063 Systems Thinking - SSM Red Case Loudspeaker

Red Case Study
Step by Step Process
1
Inquiry Process as the Heart of SSM Methodology in comparing
Ideals to Current conditions
Leads to
Selections of
Perceived
Real World Models of Relevant
Purposeful Activities
Situations/ Systems each based
Problems On declared World-View
‘Comparison’
(Inquiry through Question A Structured debate about
Situations/Problems Desirable and feasible change
using Models)
Actions to
Improve Accomodates
which enables to
2
Soft System Methodology 7 Steps
Understanding Problem Actions to Improve the Problems

Situation Action to improve the
problem situation
Problems Situations (Lakukan tindakan untuk Changes: Systematically desirable,
considered problematic
perbaikan) culturally feasible (laksanakan
(Memahami Situasi yang
1 7 perubahan sistematis yg layak &
bersifat problematik) diinginkan) 6
Problems Situation Expressed
Comparisons of models and
(Menggambarkan Situasi
Masalah) real world (bandingkan 2 dan
2 4) 5
Real World
Systems Thinking about Real World

Root Definitions Model Development
Root Definitions of relevant purposeful Conceptual Models of the System (holons) named in
activity system (Definisikan akar aktivitas the root definitions (Membangun model konseptual
sistem yang relevan ) 3 berdasarkan definisi yang menjadi akar aktivitas 4
3
Phase 1 Menentukan Situasi Masalah
1. Memahami Masalah dengan
mengumpulkan Data Sekunder dan 1. Understanding Problem with Data
Primer Collection
• Eksplorasi permasalahan dari • Explore the Problems from all
segala sudut pandang perspectives
• Koleksi data sebanyak mungkin • Collect Data as much as possible,
baik kuantitatif dan kualitatis quantitatively or qualitatively,
seperti survey, observasi, through survey, observation,
wawancara, atau melakukan interviews or other measurement
pengukuran langsung methods
4
Inquiry is the basis of Problem Understanding
You start with using these 5 properties of Systems
• Boundaries: How systems interacts with its environments? Where? When? If I
use helicopter views, can it be expanded/reduced? Is there frictions
(problems) in the boundaries border? Who is involved I this problems?
• Emergence/Holistic Properties: What can we expect the systems
characteristics/properties when its working well? At what conditions that this
usually or can be occur?
• Purpose: what is the purpose of the systems? It is known clear enough by the
components? Are they multiple goals?
• Feedback and Control Mechanism: Is there signs of connections (feedbacks,
meeting, information sharing, shared responsibilities) on each component?
How the feedbacks are induced, collected and handled?
• Dynamics Dimensions: If we change the context, does the systems changes
(goals, boundaries, emergence properties or feedback mechanism)? At what
dimensions the most changes occurs in the systems?
5
6
• Structure • People
• Process • Issues
• Atmosphere • Conflicts
7
Patching’s rich
picture of a PUB
as a problem
situation
Patching, D. (1990).
Practical Soft Systems
Analysis
8
Rich pictures
Rich pictures should show the following aspects of the problem situation :
• Structure - formal organisation, physical aspects etc.
• Processes - tasks and activities
• How structure and process interact
• Hard and soft aspects - facts and opinions
• Social roles - formal and informal; conflict
• Climate and context - environment
• The role of the analyst / facilitator
9
10

problem situation
2 4) 5
Real World

11
Penggambaran Model
Menjabarkan aktivitas yang dibutuhkan untuk mewujudkan definisi sistem
ideal
• Based on root definitions

• Map is focus on activities that
could create a chain reaction
(domino effects).
• Activities = Transformation
out
input proses
put
12
Root Definitions
IPOF Model Systems Concepts
• Open systems receive inputs, transform them and produce outputs
• In order to achieve its goals, the system components must interact to
exchange information and create feedback control mechanism
• Interaction internally between sub-systems; and externallybetween the
system and its environment
• Systems use feedback information to control their performance and
remain in dynamic equilibrium with their environment
13
Root Definitions
Root Definitions of relevant purposeful
Root Definitions activity system (Definisikan akar
aktivitas sistem yang relevan ) 3
• Pendefinisian sistem
dalam suatu format
tertentu:
• “ A system to do X by y to
achieve Z”
• X = Output, Y= Proses, Z =
Goals/Output
• Basic and concise
representation of the
system
• However, it would still
need an explanation, and
this is where the
CATWOE should do
14
Phase 2 Pengembangan Model
Root Definitions
Mencari Akar Definisi dari Sistem Multiple Definisi Sistem

