Analytical Decision Making for Financial Managers Defense Resources Management Institute Naval Postgraduate School Monterey, California How do you make decisions? 2 Analysis The process of breaking a complex topic or problem into smaller parts to gain a better understanding of it 3 Robert McNamara (1961) • “Major decisions should be made by choices among explicit, balanced, feasible alternatives” • “The Secretary should have an active analytic staff to provide him with relevant data and unbiased perspectives” • “Open and explicit analysis, available to all parties, must form the basis for major decisions” 4 Decision Maker and Analyst New problem (never encountered) Decision maker Analyst Experience and judgment SOLUTION 5 Why Do Analysis? • Analysis can be difficult, time consuming, and expensive • But analysis creates Answers that are accessible to critical examination Answers that can be retraced by others Answers that account for different factors and elements • And it leads to better decisions 6 Elements of Analysis • Goals: What the decision maker is trying to achieve • Objectives: Outcomes that you want to occur to achieve a goal • Alternatives: Choices available to achieve goals • Models: Tools for predicting and evaluating the consequences of choosing an alternative • Preferences: Rules for ranking the alternatives (best to worst) 7 Process of Analysis Formulation (conceptual phase) Search (research phase) Define issues of concern Develop alternatives Clarify objective Look for data Scope problem Evaluation (analytic phase) Build mathematical models Use models to predict consequences Interpretation (judgmental phase) Compare alternatives based on model predictions Derive conclusions Identify alternatives Build mental models Indicate courses of action 8 Process and Elements of Analysis Formulation (conceptual phase) Search (research phase) Goal Alternatives Objective Data Evaluation (analytic phase) Interpretation (judgmental phase) Model Model output Preferences How well are we doing on our ? 9 Formulation Phase • Focus on the right problem • Do not jump immediately to solving the problem • Think about Goal(s) Objective(s) Scope 10 Work on the Right Decision Problem • • • • • Ask yourself why there is a problem Ask what triggered the decision Focus on the problem not the symptoms Be creative about defining the problem Turn problems into opportunities What can you gain from the situation? What are the opportunities here? 11 Goal • Desired end state, what are you ultimately trying to achieve • Binary condition: either you achieve the goal or you don’t • Examples Achieve 95% availability Eliminate IED attacks 12 Objective • Outcomes that will help you to achieve a goal • Directionally oriented--usually maximize or minimize • Examples: Maximize number of IEDs detected Minimize IED production Maximize reliability of radar Maximize effectiveness 13 Identifying Objectives: First Steps • Start with strategic objectives: review planning and strategy documents • Identify appropriate stakeholders and involve them in the process Decision makers Superiors or commanding officers Other leaders Operators or customers Community leaders Government agencies Legislative bodies 14 Generating Possible Objectives • Expansive generation of objectives (pruning and structuring comes later) • Solicit others’ ideas but avoid group work initially • Brainstorming: solicit objectives from stakeholders without evaluating them You may or may not want stakeholders in a room together Try to focus on objectives not positions or alternatives 15 Some Questions to Generate Objectives • What is your goal? • Why is there a decision to be made? • If you had no limitations or constraints, what would your objectives be? • What is your ideal outcome of the decision, and what makes it so ideal? • What is your nightmare scenario and what makes it so bad? • What consequences would be unacceptable? 16 Discovering Your Goal(s) Descriptive scenario COMPARE The way things are Needs Prescriptive scenario The way things should be Goals Objectives 17 Military Healthcare Example Healthcare for military veterans has been provided by military hospitals. A recent study found that civilian hospitals generally have more advanced medical technology and better trained physicians than military hospitals. Additionally, an increase in the number of veterans has led to longer wait times for some services at military hospitals. The director of veterans affairs is considering a plan under which the Ministry of Defense would pay for veterans to receive services at civilian hospitals. What should be the goal for the director of veterans affairs when considering whether to adopt the new plan? 18 Cyber Security Example The Army’s chief technology officer is concerned about the increasing number of cyber attacks against the Army’s computer network. He is unsure whether these attacks are coming from individual hackers who want to cause mischief or from the country’s primary rival for power in the region. Although the vast majority of cyber attacks are unsuccessful at cracking the Army’s firewall, some attacks have gotten through the firewall although even these attacks have been discovered quickly and thwarted thus far. What should be the goal of the chief technology officer when considering different cyber security alternatives? 