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Role of diagramming in systems

investigation

Organizationsare composed of numerous

interrelated systems and subsystems which in

turn may be subdivided into components andultimately into indivisible elements.

Diagramming tools assist in defining,

analysing and manipulating the systems

environment

Assist the communication process b

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Advantages of diagramming

It brings in a sense of logic and structure to

messy change problems.

Provides the basis of systems specifications

and relationships

Increases understanding by providing clear

and structured map

Assist in communication of ideas.

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Systems diagramming techniques

Systems Mapping

Influence Charts

Multiple Cause Diagrams

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Flow Diagram

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Relationships map

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Activity Sequence Map

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Systems Mapping

Pictorial representation of the system undergoingthe change and incorporate relevantinterrelationships.

System can be broken down into its componentparts i.e. subsystems, elements ( which can not bedivided further)

It should be decided at which level the process

should cease.Mapping highlights the systems involved and alsothe parties who should be involved.

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Influence Charts & Multiple Cause

Diagrams

Systems map is combined or followed by a

influence chart

Influence charts depict the factors or groups

which act upon a system involving change.

Multiple Cause diagrams examine the causes

behind particular events or activities and

express them diagrammatically.

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What is a System

Intervention strategy model (ISM) based onsystems approach can be utilized for messychange problems.

System is an organized assembly of componentswhich are related in such a way that thebehaviour of any individual component willinfluence the overall status of the system.

The definition of the systems under studydepends on both the position of the reviewer andthe purpose of study.

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Objective Tree

An objective tree is created based on the

systems objective.

A system has primary objective and various

sub-objectives.

Diagramming techniques along with objective

tree help in defining the systems environment

effectively.

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Systems Autonomy & Behaviour

Systems Autonomy

It is important to determine the degree of systems autonomy existing within thechange environment.

The investigator should set the boundaries of the system including all relevantfactors but excluding the irrelevancies.

Systems Behaviour

After determining the boundaries we have to consider the behaviour of the systemswith reference to the relevance and nature of their internal and external relationships.The following processes be reviewed for studying the behaviour.

1) The physical processes constituting the operational system.

2) The communications processes handling the transfer of information within andbetween systems

3) The monitoring processes maintaining system stability.

By reviewing process linkages one can determine the degree of autonomy existingwithin the various constituent parts of the system.

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Intervention Strategy Model

An intervention strategy means intervening in

the working processes of the original system.

ISM is an hybrid model which includes-

1) System Intervention Strategy (Systems

Management)

2) Total Project Management Model

(Operations Management)

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Steps in Systems and Operational investigativemethodology-

Objective clarification

data capture and performance indicators Systems diagnostics

Systems analysis

Determination of solution options

Solution evaluation Solution implementation

Appraisal and monitoring.

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Phases of Intervention Strategy Model

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Definition

Definition PhaseAccurately describing the

problem

1) Problem/system specification

2)Formulation of success criteria

Setting objectives and constraints

3)Identification of Performance Measurescosts, savings, volume, labor and time.

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Evaluation

Evaluation Phase-Keyplayers to be involved in the generation of potential solutions of the problem.They may be joined by additional stakeholders if required.

4) Generation of options or solutions

-structured team building

-variety of possible solutions should be considered

5) Selection of appropriate evaluation techniques and option editing

-Examination and manipulation of thepreviously developed diagrams

-Physical and computer simulations

-Investment, cash flow and cost-benefit analysis

-Project management techniques, such as network analysis, willtest the potential benefits, time scales and resource implicationsof implementation

-Environmental impact analysis to know the hidden costs

-Strategic and cultural fit6) Option Evaluation

Options are evaluated against the previously determined change objectives inparticular the performance measures (stage 3).

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Implementation Phase

One should stay focused , remember the goal and ensure task completion.

7)Development of Implementation Strategies

- In this stage full impact of the change will berecognized by all those likely to be affected.

- Problem with hard systems will haveno resistance but as one proceeds

towards the softer end of the changecontinuum the risk of latent resistance isalways there

There are three basic implementation strategies

-pilot studies

-parallel running

-big bang8) Consolidation

-follow-up

- protection and enforcement of new system

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Quick and Dirty Analysis

A small group can drive themselves through themodel and arrive at a solution which may not be

an optimal one.Iterative nature of the model

All stages are connected through a feedback

loop. These are to facilitate the return topreviously completed stages in the light ofenvironmental changes.

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Total Project Management Model

It integrates

1) Participative features of ISM

2) Mechanistic planning tools of scientific

management approach.Complex Projects

Degree of dependency placed on the cooperationand acceptance of those directly affected by the

outcomes of the planning process.Nature of the problem is vague

It is difficult to define the environment impact

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TPMM

TPMM recognizes that there should be

amalgamation of technological (or systems-

based) and organizational (or people-based)

elements in order to address both hard and softissues.

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Hard Problems Soft Problems

Quantifiable objectives, constraints and

performance indicators

Subjective and, at best, semi-quantifiable

objectives, constraints and performance

indicators

Systems/technical orientation People orientation

Limited number of potential solutions A wide range of potential solutions

Clear problem definition Unclear problem definition

Clear resource requirements Unclear resource requirements

Structural solution methodology Variable solution methodology

Reasonably static environment Dynamic environment

Known time scales Fuzzy time scales

Bounded problem with minimal external

interactions

Unbounded problem with many complex

external interactions

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Phases in TPMMProject Definition

Define the scope of a project in terms of primary mission and associated objectives,constraints and performance measures. Followed by detailed system analysis of theenvironment. Subsequently, teams are created and developed preferably from cross-functional areas. TPMM suggests to conduct brainstorming and planning sessions inthis phase.

Definition of the current position--Specification of the environment

-Evaluation of the project

-Definition of the Project Owners

Definition of Preferred position-

- Project Objectives

-Resource Constraints-Resource Requirements

-Success criteria

-Activity classification

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Planning

Planning process

- Project overview

- Network development- Integration of component networks

- Performance indicators identification

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Implementation

It involves monitoring the control mechanisms

and taking corrective action as and when

required.

-Presentation of the plan

-Application and monitoring of the review

systems

-Potential iterations

-Autopsy of the project.