[AM] an anecdote about diagrams

Yesterday, I was in a meeting with some business sponsors who needed a
better way to reconcile receipts. The current process is largely manual due
to the paper-based nature of the incoming data. To their credit, they
provided a detailed workflow diagram of what they thought they wanted based
on how they currently perform the process. The goal was to eliminate some
redundant data entry currently performed for reporting.
 
After they explained the process, I asked a lot of questions like "Why?",
"What do you do with the results?", "What kind of data do you need to see?",
etc. I also started at the last step of the process and worked forward.
 
During the discussion, the flowchart quickly became a mess and people were
getting confused about the notation. I then asked for a description of one,
straight-line task with no variations, end-to-end in a perfect world. Using
only arrows and boxes, we came up with 5 parallel chains with a lot of
redundancy. We then identified all the common elements and I showed them how
to draw a simple UML activity diagram by starting with a few elements and
explaining the notation for synchronization, decision points and swim lanes.
With minimal guidance, they finished up their desired workflow in about 10
minutes PLUS they easily identified how they could eliminate a further 3
manual steps. They also noted how one iteration was self-correcting and we
were able to eliminate one step in the auditing process.
 
I did construct a use-case diagram, initially, for my own benefit. However,
during the session it became apparent that the activity diagram with swim
lanes was much more descriptive and functional. It's pretty clear to all
involved that the use-case diagram was a nice springboard, but the activity
diagram will persist as permanent documentation and is going to be included
in the training manual.
 
After the meeting, one of the program managers asked if I would be willing
to train some of her peers how to "draw that new flowchart you used."

-- 
Bill Barr 

For more information about AM, visit the Agile Modeling Home Page at www.agilemodeling.com
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