Role of diagramming in systems investigation

Organizations are composed of numerous interrelated systems and subsystems which in turn may be subdivided into components and ultimately into indivisible elements. Diagramming tools assist in defining, analysing and manipulating the systems environment Assist the communication process b

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.

Systems diagramming techniques

Systems Mapping Influence Charts Multiple Cause Diagrams

Flow Diagram

Relationships map

Activity Sequence Map

Systems Mapping
Pictorial representation of the system undergoing the change and incorporate relevant interrelationships. System can be broken down into its component parts i.e. subsystems, elements ( which can not be divided further) It should be decided at which level the process should cease. Mapping highlights the systems involved and also the parties who should be involved.

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.

What is a System
Intervention strategy model (ISM) based on systems approach can be utilized for messy change problems. System is an organized assembly of components which are related in such a way that the behaviour of any individual component will influence the overall status of the system. The definition of the systems under study depends on both the position of the reviewer and the purpose of study.

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.

Systems Autonomy & Behaviour

Systems Autonomy It is important to determine the degree of systems autonomy existing within the change environment. The investigator should set the boundaries of the system including all relevant factors but excluding the irrelevancies. Systems Behaviour After determining the boundaries we have to consider the behaviour of the systems with 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 and between systems 3) The monitoring processes maintaining system stability. By reviewing process linkages one can determine the degree of autonomy existing within the various constituent parts of the system.

Intervention Strategy Model

An intervention strategy means intervening in the working processes of the original system. ISM is an hybrid model which includes1) System Intervention Strategy (Systems Management) 2) Total Project Management Model (Operations Management)

Steps in Systems and Operational investigative methodology Objective clarification data capture and performance indicators Systems diagnostics Systems analysis Determination of solution options Solution evaluation Solution implementation Appraisal and monitoring.

Phases of Intervention Strategy Model

Definition
Definition Phase Accurately describing the problem 1) Problem/system specification 2)Formulation of success criteria Setting objectives and constraints 3)Identification of Performance Measures costs, savings, volume, labor and time.

Evaluation
Evaluation Phase-Key players 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 the previously developed diagrams -Physical and computer simulations -Investment, cash flow and cost-benefit analysis -Project management techniques, such as network analysis, will test the potential benefits, time scales and resource implications of implementation -Environmental impact analysis to know the hidden costs -Strategic and cultural fit 6) Option Evaluation Options are evaluated against the previously determined change objectives in particular the performance measures (stage 3).

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 be recognized by all those likely to be affected. - Problem with hard systems will have no resistance but as one proceeds towards the softer end of the change continuum the risk of latent resistance is always there There are three basic implementation strategies -pilot studies -parallel running -big bang 8) Consolidation -follow-up - protection and enforcement of new system

Quick and Dirty Analysis A small group can drive themselves through the model 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 to previously completed stages in the light of environmental changes.

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 cooperation and 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

TPMM
TPMM recognizes that there should be amalgamation of technological (or systemsbased) and organizational (or people-based) elements in order to address both hard and soft issues.

Hard Problems Quantifiable objectives, constraints and performance indicators Systems/technical orientation Limited number of potential solutions Clear problem definition Clear resource requirements

Soft Problems Subjective and, at best, semi-quantifiable objectives, constraints and performance indicators People orientation A wide range of potential solutions Unclear problem definition Unclear resource requirements

Structural solution methodology

Reasonably static environment Known time scales Bounded problem with minimal external interactions

Variable solution methodology

Dynamic environment Fuzzy time scales Unbounded problem with many complex external interactions

Phases in TPMM
Project 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 the environment. Subsequently, teams are created and developed preferably from crossfunctional areas. TPMM suggests to conduct brainstorming and planning sessions in this 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

Planning
Planning process - Project overview - Network development - Integration of component networks - Performance indicators identification

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.