19 Military Healthcare Example What objectives support the primary goal in the military healthcare example? 20 Scope Extent or range of viewpoint or outlook of analysis Scoping in Narrowing the problem Considering one specific decision More easily tackled definition Scoping out Broadening the problem Considering other related decisions Comprehensive definition 21 Military Healthcare Example • Scoping out the problem How to measure quality of care? What to do with military doctors employed by veterans affairs? Current military hospitals? Will decision impact current force structure of the military? • Scoping in the problem: Assume quality of care is equal under either alternative and select lowest-cost alternative • Changing scope: Understand what the problems are in the current structure and trying to fix those problems 22 What Does This Mean? Analysis can help you solve a problem and make a better decision, but only if you are working on the right problem • Define the scope that you should be considering • Think about broadening the scope • Define goals and objectives to correspond with the scope 23 Process of Analysis Formulation (conceptual phase) Search (research phase) Define issues of concern Develop alternatives Clarify objective Look for data Scope problem Evaluation (analytic phase) Build mathematical models Use models to predict consequences Interpretation (judgmental phase) Compare alternatives based on model predictions Derive conclusions Identify alternatives Build mental models Indicate courses of action 24 Search Phase • Asking questions What are the alternatives? What data do we need? What are the important elements and relationships of this decision? • Designing alternatives Identify all courses of action available to you Select an appropriate set of possible alternatives to examine • Too few may not find the best one • Too many may reduce quality of analysis 25 Decision Elements Should be identified in formulation and search phases FUTURE CONDITIONS Courses of action ALTERNATIVES PREFERENCES Result Value OUTCOMES PAYOFF 26 Outcome Vs. Payoff • Outcome: Result or consequence that can occur based on the alternative and future condition • Payoff How the decision maker “feels” about the outcome Based on the decision maker’s preferences • Outcome and payoff can be the same thing (example: money) 27 Mental Models • Graphically depict decision elements using shapes and arrows Future Conditions ALTERNATIVES Preferences OUTCOMES PAYOFF 28 Infection Control Healthy Soldiers Transmission Natural Diseases Bioterrorism Hospital Care Sanitation Treatments Detection Development 29 Hints for Mental Maps • Begin simple and then make it more complex if necessary • Do not specify each alternative Decision node captures several alternatives • Only include elements that impact your decision or goal/objective 30 Nuclear Weapons Program Example Decision Interdiction strategy Political and economic environment Future nuclear defense Direct security threats Regional nuclear environment International standing Political leader Domestic support National security Nuclear weapons program Outcome Adapted from D.J. Caswell and M.E. Paté-Cornell, 2011, “Probabilistic analysis of a country’s program to acquire nuclear weapons,” Military Operations Research 16(1): 5-20. 31 Importance of Mental Maps • Structure the problem Identify outcomes, future conditions, decisions Examine relationships between variables • Provide framework for multiple decision makers 32 Why Structure Problems? We impose structure (like mental mappings) on decision problems to • Gain insight into the problem • Specify what we do and don’t “control” • Better understand uncertainty • Facilitate quantitative analysis 33 Process of Analysis Formulation (conceptual phase) Search (research phase) Define issues of concern Develop alternatives Clarify objective Look for data Scope problem Evaluation (analytic phase) Build mathematical models Use models to predict consequences Interpretation (judgmental phase) Compare alternatives based on model predictions Derive conclusions Identify alternatives Build mental models Indicate courses of action 34 Evaluation Phase • Model: simplified version of reality • Mathematical models to Predict consequences Evaluate decisions Select alternatives All models Mental models Mathematical models M=B-X Physical models Symbolic models Verbal models Amount of money available is budget minus expenses 35 Mathematical Model Components 1. Variables Represent things that change, either with our choice, or because they are inherently