On the Notion of Flexibility in Business Processes Pnina Soffer Porto, June 2005

Business process flexibility: What does it mean?

Two types of BP flexibility Short term flexibility Short term flexibility Long term flexibility Long term flexibility Capability to deviate from a standard way of working Capability to change the standard way of working

Theoretical background: The Generic Process Model (GPM) A process: a sequence of unstable states transforming by law until a stable state is reached. A process: a sequence of unstable states transforming by law until a stable state is reached. Process goal: a set of stable states on which the process terminates. Defined by a condition that specifies what the process is to achieve. Process goal: a set of stable states on which the process terminates. Defined by a condition that specifies what the process is to achieve. Domain law: Mappings between subsets of states, specifying possible transformations. Domain law: Mappings between subsets of states, specifying possible transformations.

Theoretical background: The theory of coordination Coordination: the management of dependencies Coordination: the management of dependencies Dependency types: Dependency types: Flow dependency Flow dependency Sharing dependency Sharing dependency Fit dependency Fit dependency

Short term flexibility Ability to achieve the process goal via multiple paths. Ability to achieve the process goal via multiple paths. In flexible BPs the law imposes a minimal set of constraints In flexible BPs the law imposes a minimal set of constraints Constraints should be distinguished to essential and inessential. Constraints should be distinguished to essential and inessential.

Constraint classification Environmental constraints Environmental constraints Goal reachability constraints Goal reachability constraints BPS system imposed constraints BPS system imposed constraints Sharing dependency related constraints Sharing dependency related constraints Soft-goal related constraints Soft-goal related constraints

Environmental constraints Constraints imposed by the environment Constraints imposed by the environment Legislation Legislation Location Location Technology Technology Market Market Cannot be eliminated or bypassed in the short term Cannot be eliminated or bypassed in the short term

Constraint classification Environmental constraints Environmental constraints Goal reachability constraints Goal reachability constraints BPS system imposed constraints BPS system imposed constraints Sharing dependency related constraints Sharing dependency related constraints Soft-goal related constraints Soft-goal related constraints ESSENTIAL

Goal reachability constraints Source: process interaction, where an outcome of one process is required for another process to attain its goal. Source: process interaction, where an outcome of one process is required for another process to attain its goal. Example: inventory management process and production process. Example: inventory management process and production process. Cannot be eliminated if all goals are to be reached. Cannot be eliminated if all goals are to be reached.

Constraint classification Environmental constraints Environmental constraints Goal reachability constraints Goal reachability constraints BPS system imposed constraints BPS system imposed constraints Sharing dependency related constraints Sharing dependency related constraints Soft-goal related constraints Soft-goal related constraints ESSENTIAL

BPS system imposed constraints Source: BPS system design to support a specific way of working Source: BPS system design to support a specific way of working Example: municipal tax collection Example: municipal tax collection A BPS system should be designed to support every possible path that leads to the process goal – goal orientation. A BPS system should be designed to support every possible path that leads to the process goal – goal orientation.

Constraint classification Environmental constraints Environmental constraints Goal reachability constraints Goal reachability constraints BPS system imposed constraints BPS system imposed constraints Sharing dependency related constraints Sharing dependency related constraints Soft-goal related constraints Soft-goal related constraints ESSENTIAL INESSENTIAL

Sharing dependency constraints Source: limited capacity of shared resource. Source: limited capacity of shared resource. Possible result: transformation of sharing dependency into flow dependency, constraining the paths to the process goal. Possible result: transformation of sharing dependency into flow dependency, constraining the paths to the process goal. Example: computer class allocation Example: computer class allocation Should be resolved by capacity increase Should be resolved by capacity increase

Constraint classification Environmental constraints Environmental constraints Goal reachability constraints Goal reachability constraints BPS system imposed constraints BPS system imposed constraints Sharing dependency related constraints Sharing dependency related constraints Soft-goal related constraints Soft-goal related constraints ESSENTIAL INESSENTIAL

Soft-goal related constraints Source: policy aimed at achieving improved performance measures Source: policy aimed at achieving improved performance measures Example: regular delivery vs. express delivery Example: regular delivery vs. express delivery Should be treated as path selection guidelines rather than constraints Should be treated as path selection guidelines rather than constraints

Constraint classification Environmental constraints Environmental constraints Goal reachability constraints Goal reachability constraints BPS system imposed constraints BPS system imposed constraints Sharing dependency related constraints Sharing dependency related constraints Soft-goal related constraints Soft-goal related constraints ESSENTIAL INESSENTIAL

Long term flexibility Ability to easily change the process definitions Ability to easily change the process definitions Identify desired / required change Identify desired / required change Compliance with environmental constraint Compliance with environmental constraint New goals New goals Soft-goal improvement Soft-goal improvement Design BP + BPS system Design BP + BPS system Implement change Implement change

Compliance with environmental constraint Goals are not changed Goals are not changed New paths to design New paths to design Impact analysis: new goal reachability constraints Impact analysis: new goal reachability constraints BPS system: goal orientation BPS system: goal orientation Soft-goal considerations as guidelines Soft-goal considerations as guidelines

New goals New processes to design New processes to design Impact analysis: new goal reachability constraints Impact analysis: new goal reachability constraints BPS system: adaptive goal orientation BPS system: adaptive goal orientation Soft-goal considerations as guidelines Soft-goal considerations as guidelines Shared resources: capacity issues Shared resources: capacity issues

Soft-goal improvement Goals are not changed Goals are not changed New paths to design New paths to design Impact analysis: new goal reachability constraints Impact analysis: new goal reachability constraints BPS system: goal orientation BPS system: goal orientation Soft-goal considerations as guidelines Soft-goal considerations as guidelines

Inhibitors of long term flexibility Impact analysis capability Impact analysis capability BPS system: adaptive goal orientation BPS system: adaptive goal orientation Flexible capacity of shared resources Flexible capacity of shared resources Soft-goal improvement defined as new paths of a high priority. Maintaining existing paths to avoid short-term rigidity. Soft-goal improvement defined as new paths of a high priority. Maintaining existing paths to avoid short-term rigidity.

conclusion Vague flexibility concept decomposed into short and long term flexibility. Vague flexibility concept decomposed into short and long term flexibility. Explanation based on GPM and the theory of coordination. Explanation based on GPM and the theory of coordination. As a result: focus on practical tasks for achieving flexibility. As a result: focus on practical tasks for achieving flexibility. Remaining question: how to perform these tasks… Remaining question: how to perform these tasks…