System approach

Assiut University
NursingAdministration Faculty of Nursing
Department

System approach
Prepared by
Mona mahmoud mosa
Teacher in dierout Secondary Technical Nursing School

Supervised by

Ass .Prof .Dr. Hala Ramzy

Assistant professor of nursing administration
Faculty of Nursing

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 System approach

:Outlines

 Introduction
 System theory
 Definitions
 Function of the system
 Characteristics of the system
 Components
 System process
 Types of system
 Principles of a system approach
 Advantages of systematic approach
 Disadvantages of systematic approach
 Application of General Systems Theory
 System analysis
 Techniques for system Analysis
 System Errors
 References

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 System approach

Introduction
A systems approach is especially necessary for the planning and control
functions of management. Any system includes not only the set of objects or
elements necessary to attain system goals but attributes of those objects and
elements and relationships among them. A system is not just an orderly
arrangement of parts but an ongoing process that consists of diverse elements
and their interrelationships Furthermore, each system includes interconnected
subsystems, each of has an objective that advances goals of the large system.
(Hodge and Anthony, 1984.)

Historical development of the systems model

Hegel developed in the 19th century a theory to explain historical development

as a dynamic process. General systems theory as a concept was introduced and
defined by Ludwig von Bertalanffy, a biologist, in 1951. His terminology is the
foundation for the basic concepts of the general systems theory. Kenneth E
Boulding developed a hierarchy of systems to help bridge the gap between
theoretical and empirical systems knowledge.

Definitions

System
.Is a set of objects or elements that interact to achieve a specific goal
System approach

The Systems Approach is a simplified method to optimize efficiency choices. It

is straightforward and the design team may find it more appropriate for their
project

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 System approach

Systems theory

Is the trans disciplinary study of systems in general, with the goal of

elucidating principles that can be applied to all types of systems in all fields

Characteristics of the system

Most systems share the same common characteristics. These common
characteristics include the following of research.

1- System facilitates understanding of complex phenomena.

2-System provides a basic framework for joining content from different

disciplines into a comprehensive body of knowledge.

3-System is design models of sufficient, accuracy and complexity to facilitate

study of real situation.

4-System increase work flow efficient and help in evaluation the nursing
departments effectiveness.

5-System encourage communication and consciousness among employee in the

organization.

6-System encourage nursing administrator and manager to resolve problem that

develop and interfere between subsystem in the organization.

The parts that make up a system show some degree of integration - in other -7
.words the parts work well together

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 System approach

Function of System

The function of any system is to convert or process information, energy, or materials

into a planned outcome or product for use within the system, outside the system, or
.both

Thus, nursing process is system the function of which I to convert the

knowledge and skills of the nurse, the patient, and the patient’s family into
supportive and therapeutic interventions against illness, debility and loss.

 Components of the system

(1) Inputs (2) throughputs or processes

out puts (4) feedback )3(

System process

Feedback Loop
Input

Input Feedback
THORUGHPUT
Input
.Figure 4-1 classic system elements
This has given us all the basic components of a system as it is understood in
systems theory (see Fig. )

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 System approach

Environment: A system environment is defined as a set of objects, event or

conditions that is not part of the system but has a bearing on system functioning.

Input: resources such as employee, patients, Material, money. And

equipment, information, time and effort. The input component of a system is
that element that receives the operating material from the environment or from
.another system

Throughput: the work process to produce a product or series of actions by

which the system converts energy input from the environment into products and
services that are usable by the system itself or by the environment .

Output: it the final outcome of system, the product of a work process resulting
from system processing of technical, social, financial, and human input .

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 System approach

Feedback and control: is information about some aspect of data or energy

processing that can used to monitor and evaluate system performance and guide
it to more effective performance. feedback component are needed to detect
system errors and signal need for correction feedback is a subsystem that
compares output of a system or subsystem with some criterion measure, in order
to judge quality of system operation.

 Types of system
System can be classified as natural or man- made, static or dynamic,
deterministic or probabilistic, open or close, centralized or decentralized,
internal or external

1- Natural and man- made systems

A natural system is one that grows out of natural processes, remains stable over
long period of time, and operates within well-defined limits. Ex Geological,
biological changes occur over billion of years.

