capacities:

When you have general agreement on the flow of the model it is time to add some detail.  Add time values to each activity and routing.  Add capacities and input and output queues.  Include batching if relevant, as well as any conditions to the routings.  This information can come from a number of sources; observation, or historical data.  When asking people involved in the process for time values, be sure to ask for ‘touch time’ meaning the time it takes to complete an activity. 

Don’t be intimidated by this step.  A complicated, drawn out time study is almost never required.  With the cooperation of the people involved in the process the relevant information can be easily acquired in a short amount of time.

Arrivals:

Arrival patterns can be obtained from historical data, observation, and interview.  Stat:Fit, which is included with ProcessModel, is a very useful tool for analyzing historical data.  Again, simple observation or asking questions is often sufficient. 

Resources:

Finally, include the resources as well as the shifts and availabilities.  The shifts should be straightforward, but the resource assignments and availabilities will require you to ask more questions.

To sum up; follow the FASTAR process and build as you go. Don’t be intimidated about asking questions, even when you have to go back several times. Build your model in this way and you’ll save time and effort. Good hunting!