Systems Approach

 

 

Systems Approach

Systems approach is based on the generalization that everything is inter-related and inter­dependent. A system is composed of related and dependent element which when in interaction, forms a unitary whole. A system is simply an assemblage or combination of things or parts forming a complex whole.

One its most important characteristic is that it is composed of hierarchy of sub-systems. That is the parts forming the major system and so on. For example, the world can be considered-to be a system in which various national economies are sub-systems.

In turn, each national economy is composed of its various industries, each industry is composed of firms’ and of course a firm can be considered a system composed of sub-systems said as production, marketing, finance, accounting and so on.

MIS Defined ….

“It is a system using formalized procedures to provide management at all levels in all functions with appropriate levels of information, based on data from internal and external sources, to enable them to make timely and effective decisions for planning, directing and controlling the activities for which they are responsible”.

System Approach

It is a framework or method used to aid and helps to analyse and explore the operation and interactions which exist in the systems around us.

A definition of system as used by the Open University is:

A system is an assembly of parts where:

●      The parts or components are connected together in an organized way

●      The parts or components are affected by being in the system (and are changed by leaving it)

●      The assembly does something The assembly has been identified by a person as being part of special interest.

Definition summarized

The definition contains the essential elements of:

✔    Parts

✔    Relationships

✔    Objectives

It is very broad in its approach and can apply to any system around us.

Examples

●      A central heating system

●      Local Authority

●       An information system

●      Manufacturing company

●      An accounting system

●      A hospital

●      A railway system.

System overview

Any arrangement which involves the handling, processing or manipulation of resources of whatever type can be represented as a system.

Thus a manufacturing company or a service organization can be viewed as a system whereby people grouped into sections and departments, process inputs to produce outputs of goods or services in order to fulfil the objectives of the organizations.

Features of Systems Approach

All systems are composed of inter-related parts or subsystems and the system can only be explained as a whole. This is known as Holism.

Holism states that any whole is more/greater than the sum of its individual parts. When the appropriate parts are combined, properties emerge from the whole which the parts alone do not possess.

Systems are hierarchical in that parts of subsystems are made up of other smaller parts.

For example, the accounting system of an organization may be a subsystem of the information system which is itself a subsystem of the planning system, which is a subsystem of the organization as a whole.

Progression down the hierarchy increases the detail but moving upwards provides a successfully broader view.

The parts within the system cannot be altered without affecting other parts. Many organizational problems are created from ignoring this principle.

For example, a departmental procedure or form may be changed without considering the ripple effect on the other departments within the organization and the possible consequences that may arise from such change.

All subsystems should work towards the goal of their higher systems and not to pursue their own individual objectives. Where subsystems do pursue their own objectives, it can be damaging to the higher objectives of the organization. MIS designers will seek to avoid such a procedure.

System Elements

The following are key features of systems:

●      Transformation Process

●      Boundaries

●      Environment.

The Transformation Process:

All systems are composed of the same basic elements:

Inputs, Processes and Outputs

The transformation process is controlled by the information. Information on the output of the system is used as a basis for control of the input of the system. This is known as feedback or information feedback.

 

System boundaries

The features which define the extent of a system are its boundaries.

In mechanical, physical and biological systems, the boundaries are readily identifiable as they tend to arise naturally.

However, with any social organisation, boundaries are not obvious and often change to meet differing demands. In social organization, there are many transfers across boundaries of ideas, people, materials and information.

Within organizations, boundaries are determined by management and can vary tremendously from one organisation to another. For example, in one organisation, the Sales department may be responsible for invoicing where as in another organisation; the Accounts department may have that responsibility.

The Environments of Systems

Broadly speaking, a systems environment is all those elements not in the system.

This can be defined as:

The external elements whose changes in attitude, behaviors or properties affect the state of the system. Those external elements which are changed by the systems behavior.

This means that the relevant environment of any system comprises of those elements with which it has some meaningful connection or relationship. The environment is diverse and is rarely static.

The following diagram sets out to show some of the influences in the environment that may affect the organisation or to be affected by the organization actions.

 

Closed System

●      Isolated from its environment

●      Generally self contained

●      Not influenced by external environment nor does the system influence the environment

●      A closed system is generally associated with mechanical and physical system

●      All social systems need to interact with their external environment.

19 No Exchanges with Environment CLOSED SYSTEM

Open Systems

●      Interacts with its environment

●      Receives Inputs and Influences

●      In turn, passes back Output and Influences

●      All social organizations are open systems

●      Organizations need to change and adapt to succeed and to survive.