Business Intelligence: A Software Engineer's Perspective V (From Process Management to Mental Models in Knowledge Gaps)

Business Intelligence Series 

An organization's business processes are probably one of its most important assets because they reflect the business model, philosophy and culture, respectively link the material, financial, decisional, informational and communicational flows across the whole organization with implication in efficiency, productivity, consistency, quality, adaptability, agility, control or governance. A common practice in organizations is to document the business-critical processes and manage them accordingly over their lifetime, making sure that the employees understand and respect them, respectively improve them continuously. 

In what concerns the creation of data artifacts, data without the processual context are often meaningless, no matter how much a data professional knows about data structures/models. Processes allow to delimit the flow and boundaries of data, respectively delimit the essential from non-essential. Moreover, it's the knowledge of processes that allows to reengineer the logic behind systems especially when no proper documentation about the logic is available. 

Therefore, the existence of documented processes allows to bridge the knowledge gaps existing on the factual side, and occasionally also on the technical side. In theory, the processes should provide a complete overview of the procedures, rules, policies and responsibilities existing in the organization, respectively how the business operates. However, even if people tend to understand how the world works locally, when broken down into parts, their understanding is systemically flawed, missing the implications of causal relationships that span time with delays, feedback, variable confusion, chaotic behavior, and/or other characteristics borrowed from the vocabulary of complex systems.  

Jay W Forrester [3], Peter M Senge [1], John D Sterman [2] and several other systems-thinking theoreticians stressed the importance of mental models in making-sense about the world especially in setups that reflect the characteristics of complex systems. Mental models frame our experience about the world in congruent mental constructs that are further used to think, understand and navigate the world. They are however tacit, fuzzy, incomplete, imprecisely stated, inaccurate, evolving simplifications with dual character, enabling on one side, while impeding on the other side cognitive processes like sense-making, learning, thinking or decision-making, limiting the range of action to what is familiar and comfortable. 

On one side one of the primary goals of Data Analytics is to provide new insights, while on the other side the new insights fail to be recognized and put into practice because they conflict with existing mental models, limiting employees to familiar ways of thinking and acting. 

Externalizing and sharing mental models allow besides making assumptions explicit and creating a world view also to strategize, make tests and simulations, respectively make sure that the barriers and further constraints don't impact the decisional process. Sange goes further and advances that mental models, especially at management level, offer a competitive advantage, allowing to maintain coherence and direction, people becoming more perceptive and responsive about environmental or circumstance changes.

The whole process isn't about creating a unique congruent mental model, even if several mental models may converge toward one or more holistic models, but of providing different diverse perspectives and enabling people to make leaps in abstraction (by moving from direct observations to generalizations) while blending advocacy and inquiry to promote collaborative learning. Gradually, people and organizations should recognize a shift from mental models dominated by events to mental models that recognize longer-tern patterns of change and the underlying structures producing those patterns [1].

Probably, for many the concept of mental models seems to be still too abstract, respectively that the effort associated with it is unnecessary, or at least questionable on whether it can make a difference. Conversely, being aware of the positive and negative implications the mental models hold, can makes us explore, even if ad-hoc, the roads they open.

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Resources:
[1] Peter M Senge (1990) The Fifth Discipline: The Art & Practice of The Learning Organization
[2] John D Sterman (2000) "Business Dynamics: Systems thinking and modeling for a complex world"
[3] Jay W Forrester (1971) "Counterintuitive Behaviour of Social Systems", Technology Review

Business Intelligence: A Software Engineer's Perspective IV (The Loom of Interactions)

Business Intelligence Series 

The process of developing or creating a report is quite simple - there's a demand for data, usually a business problem, the user (aka requestor) defines a set of requirements, the data professional writes one or more queries to address the requirements, which are then used to build one or more reports. The report(s) is/are reviewed by the requestor and with this the process should be over in most of the cases. However, this is rather the exception - a long series of changes over multiple iterations are usually necessary, the queries and the reports get modified and even rewritten until they reach the final form, lot of effort being wasted in the process on both sides.

Common practices for improving the process behind resume to assuring that the requirements are complete and understood upfront, that best practices are followed, that the user gets an early review of the work and that there's a continuous communication, that process' performance is monitored, that controls are in place, etc. Standardizing the process helps to reduce the number of iterations, but only by a factor. Unfortunately, the bigger issue - the knowledge gap - is often ignored.

There's lot of literature on problem solving, on what steps to follow, on how to define the problem, what aspects should be considered, etc. Recipes are good when one knows how to follow them, respectively how to cook, and that can be a tedious process. It is said that framing the right problem is half the way to its solving, and that's so true. Part of the bigger issue is that users need data to better understand the problem, however the drives can be different - sometimes is problem's complexity, while other times the need is apparent, only with the first set of data the users start thinking seriously about the problem. 

So, the first major gap is between the problem and user's knowledge about the problem. Experience and theory can help reduce the gap, however the most important progress comes when the user understands the data behind the various processes that overlap with the problem. Sometimes, it's enough to explore the data visually, while other times deeper explorations are needed. Data literacy is important, though more important are the exposure to the data and problems of different variety and complexity, respectively having the time for this. 