unknown or uncertain 2. Relations Represent the connections between variables 3. Parameters Represent the assumptions and information available from data 𝑥 𝑦 𝑧 ≤ + = 𝑔 = 9.8 𝑚 𝑠2 36 Mathematical Models • Mathematical models can be classified by their representational form Algebraic 𝑦 = 1 + 2𝑥 Tabular 𝒙 𝒚 1 3 2 5 3 7 7 Graphical 𝑦 1 3 𝑥 37 Mathematical Models • Mathematical models can be classified by their treatment of uncertainty Deterministic Probabilistic • Mathematical models can be classified by their treatment of time Static Dynamic 38 Mathematical Models • Mathematical models can be classified by their type of application Optimization (prescriptive) • Maximize or minimize an objective • Subject to some constraints • Calculate best alternative Simulation (descriptive) • What is the relationship between different variables? • How often is an event likely to occur? • Simulation models can also be used as inputs into an optimization model 39 Importance of Models • Allow us to create an ordering over all the alternatives. • Aid decision makers in ranking alternatives using something universally understood A4 A5 A1 A2 A6 A3 -9 5 15 21 34 42 REALLY BAD BAD O.K. GOOD BEST 40 Model Building Process No Simplify Identify the problem Make assumptions Can you make the model? Yes No Simplify Meaningful output? Yes Test the model Maintain the model Implement the model Yes Is the model useful? No 41 Simplification and Assumption • Most decision problems have uncertainty and change over time • But these models are difficult to build and to solve • Making assumptions and simplifying is necessary Mathematical model • Probabilistic • Dynamic Mathematical model • Deterministic? • Static? 42 Assumptions • Decide which assumptions Are necessary in order to build and solve a model Make the model too simple to be useful • Explain what assumptions are in the model • Answer how the model output changes if assumptions change • Incorporate enough detail so that Results meet your needs Model is consistent with available data Model can be analyzed in the time available 43 Example: Renting a Car • Goal: Select the cheapest rental car company • Objective: Minimize total weekly costs • Assumptions 1. 2. 3. 4. All cars of equal size and type; equally efficient and effective No alternatives accept awards programs or other incentives Available insurance options all equal Services equal across all alternatives 44 Car Rental Company Selection Mental map Rental company Weekly rental rate Weekly total cost Mileage rate Mileage cost Miles driven 45 Car Rental Company Selection Three Rental Car Alternatives 1. Hurts • $70 per week plus $0.30 per mile driven 2. Avion • $100 per week plus $0.80 per mile • But first 200 miles per week are free 3. Bottomdollar • $160 per week with unlimited free miles 46 Car Rental Company Selection Algebraic model Hurts = $70 + $.30(mileage) Avion = if mileage <= 200 then cost=$100 else cost = $100 + $.8(mileage - 200) Bottomdollar = $160 47 Car Rental Company Selection Tabular model Hurts Avion Bottomdollar 50 85 100 160 Miles driven 100 200 300 100 130 160 100 100 180 160 160 160 375 183 240 160 48 Weekly Auto Rental Cost $300 $250 Cost $200 $150 $100 $50 $0 50 100 150 200 250 300 350 400 Miles Driven Hurts Avion Bottomdollar 49 Model Building • Decision rule becomes clear - when to switch • Reduces problem to its most important element - mileage • Aids in understanding the influence of parameters What happens if the flat rate on Bottom Dollar drops to $120? What happens if the milage rate on Hurts is reduced to $0.60 50 Model Complexity Error Optimal complexity depends on the decision context! Total Oversimplification Measurement Complexity 51 Model Complexity • A model always simplifies reality. • Incorporate enough detail so that: Results meet your needs Model is consistent with available data Model can be analyzed in the time available Mental maps help you define this boundary 52 “Everything should be made as simple as possible - but no simpler” Albert Einstein 1879-1959 53 Process of Analysis Formulation (conceptual phase) Search (research phase) Define issues of concern Develop alternatives Clarify objective Look for data Scope problem Evaluation (analytic phase) Build mathematical models Use models to predict consequences Interpretation (judgmental phase) Compare alternatives based on model predictions Derive conclusions Identify alternatives Build mental models Indicate courses of action 54 Iteration Formulation (conceptual phase) Search (research phase) Evaluation (analytic phase) Interpretation (judgmental phase) • Analysis and model building are iterative processes • Returning to formulation and search phases may be beneficial Redefine goals and objectives Develop new alternatives Change assumptions 55 Strategic Air Command Air Base Study Question assumptions Evaluate & decide Strategy Test for sensitivity Logistics Minimize cost Compare outcomes Predict consequences