• Identifikasi berbagai Perspektif • Setiap Perspektif merupakan model
terhadap Sistem yang dianalisa mental tersendiri sehingga
• Penyamaan Perspektif yang relevan dibutuhkan definisi sistem
terhadap Sistem yang dianalisa tersendiri
melalui pendefinisian bersama ciri • Silahkan dipilih “aktor” sistem
sistem sesungguhnya
• Mirip dengan pencarian akar
permasalahan melalui proses 5
Why’s
• Namun yang dicari adalah sebuah
definisi bersama yang menjadi akar
dari sebuah pohon yang ujungnya
dirasakan problematika
15
Phase 2 Pengembangan Model
Root Definitions untuk mencari model sistem secara kontekstual
16
Phase 2 Penggambaran Model
3. Root Definitions
Redefining the problems into • Elements: CATWOE

systems problems: (C)ustomer
“ A system to do X by y to (A)ctors
achieve Z” (T)ransformation
• Basic and concise (W)eltanscauung: Paradigm
representation of the system
(O)wner
(E)nvironment
17
Let’s take an example of “The
Pub as a System”
The Pub has been losing

customers and money - but
nobody knows why
A rich picture shows different

viewpoints about The Pub -
that of the customers, the
community, the brewery, the
landlord, the employees, the
police ...
18
Customer root definition
Root Definitions can be Refined from CATWOE and vice versa
Root Definition CATWOE

A system owned by the publican, C - The casual and regular visitors to
and operated by the employees, The Pub
visiting entertainers and A - The employees, visiting
customers of the public house ... entertainers, customers
that identifies and satisfies the T - Customer needs (for socialising
and reasonably priced drinks)
needs of customers for affordable
identified and satisfied
drinks and entertainment ....
W - A pub is a place to have an
in an environment that influences affordable night out and socialise with
customers socialising and drinking friends
preferences ... O - The publican
constrained by legal requirements E -Legal restrictions, fashions in
and local opinion effecting the drinks and entertainment, the local
provision of pub facilities. community etc.
19
Employee root definition
Root Definitions can be Refined from CATWOE and vice versa

A system owned by the brewery, C - The employees
and operated by the customers and A - The customers and employees
employees of the public house, T - Employee needs for income and
… that identifies and satisfies the flexible working hours identified and
needs of employees for income and satisfied
flexible hours of work, W -The Pub is a source of income and
the work fits in with my
… in an environment of other commitments (family, college)
competition for staff resources,
O - The Brewery
… constrained by employment and E -Local competition for staff,
tax legislation employment legislation etc.
20
RD has 2 parts: One Sentence RD and CATWOE

• Should be one sentence in which • CATWOE (together with the defined
the major verb represents the meanings of its elements) is used as a
test of the structure and words used
transformation process. Additional
in RD.
sentences (outside the RD) may be
• The elements of T and W must be
used to define the meaning identifiable in every RD, thus they are
attributed to certain words within mandatory. The elements C, A, O and
the RD if necessary E are included or excluded on the
• A well-structured RD should only basis of the analyst’ judgments.
have one transformation process. • Once consistency between the
CATWOE elements and the words
used in the RD has been achieved,
CATWOE has served its purpose, can
be eliminated and has no further
relevance to the construction of CM
21
Phase 2 Conceptual Model Drawing
4. Conceptual Model Drawing (Example X Telecom)
(1) (2)
Evaluate market Establish service
position standard
(5)
(4) (3) Improve service
Perform market Identify daily quality Control
intelligence operation bottlenecks
Monitor
(7) (6) (8)
Do market Improve operation Redesign
intimacy efficiency business process
22
Model Development
There must be a Communication and
Control Mechanism (Feedback
Translating IPOF Loops)
• Transformation process to be • Central heating system controlled
properly formulated its input and by its thermostat
output must be of the same kind • Driving a car
(tangible or intangible) • Bank statements provide
• Should answer these questions information about the state of your
– What must then be done to reach bank account leading to you
the output? adjusting your spending
– What must then be done to make • The University sets targets for
the output available?
student numbers and collects
– What has to be done to acquire the statistics in order to monitor
input?
recruitment and retention
23
CM Rules
• The CM must be constructed from the words in the RD without

resource to the specific situation. Thus the inclusion of activities and/or
sets of activities within the CM must be defended against specific words
or phrases within the RD
• Since each activity in the CM could be the source of a RD for expansion
to a more detailed level, sufficient words should be used within the
activity to be precise about the transformation process its describes
24
Root Definition 1 – Customer Based
A system owned by the publican, and operated by the employees, visiting
entertainers and customers of the public house ... that identifies and satisfies the
needs of customers for affordable drinks and entertainment .... in an environment
that influences customers socialising and drinking preferences ... constrained by
legal requirements and local opinion effecting the provision of pub facilities.
Conceptual Model CATWOE

C - The casual and regular
visitors to The Pub
A - The employees, visiting
entertainers, customers
T - Customer needs (for
socialising and reasonably
priced drinks) identified
and satisfied
W - A pub is a place to have
an affordable night out and
socialise with friends
O - The publican
E -Legal restrictions,
fashions in drinks and
entertainment, the local
community etc.
25
Root Definition 2 – Employee Based
A system owned by the brewery, and operated by the customers and employees of
the public house, that identifies and satisfies the needs of employees for income
and flexible hours of work, in an environment of competition for staff resources,
constrained by employment and tax legislation
Conceptual Model CATWOE

