Section 44. Swimlane Map

44. Swimlane Map

Overview

The Swimlane Map is actually two different forms of maps, more formally known as the Cross-Functional Map and the Cross-Resource Map. Both are a simple extension of the detailed Value Stream Map (VSM) and are created from it.^[85]

^[85] The Swimlane Map can also be created from any pre-existing Flowchart or Block Diagram.

The simpler of the two, the Cross-Functional Map, is one that conveys process hand-offs between functions or departments, by rearranging VSM process steps into lanes of functions. The lanes run horizontally (or sometimes vertically) and the rows (or columns if vertically oriented) represent different functions in the business.

Therefore, all activities from a particular function fall in appropriate swimlanes as they are known. Time runs along the horizontal axis of the Swimlane Map; thus, any concurrent activities appear vertically aligned with one-another. An example of the structure is shown in Figure 7.44.1.

Figure 7.44.1. Cross-Functional Map Structure.

The Cross-Resource Map is an extension to the Cross-Functional Map and takes the level of detail in the lanes one step lower. Where appropriate, Function Lanes are broken down to become individual Resource lanes. This is only appropriate where a specific Resource (a role, not a person) is always solely responsible for doing a particular task or activity. Functions that use pooled resources (anybody in that Function can pick up the task) are not split. An example of the structure is shown in Figure 7.44.2. It is unlikely in a Cross-Resource Map to see every single Function Lane broken down to the resource level, so the map is more of a hybrid than anything.

Figure 7.44.2. Cross-Resource Map Structure.

Logistics

The Swimlane Map (either Cross-Function or Cross-Resource) is a quite a simple extension of the detailed VSM. It certainly requires the whole Team to construct it and should not be attempted by the Belt alone. Constructing the Swimlane Map from the VSM can take 30 minutes to an hour (depending on the size an complexity of the map) and can be done using the same sticky notes and repositioning them. It can, in theory, be done directly after the VSM is complete, but it is important to make sure the VSM is captured in electronic form first, so it is usually best to create the Swimlane Map at the next Team meeting to allow some transcription time to get the VSM into a flowcharting software package.

As with the VSM, it is best to create the Swimlane Map as a Team by hand using sticky notes versus having one person entering the Map directly into software as the Team looks at the projected image on the wall. The latter approach tends to lead to the Team disengaging and errors creeping in.

Roadmap

The roadmap to converting the detailed VSM into a Swimlane Map is as follows:

Step 1.	Prepare the work area. Construction requires a large wall space to accommodate the Map (typically 1215 feet). Place a blank length of blank paper on the wall to create the Swimlane Map on. Place the existing VSM either directly above or directly below the blank sheet.
Step 2.	From the VSM, identify the Functional groups that the process crosses and record them on each on a sticky note on left side of page. Don't write them directly onto the page, as they invariably have to get moved around early in the construction. Draw faint pencil lines to represent the lanes between functional groups. About two to three times the height of a sticky note works well for the lane separation at this point.
Step 3.	Start on left side of map; place the first step from VSM in the appropriate functional lane decided by who actually does the step currently. Continue to place process steps according to following guidelines: Time increases from left to right across the map Steps that occur simultaneously should appear one directly above the other The VSM itself was based around the Primary Entity, so there is likely additional sticky notes added for activities not captured on the VSM. This is normal. Do not draw in connectors at this point; they come later.
Step 4.	After the sticky notes are in place functionally, examine each Functional lane carefully to see if it makes sense to split the lane down to the Resource level. If so, then create new lane titles again on sticky notes and separate the notes in the Functional lane into separate Resource lanes. This should be straightforward without full-scale rearrangement because the initial line spacing in Step 2 was broad. Repeat for all Functional lanes, remembering that it is only appropriate to split a few of them by Resource. Some shuffling of sticky notes might be required to gain space.
Step 5.	Draw on the lines in black marker pen. Swimlanes are usually 1.52 sticky notes in height. First draw on lines between Functions as solid (continuous) lines. Lines between Resources within a Function are then drawn on as dashed lines.
Step 6.	Organize the sticky notes and then draw on the connectors between the activities. Arrows typically exit on right and enter on left sides of process symbols, unless steps are at same time. A section of a completed example Swimlane Map is shown in Figure 7.44.3. The example includes both Functional and Resource lanes.

Figure 7.44.3. Section of a completed example Swimlane Map for order processing.^[86]

^[86] Adapted from SBTI's Transactional Process Improvement Methodology training material.

Interpreting the Output

The Swimlane Map should be understandable to anyone looking at it, even for the first time. The key value that the Map brings is to understand

• The activities that Functions should be focusing on and the role of each Function in the process.

• The number of handoffs occurring in the process and where they are occurring. Whenever a connector line crosses horizontal lanes, a handoff has occurred. Every handoff carries a risk and so the necessity of each should be questioned.

• The validity of ownership of a task by a certain Resource or Function. After the Map is complete for the current situation, it is worth examining every step in the Map and determining its "license." A license for an activity means that only the specific Function (or Resource) can do that particular activity. For each licensed activity, place a colored dot on the sticky note indicating the fact that the activity can be done only by that Function or Resource. All notes without licenses (dots) can, in theory, be moved around to reduce the number of handoffs and balance the workload more evenly.

Other Options

Both the VSM and Swimlane Map bring large value in understanding to the project. Sometimes Teams can combine the two maps to create a hybrid VSM-Swimlane Map. This is a strange beast, but can be useful to represent everything on a single Map.

The simplest way to construct the map is to actually construct the Swimlane Map from the VSM as before and then add a separate Swimlane on the Map (at either the very top or bottom) for the Primary Entity activity. There are no line connections to the other lanes, but the activities in those lanes are aligned chronologically based on the activities in the Value Stream, see Figure 7.44.4. The Map is useful because it shows who does what activity during the delays along the Value Stream, where and why the Primary Entity it stalled.

Figure 7.44.4. Structure of a hybrid VSM-Swimlane Map.