A man- made system is one that is artificially contrived by a human

entrepreneur to accomplish a desired end ex nurse orientation program for new
employee and quality improvement program

2- Static and dynamic system

A static one that constitutes a steady state, in which neither system element nor
the total system changes in relation to its environment.

A dynamic system is one that continuously alerts and is altered by its

environment

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 System approach

3- Deterministic and probabilistic system

. A deterministic and probabilistic system is one in which the parts interact in a

predictable way one the state of the system is know If the system controller
changes one input element in a deterministic system, it is possible to accurately
predict output of the changed system.

A probabilistic system is one in which the outcome of the system performance is

somewhat uncertain, so it is impossible to make a precise prediction about
performance of system components or total system output. example nursing
process.

A deterministic system has a single result or set of set of results given a set of
input parameters, while a probabilistic system will have results that vary.

4- Open and close system

Open system a system that receives inputs of energy and matter and then outputs
materials into surrounding environments is termed: (e.g. systems in human
body), an open system interact with environment, materials or energies with
surrounding.

Closed System a system that is shut off from the surrounding environment and is
self-contained is termed: (e.g. the earth system)."It is characterized by fixed,
automatic relationships among system components and no give and take with
environment

5- Centralized and decentralized system

Centralized system is one which a single subsystem plays so dominant a role
that it minimizes the importance of other subsystem.

Decentralized system is one sail subsystem are of equal important

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 System approach

6- Internal and external system

Internally focused systems mainly address the internal processes and decision
making systems of an organization.

Externally focus systems mainly concentrate on customers, suppliers or business

that is external to the organization.

7- Purposive and Purposeful Systems

A purposeful system is a multigoal seeking system, in which the several goals

have a common property. And can pursed different goals at times.

A purposeful system is one that can produce the same outcomes different ways
in the same internal or external state and can change its goals under constant
conditions; it can select ends and means; and it displays intentionality.

Principles of a systems approach

1-A systems approach to problem solving requires investigating the whole

situation, rather than considering one or two more obvious problem aspects.

2- To be defined as a system the portion of the world isolated for study must
exhibit some predictability.

3-The central objective of any system can de identified by the system operator's
willingness to sacrifice other goals to ensure its realization.

4- Every system, whether living or mechanical, is an information system.

5- Although a boundary divides a system from its environment, system theory

decrees that an open system and its environment are highly interrelated.

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 System approach

6- A system consists of a set of objects and their relationships.

7- Because a system is a dynamic network of interconnecting elements, a change

in only one of those elements must produce a change in all the other.

8- All systems tend toward equilibrium, a balance of various forces operating

within and on the system.

9- The boundary of system can be redrawn at will by a systems analyst, either to

include certain environment elements not previously considered as part of the
system or exclude certain previously included components.

10- Although a systems approach requires that a situation be viewed as a whole,

a highly complex system may have to be broken into subsystems so that each
can be analyzed and understood separately before being reassembled into a
comprehensive whole.

11- To function smoothly, a system must be strongly goal directed, governed by

feedback, and capable of adapting to changing external circumstance.

Advantages of systematic approach

Possible advantages of a systematic approach
A. It provides a mechanism making possible a study planned and organized in
advance.
B. Reduced utility and maintenance costs
C. Increased comfort
D. Reduced noise
E. A healthier and safer indoor environment
F. Highlights input-output relationships.
G. Clarifies process steps and channels.
H. Identifies optimum control point.

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 System approach

I. Facilitate changes.
J. Improved building.
 Disadvantages of systems approach
a- Centralizes decision making
b- Obscures difference, disagreements
c- Depersonalizes human interactions

 Application of General Systems Theory

The systems approach enables mangers to focus on the organization as a whole

.and to view each unit in the organization in relation to the whole
Through the systems approach, managers determine interrelationships in the -
work flow and to assess complexities in the organization structure and in the
.environment
Their attention is drawn to changes in the environment that affect in the -
.organization and its units. Thesis Table summarizes this interrelationship
‫ء‬----------------------------------------------------------------------------------------
Relationship of classic manager functions and systems concepts
-----------------------------------------------------------------------------------------