The second gap concerns the data professional - building the data model and the logic for the report requires domain knowledge. The level of knowledge depends from case to case, and typically what one doesn't know has the biggest impact. A data professional can help to the degree of the information, respectively knowledge he has about the business. The expectation to provide a report based on a set of fields might be valid for simple requirements, though the more complex a problem, the more domain knowledge is needed. Moreover, the data professional might need to reengineer the logic from the source system, which can prove challenging only by looking at the data.

Ideally, the two parties should work together starting with problem's framing and build common ground while covering the knowledge gaps on both sides. Of course, the user doesn't need to dive into the technical knowledge unless the organization leverages this interaction further by adopting the data citizen mindset. Such interactions can help to build trust, respectively a basis for further collaboration. Conversely, the more isolated the two parties, the higher the chances for more iterations to occur. 

Covering the knowledge gaps might look like a redistribution of the effort, though by keeping the status quo there is little chance for growth!

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Software Engineering: Collaboration (Just the Quotes)

"The deployment pipeline has its foundations in the process of continuous integration and is in essence the principle of continuous integration taken to its logical conclusion. The aim of the deployment pipeline is threefold. First, it makes every part of the process of building, deploying, testing, and releasing software visible to everybody involved, aiding collaboration. Second, it improves feedback so that problems are identified, and so resolved, as early in the process as possible. Finally, it enables teams to deploy and release any version of their software to any environment at will through a fully automated process." (David Farley & Jez Humble, "Continuous Delivery: Reliable Software Releases through Build, Test, and Deployment Automation", 2010)

"In essence, Continuous Integration is about reducing risk by providing faster feedback. First and foremost, it is designed to help identify and fix integration and regression issues faster, resulting in smoother, quicker delivery, and fewer bugs. By providing better visibility for both technical and non-technical team members on the state of the project, Continuous Integration can open and facilitate communication channels between team members and encourage collaborative problem solving and process improvement. And, by automating the deployment process, Continuous Integration helps you get your software into the hands of the testers and the end users faster, more reliably, and with less effort." (John F Smart, "Jenkins: The Definitive Guide", 2011)

"DevOps is about team play and a collaborative problem-solving approach. If a service goes down, everyone must know what procedures to follow to diagnose the problem and get the system up and running again. Additionally, all of the roles and skills necessary to perform these tasks must be available and able to work together well. Training and effective collaboration are critical here." (Michael Hüttermann et al, "DevOps for Developers", 2013)

"DevOps is about team play and a collaborative problem-solving approach. If a service goes down, everyone must know what procedures to follow to diagnose the problem and get the system up and running again. Additionally, all of the roles and skills necessary to perform these tasks must be available and able to work together well. Training and effective collaboration are critical here." (Michael Hüttermann et al, "DevOps for Developers", 2013)

"Essential to improving collaboration is the alignment of incentives across teams as well as the application of shared processes and tools. The main attributes of aligned incentives include a shared definition of quality for the whole project or company and a commitment to it. Aligned with defined quality attributes, visibility and transparency can help to foster collaboration. Incentives must treat the development and operations groups as one team. That is, they should be rewarded for developing many changes that are stable and shipped." (Michael Hüttermann et al, "DevOps for Developers", 2013)

"The advantages of Agile processes, including Scrum and Kanban (a method for delivering software with an emphasis on just-in-time delivery), are often nullified because of the obstacles to collaboration, processes, and tools that are built up in front of operations." (Michael Hüttermann et al, "DevOps for Developers", 2013)

"A software architecture encompasses the significant decisions about the organization of the software system, the selection of structural elements and interfaces by which the system is composed, and determines their behavior through collaboration among these elements and their composition into progressively larger subsystems. Hence, the software architecture provides the skeleton of a system around which all other aspects of a system revolve." (Muhammad A Babar et al, "Agile Software Architecture Aligning Agile Processes and Software Architectures", 2014)

"A design pattern usually suggests a scheme for structuring the classes in a design solution and defines the required interactions among those classes. In other words, a design pattern describes some commonly recurring structure of communicating classes that can be used to solve some general design problems. Design pattern solutions are typically described in terms of classes, their instances, their roles and collaborations." (Rajib Mall, "Fundamentals of Software Engineering" 4th Ed., 2014)

"Language influences thought, tools influence action. Therefore, it matters a lot how we choose our tools. We shape our tooling and access landscape, and thereafter they shape the contours of our collaboration. When we choose a lot of different specialty tools, they in turn nudge us into different specialty groups." (Sriram Narayan, "Agile IT Organization Design: For Digital Transformation and Continuous Delivery", 2015)

"[…] when different types of specialists use common tools, techniques, and practices for similar activities, it creates a fertile common ground for cross-functional collaboration." (Sriram Narayan, "Agile IT Organization Design: For Digital Transformation and Continuous Delivery", 2015)

"Heart of Agile is a meme. Heart of Agile is four words stripped down to nothing. It contains only four words – collaborate, deliver, reflect, improve." (Alistair Cockburn, [interview] 2017)

"Programming is the immediate act of producing code. Software engineering is the set of policies, practices, and tools that are necessary to make that code useful for as long as it needs to be used and allowing collaboration across a team." (Titus Winters, "Software Engineering at Google: Lessons Learned from Programming Over Time", 2020)