Predict consequences Build models Collect data Minimize vulnerability Identify alternatives Build models Collect data Identify alternatives 56 Key Takeaways • Before attempting to solve a problem Think about your goals and objectives Scope the problem so that it aligns with your goals • Construct a mental map or use another brainstorming tool to identify key variables and decisions • Don’t be afraid to go back and revisit assumptions and/or revise your model 57 The Analytical World The Real World DM Preferences Environment ? Analytical Process of Decision Making Decision (alternative) INTERACTION of DECISION with ENVIRONMENT Outcome VALUATION of OUTCOME via PREFERENCES Payoff “Market” “Operations” Combat Humanitarian Relief Peace Keeping 58 Our Model of the Real World FUTURE CONDITIONS Environment Decision (alternative) INTERACTION of DECISION with ENVIRONMENT Outcome GOAL OBJECTIVE Preference VALUATION of OUTCOME via PREFERENCES Payoff 59 Decision Environments Certainty Uncertainty Complete information Incomplete information 60 “… as we know, there are known knowns; there are things we know we know. We also know there are known unknowns; that is to say we know there are some things we do not know. But there are also unknown unknowns -the ones we don't know we don't know …” Secretary of Defense Donald H. Rumsfeld http://www.defenselink.mil/news/Feb2002/t02122002_t212sdv2.html 61 Decision Environments Certainty Uncertainty You know: • all the alternatives • the one future condition • all the payoffs 62 Decision Matrix Under Certainty Future Condition Alternative 1 Alternative 2 : Alternative 3 63 Decision Environments Certainty Uncertainty Complete information Incomplete information You do not know one or more of: • all the alternatives • all the future conditions • all the payoffs • all the probabilities of the future conditions 64 Decision Environments Certainty Uncertainty Complete information Incomplete information You know: • all the alternatives • all the future conditions • all the payoffs • all the probabilities of the future conditions 65 Static Decisions Decision Matrix Future Condition 1 Future Condition 2 ••• Alternative 1 Probability Alternative 2 Outcome Payoff • • Alternative K Future Condition N • • ••• 66 Probability • A measure of the likelihood of the occurrence of a future event • The quantification of uncertainty 67 Histogram 0.50 474 0.45 0.40 0.35 0.30 240 0.25 0.20 158 0.15 0.10 65 0.05 38 20 0.00 1.5 - 2.5 2.5 - 3.5 3.5 - 4.5 4.5 - 5.5 5.5 - 6.5 6.5 - 7.5 4 1 7.5 - 8.5 8.5 - 9.5 Relative Frequency .5 Earthquake Problem .474 .4 .3 .240 .2 .158 .1 0 Do Nothing 0 New Codes 10 & Retrofit 2.5 1.5 Implementation Cost New Codes .065 F1 3.5 F2 4.5 F3 .038 5.5 F4 .020 7.5 6.5 F5 .004 F6 .001 8.5 F7 9.5 F8 50 69 Relative Frequency .5 Earthquake Problem .474 .4 .3 .240 .2 .158 .1 0 .065 2.5 1.5 Implementation Cost 3.5 4.5 .038 5.5 .020 .004 7.5 6.5 F1 F2 F3 F4 F5 F6 .001 8.5 F7 Do Nothing 0 25 250 2,500 25,000 250,000 2,500,000 New Codes 10 18 74 522 4,106 32,778 262,154 2,097,162 50 51 58 106 472 3,214 23,780 178,029 New Codes & Retrofit 9.5 F8 25,000,000 250,000,000 16,777,226 1,334,889 70 Relative Frequency .5 Earthquake Problem .474 Decision Rule: .4 Most Likely .3 .240 .2 .158 .1 0 .065 2.5 1.5 Implementation Cost F1 Do Nothing 0 25 New Codes 10 18 50 51 New Codes & Retrofit 3.5 F2 4.5 F3 .038 5.5 F4 .020 7.5 6.5 F5 .004 F6 .001 8.5 F7 9.5 F8 71 Relative Frequency .5 Earthquake Problem .474 Decision Rule: .4 Expected Value .3 .240 .2 .158 .1 0 1.5 .065 2.5 3.5 4.5 Do Nothing 411,592 New Codes 32,030 New Codes & Retrofit .038 5.5 .020 6.5 .004 7.5 .001 8.5 9.5 2,730 72 Malaria Prevention Mental Map Exposed to Malaria? Take Malaria Pills? Payoff 73 Malaria Prevention (Decision Matrix) F1 F2 Exposed Not exposed to Malaria to Malaria Take Malaria Pills Don’t Take Malaria Pills 74 Dynamic Decisions What happens when choice of an alternative changes the matrix ? • when the likelihoods change ? • when the number of future conditions change ? • when there is a sequence of decisions ? 75 Tree Model NODES BRANCHES Decision node Future condition node 76 Malaria Prevention (Decision Tree) Payoffs Take Malaria Pills Exposed to Malaria Not Exposed to Malaria Don’t Take Malaria Pills Exposed to Malaria Not Exposed to Malaria 77 Why use a decision tree? (Sequential decisions) • If you have been exposed to malaria, you can take medications immediately after exposure to prevent malaria Lowers your chances of malaria 78 Malaria Prevention Mental Map Take PostExposure Pills? Exposed to Malaria? Take Malaria Pills? Develop Malaria? Payoff 79 Malaria Prevention Malaria Take PostExposure Pills Take Malaria Pills Exposed to Malaria Malaria No PostExposure Pills Not Exposed to Malaria Don’t Take Malaria Pills Exposed to Malaria No Malaria No Malaria Malaria Take PostExposure Pills No Malaria Malaria Not Exposed to Malaria No PostExposure Pills No Malaria 80 Which Alternative is Better? Benefits