C - The employees
A - The customers and
employees
T - Employee needs for
income and flexible
working hours identified
and satisfied
W -The Pub is a source of
income and the work fits in
with my other commitments
(family, college)
O - The Brewery
E -Local competition for
staff, employment
legislation etc.
26
27
28

problem situation
2 4) 5
Real World

29
Phase 3 Problem Solving Activities Generation
5. Comparisons between the Real World and Model World
1. Diskusi tak terstruktur
2. Pertanyaan terstruktur dg matriks
3. Pemodelan Skenario / dinamis
4. Uji coba memodelkan dunia nyata dg struktur yg sama dengan model
konseptual
Aktivitas Ada/tidak dalam situasi Bagaimana hal ini Kriteria Komentar/Ide

nyata dilakukan Penilaian Perbaikan
1. -----------------
2. -----------------
3. ----------------
Hubungan
12
2
3
} 4
30
Measure of Transformation Process
Question Generation The E3 Evaluations

• The models are used to identify • E1: Efficacy
– Does the activity actually work? Does
questions about the real world it achieve it purpose? Do the
activities that need an answer. For activities which transform inputs
each activity in the CM questions produce the required outputs?
are asked to elicit - • E2: Efficiency
– How many/much resources activity
– Does a corresponding activity exist consumes?
in the real world? – does the transformation take place as
economically as possible - i.e. with
– If so, how is the effectiveness of the minimum of resources?
that activitymonitored? • E3: Effectiveness
– How is the activity carried out and – Does the activity the right thing to be
by whom? doing?
– How well does the process work at – is this done in such a way that the
long-term survival of the system is
present? secured?
– Any other thoughts or comments?
31
Example X Telecom
ACTIVITY EXIST? HOW? ASSESMENT GOOD/BAD? IDEAS/

CRITERIA COMMENTS?
1. Evaluate Market Yes Each Year, Service Not So Good Need to improve this task by
Position Benchmarking Portfolio Map acquiring more accurate
information on market
conditions
2. Establish Yes Yearly, Customer Good in
service standard customer Satisfaction general
satisfaction
survey
Review global
standards
3. Perform Market No Need to perform this task by
Intelligence creating a taskforce
Connections
12 Yes Information on Time for new Not so good Need to improve this link by
market position standard improving inter-function teamwork
provide direction establishment
for service
standard
improvement
32
CM Recommendations
Historical Perspective should be

Discussion and Reality Check explored
• The CM is used as the basis for • Compare what actually happened in
discussions between the analyst, the a past situation - with a CM of an
client and the other stakeholders. ideal system designed to achieve
• Objective is to identify desirable the same purpose (i.e. with the
features shown in the CM that are not same root definition).
present in the real world. • In order to learn from this
• Issue-based systems might reveal experience – and to do better next
fundamental problems that have not time – a model would be developed
been brought into the open before to show how the system would
and which must be addressed. perform if it was designed as a well-
• Activities shown on the CM may not formulated system. This could yield
take place – or may take place, but insights into what went wrong in
not in a structured way. order to do better in the future.
33
CM Recommendations
Model Overlay to Reality Extended analysis

• A formalised way of comparing the • Further breakdown
real world situation with the CM (decomposition) of the CM may be
• A second model is drawn using the required before it can be compared
same form as the CM, but based on with the real world.
the activities and sub-systems that • Root definitions are formulated for
exist in the real situation each activity (or sub-system)
• The two models are compared in shown on the top level CM and
order to identify the mismatches second level CMs are made.
and missing elements in the real- • Each activity is treated as a system
world situation in its own right, that must be
checked against the formal systems
model
• This is a lengthy process requiring a
great deal of time and effort
...
34
References
• Checkland, Peter and Jim Scholes. Soft System Methodology in Action
(Includes a 30-years retrospective). John Wiley and Sons. Chicester.
Sept 2005.
• Wilson, Brian. Soft System Methodology: Conceptual Model Building
and its Contribution. John Wiley and Sons. Chicester. 2001
35

063 Systems Thinking - SSM Red Case Loudspeaker

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Red Case Study

Step by Step Process

Understanding Problem Actions to Improve the Problems

Systems Thinking about Real World

Understanding Problem Actions to Improve the Problems

Systems Thinking about Real World

• Based on root definitions

Mencari Akar Definisi dari Sistem Multiple Definisi Sistem

Redefining the problems into • Elements: CATWOE

The Pub has been losing

A rich picture shows different

Root Definition CATWOE

Root Definition CATWOE

Root Definition CATWOE

• The CM must be constructed from the words in the RD without

Conceptual Model CATWOE

Conceptual Model CATWOE

Understanding Problem Actions to Improve the Problems

Systems Thinking about Real World

Aktivitas Ada/tidak dalam situasi Bagaimana hal ini Kriteria Komentar/Ide

Question Generation The E3 Evaluations

ACTIVITY EXIST? HOW? ASSESMENT GOOD/BAD? IDEAS/

Historical Perspective should be

Model Overlay to Reality Extended analysis

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