Systems Concept predominant management

Function

Input analysis

Identification of constraints

Assessment of client characteristics Planning

Assessment of physical space

Budget allocation analysis

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 System approach

Throughput determination

Development of policies, procedures, methods Planning and

Development of detailed departmental layout controlling

Specification of staffing pattern staffing controlling,

Method of worker productivity enhancement leadership, and

output analysis motivation

Goal formulation

Statement of objectives planning

Development of management by objectives plan planning and

Feedback mechanisms controlling

Development of feedback processes

Adjustment of inputs and outputs in light controlling, communicating

of feedback & resolving conflict

Adjustment of internal throughputs Renewing planning cycle

 System Analysis

Is the process of analyzing and evaluating the various elements of a particular

system and the situation in which the system operates.

OR

It involves the examination of the inputs into a system and the output
requirements.

OR

It is designed to achieve the desired outputs in the most effective and

economical manner.

Techniques for System Analysis

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 System approach

 The techniques used in system analysis include

1- Regression analysis :

Is a statistical technique in which data about past performance are used to

describe system relationships and predict future system performance.

2- A model :

Is a mathematical or diagrammatic representation of an actual entity or system.

3- System simulation :

Is the activation of a system model to reveal how the system would

operate under changed conditions.

4- Linear programming :

Is a diagrammatic representation of a multistage process with an

accompanying time line that is used to determine the optimum allocation of
limited resources in a complex program.

5- Work sampling :

Is an engineering technique in which a portion of an employee's work is

randomly sampled in order to draw conclusions about the distribution of the
employee's total work time among different activities.

6- A work distribution chart :

Is a tabular presentation of tasks performed and time devoted to each task by

every worker in a primary work group.

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 System approach

Work distribution charts are used to detect unnecessary duplication of effort

or unfair distribution of work among members of the work force.

7- A flow diagram, OR Flow chart :

Is a graphic representation of a complex process that indicates the number

and sequence of steps in the process; number, origin, and destination of
documents used throughout the process; personnel and departments taking
part in the process; and specific functions of each system component.

The purpose of a flowchart is to identify unnecessary steps, eliminate

bottlenecks, and supply feedback loops when additional information or
control is needed.

8- Forms analysis :

Is a systematic comparison of official forms with their associated system, for

the purpose of determining whether they are constructed to obtain all
information needed for optimum system operation.

 System Errors

The System Error Codes are very broad. Each one can occur in one of many
hundreds of locations in the system. Consequently the descriptions of these
codes cannot be very specific. Use of these codes requires some amount of
investigation and analysis.

 Definition

An error that conforms to a pattern, usually in the same direction

OR

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 System approach

An instruction that is either not recognized by an operating system or is in

violation of the procedural rules

 Types

 Application program errors

Application program errors are errors in logic detected during processing. These
errors relate to an application, that is, an ECB. The application detects the error
and chooses the necessary corrective action. When an application detects an
error, it can either:

 Resume control and process the error as it deems appropriate.

 Control program errors

Control program errors may or may not be associated with an ECB.

These errors occur for these reasons:

 Violation of the rules of the z/TPF system. For example, a macro is issued to
retrieve a storage block on a data level that is already holding a block.
 Violation of hardware rules. These can be subdivided as follows:
o A software logic error causes the program new PSW to be loaded, for example,
a hard error occurs.
o A hardware operation fails because of erroneous software input. For example,
an I/O operation is initiated to retrieve a record, and the device address
specified is wrong. The hardware then reports the error back to the software for
it to process.

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References

British Journal for the Philosophy of Science1- Vol. 1 (No. -1

http://www.isnature.org/events/2009/Summer/r/Bertalanffy1950-
 GST_Outline_SELECT.pdf, retrieved 24 October 2010

2- Jan Gratto and Charles R.McConneil (2008) Management Principles for

Health professionals, fifth edit, chap 3, P 58:65

Jaspreet Kaur Sodh (Read more:// www.business ) -3

4-Charlton, BG and Andras, P ‘The nature and function of management - a

perspective from systems theory’
accepted for publication in Reason and Practice 2004

5-Public Administration An Action orientation ,six edit, chap 5,p 173:175 and

chap 6, p 213

'

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