B A C $ Cost 81 Which Alternative is Better? Benefits A C B $ Cost 82 Which Alternative is Better? Benefits B A C $ Cost 83 Guidance (OMB Circular A-94) “The goal is…to promote efficient resource allocation through wellinformed decision-making by the Federal Government.” http://www.whitehouse.gov/omb/circulars_a094/ 84 Decision Criteria With UNLIMITED resources…if there is any positive benefit, then no matter what it costs, make the investment in: National Security; Transportation; Education; Health & Safety Regulations Posner & Adler (Eds) 2001 Cost-Benefit Analysis 85 Why Worry About Cost? • Any course of action, any decision, will exact a cost Cost is a measure of the consequences of our decision • As long as resources are limited, cost will be a factor in our decision 86 Decision Criteria • Equal Benefits Minimize costs • Equal Costs Maximize benefits • Different Costs and Benefits If benefits can be monetized • Net Present Value If not… • Need to make tradeoffs! 87 Getting Started • Identify feasible, mutually exclusive alternatives • Define the planning horizon • Develop cash flow profiles • Specify the discount rate to be used 88 Planning Horizon • The period of time over which the cash flows of alternatives are compared Must be the same for each alternative Must consider useful life of alternatives • Common approaches Least common multiple of lives Shortest life Standard horizon 89 Specifying the Interest Rate Circular A-94 sec 8 Benefit-Cost Analysis • Benefits and costs can be monetized • Real 7% (marginal pretax rate of return on an average investment in the private sector) – Market interest rates are nominal Cost-Effectiveness Analysis • Most DoD decisions fall in this category • Treasury’s borrowing rates for comparable length of maturity – Published Treasury rates are nominal 90 OMB Guidance • Cost-Effectiveness is appropriate whenever it is unnecessary or impractical to consider the dollar value of the benefits. • Analysis of alternative defense systems often falls in this category. OMB Circular A-94, par. 5b 91 Cost-Effectiveness Analysis • Benefits can not be quantified in monetary terms Define effectiveness based on desired capabilities/characteristics Measure capabilities of alternatives and assign a measure of effectiveness • Identify "efficient frontier" • Incremental analysis (tradeoffs) effectiveness vs. cost 92 Risk is part of life • Every decision in an uncertain world involves some degree of risk. There is the risk that the cost will be higher than expected. There is the risk that the benefit will be lower than expected. 93 ASSESSING RISK • • • • What can go wrong? What is the likelihood? What are the consequences? How do we feel about the consequences? What do we mean by Cost Risk? • What can go wrong? The actual cost of a program exceeds the budget for that program (cost overrun) • What is the probability of a cost overrun? • What are the consequences of a cost overrun? Normal Distribution Probabilities 68% X 3 2 1 1 2 3 Normal Distribution Probabilities 95% X 3 2 1 1 2 3 Normal Distribution Probabilities 99% X 3 2 1 1 2 3 Thinking about the budget Funding at the 50% level means there is a 50% chance of cost overrun. Comparing the Risk of Alternatives P(cost overrun) = 9.63% P(cost overrun) = 97.76% Acceptable Risk? Risk cannot be spoken of as acceptable or not in isolation, but only in combination with the costs and benefits that are attendant to that risk. Considered in isolation, no risk is acceptable! A rational person would not accept any risk at all except possibly in return for the benefits that come along with it. Even then, if a risk is acceptable on that basis, it is still not acceptable if it is possible to obtain the same benefit in another way with less risk. Kaplan and Garrick, “On The Quantitative Definition of Risk”, Risk Analysis, Vol. 1, No. 1, 1981 101 Risk Tradeoff Risk Too Risky Acceptable Risk Proposed Budget Required Budget Cost 102 Risk Management Risk old new Cost 103 Risk Management Risk Less Risk new Proposed Budget Cost 104 Risk Management Risk Acceptable Risk new Less Cost Cost 105 Ultimately, policy makers must decide how much the United States is willing to pay to lower the risks associated with deploying forces abroad. But some might argue that defense planners occasionally focus on absolute requirements – the minimum number of forces that they believe will meet DoD’s military needs – without fully weighing the relative risks and costs of alternative levels. Moving U.S. Forces: Options for Strategic Mobility Congressional Budget Office, Feb. 1997 106 Pitfalls in All Analysis • Not enough time spent defining the problem. • Examining a restricted range of alternatives. • Too much time spent in the details of the models. 107 Advantages of Analysis • Answers are accessible to critical examination • Answers can be retraced by others • Answers can be modified by others 108
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